Fort Walton Beach Council agenda — 06-25-13--regular — reading text

Itcsipnalion —BOA iPUI') The City Clerk advised there is a vacancy on the Local Planning Agency and she has one o applicant on file, Ms. Sam Kinkaid. The term for this appointment would be from June 11, 2013 through September 30, 2013, then for a four -year term from October 1, 2013 through September 30. 2017. Ms. Jamieson nominated Sam Kinkaid to serve on the Local Planning Agency from June 11, 2013 through September 30, 2013, then for a four -year term from October 1, 2013 through 6 September 30, 2017. There were no further nominations. a The vote on the nomination of Sam Kinkaid to the Local Planning Agency carried f unanimously. Uuc Council requested that in the future applicants to the City boards be contacted and asked to n attend the Council meetings when their nomination is discussed. The City Clerk advised she will contact_applicants and advise them of the meeting date. a RESULT: APPROVED [ UNANIMOUS] ''.... c MOVER: Amy Jamieson, Council Seat 5 AYES: Griggs, Mead, Goodwin, Jamieson, Rigdon, Rynearson '......... ABSENT: joyce gossom ''... ACTION -DIRECTION -DISCUSSION Tennis Center Contract Agreement Synopsis: ( Recreational and Cultural Services Director) Requests approval of a new Tennis Center contract agreement between the City of Fort Walton Beach and the Swedish American Connection, Inc. for the period from October 1, 2013 - September 30, 2014. Page 6 Cy Counei] of Fort IValmn Beach  8. 1. 1 Minutes June 11. 2013 Regular Meeting AII:ACnhIENTS- 2013 Truer, CCmcr Co Wra, t- SVikethroaut / L 1, flinc ( YDI] 2013 Tennis Center Contract - final Vttcion 1PDIq Jeff Peters. Recreation/ Cultural Services Director, advised that the City has contracted out the operation of the Fort Walton Beach Tennis Center with Erik Stenberg since 2001 with several options to renew. The current contract will end on September 30, 2013. Mr. Peters continued that the City and the Contractor desire to form a new agreement for the operation of the Tennis Center, with proposed changes to include the Contractor being responsible for setting up all utility accounts in his name as opposed to City accounts; the Contractor will have authority to change membership and daily fees; the Contractor will not be required to provide an annual audit for the City' s review but will need to provide annual Federal Tax and Sales and Use Tax Returns; and the Contractor will be authorized to set Complex hours. Mr. Peters advised the City will continue to be responsible for services including ground maintenance, pest control services, HV AC repairs and building maintenance. oan Discussion included the savings to the City by using a contractor and the need to upgrade the N outside appearance of the building and grounds. Mr. Peters advised fencing can be replaced and courts can be resurfaced and that he will prepare an estimate for consideration for the upcoming E budget as a Capital Improvement Project. Mr. Goodwin discussed the agreement and that it could be construed as a lease; that it limits the uses of the tennis center, and questioned the discretion of allowing the Contractor to set the fees and time of operation of the center. Council questioned whether an REP was issued; Mr. Peters advised this is a renewal request and not an RFP. Mr. Rigdon moved to authorize the City Manager to execute the proposed Agreement between Erik Stenberg and the City of Fort Walton Beach to continue to manage the operation of the Municipal Tennis Center for a three -year period, from October 1, 2013 through September 30, 2016, with an option of an additional three year period upon mutual agreement between the City and the Contractor. Mr. Rynearson seconded motion. Mr. Mead stated that Mr. Goodwin brought up some good points and that the matter be tabled to the next meeting since the renewal isn't due until October. The City Attorney advised a vote needed to be taken since a motion and second had already been made. The vote on the motion tied at 3 for and 3 against. The Mayor voted verbally to break the tie and voted in favor of renewal of the agreement The vote on the motion carried by a vote of 4 to 3. RESULT: APPROVED 14TO31 MOVER: Bull Rigdon, Council Seat 6 SECONDER: Dick Rynearson, Council Seat 7 ''..... AYES: Mike Anderson, Amy Jamieson, Bull Rigdon, Dick Rynearson NAYS: Bobby Griggs, John Mead, Trey Goodwin ABSENT: joyce gossom Purchase/Lease Fonality Telephone System for the City City Council ofFart IPallon Beach Page  F-8- 1- 1 Minutes June 11, 2013 Regular Meeting Synopsis: ( Director of Information Technology) Requests approval to purchase /lease a Tonality Voice Over IP telephone system from Ricoh USA, Inc. and telephone line services from Cox Business Services. Al] AC11HHNTS: Cox Sip Frank Contract WDF) GMP GSA ( mnoicl Holder WCH Polvconr Made in Rebate Fri. ( PDF) Cloh Pradna Schalnlc Lease Agrecmenl ( PDF) WIN I SOK Fonalip- Val? SOW City of Fort Walmn Beach_ Updatcdvfi Reference of Companies using Fonalit, System ( PDT) IPUF) iry - Moral, Rl, ill fon Welmn Beech blaster LCnse Agrecmaat IPIFH Okalousa Count Schools SIP "Frank RFP( PFF) The City Manager informed the City' s current phone system is obsolete with both digital and c analog lines and is costly for service /repair calls. He advised the City' s IT Division reviewed $ telephone systems to provide a better set of features to increase the productivity of City Staff including speaker phone, voicemail, eonferencing, caller ID, etc. After reviewing the various m systems, it was determined the Tonality Voice Over IP ( VOIP) telephone system provided by Ricoh USA Inc to be the best fit for the City. Also, telephone lines will need to be purchased 5 and it was recommended " piggybacking" on the County School District's RFP with Cox business f Services for this service. Telephones will be replaced at all City facilities except Hedrick, the a.0 Senior Center, Doeie Bass and Chester Pruitt Centers due to the construction of the new 4 recreation facility, and that the new phone system is included in the new facilities construction. , tea Dave Jenzen, IT Director, explained the costs savings associated with the new system and described the many service charges of the current system. Mr. Jenzen stated there are two recommendations: 1) Council authorization for the City Manager to execute the agreement for the purchase /lease of the Fonality VOIP telephone system from Ricoh USA Inc., as an authorized GSA contract holder; and 2) City Council authorization for the City Manager to execute the agreement for the purchase of the SIP truck telephone service from Cox Business Services. Mr. Rynearson moved City Council authorization authorize the City Manager to execute the agreement for the purchasellease of the Fonality VOIP telephone system from Ricoh USA Inc., as an authorized GSA contract holder; and 2) City Council authorization for the City Manager to execute the agreement for the purchase of the SIP truck telephone service from Cox Business Services. Mr. Rigdon seconded motion and it carried unanimously...._. RESULT: APPROVED ] UNANIMOUS] MOVER: Dick Rynearson, Council Seat 7 '....... SECONDER: Bull Rigdon, Council Seat 6 '..... AYES: Griggs, Mead, Goodwin, Jamieson, Rigdon, Rynearson ABSENT: Joyce gossom '..... Recreation Official Fees Synopsis: ( Recreational and Cultural Services Director) Requests a waiver of the bidding process for Recreation League Officials for the remainder of FY 2012 -13. PageB CiryCor i] ofFort 11' a0on Beach  F-8-171 Minutes _ June 11. 2013 Regular Meeting Jeff Peters, Recreation /Cultural Services Director, explained that the City' s Recreation Department contracts league officiating each year for Adult Softball and Basketball, and Youth Football, Baseball, Basketball and Soccer. Each year Staff requests quotes for officiating services and receives quotes from the same three organizations: Panhandle Sports Officials, West Florida Officials Association, and Emerald Coast Soccer Officials Association. The Recreation Departments budget of $30, 540 for sports officiating is broken down among the three organizations. In October of 2012 the City was notified by Panhandle Sports Officials that they did not have enough personnel to officiate adult sports for the City and due to the short timeline and ongoing season, the City did not have the opportunity to issue a formal bid for the services. The City extended a request to the West Florida Officials Association to handle all officiating for adult sports and they accepted. The total amount