Okaloosa County BOCC — June 17, 2014 — Minutes — reading text

approve Consent Agenda Items #2 through #9 and #11 through #21. 2. Airports: Amendment No. 1 to Crowne Aviation Services LLC contract to provide skycap and wheelchair assistance at the Northwest Florida Regional Airport 3. County Administration: Proclamation designating May 16 as Camp Pinchot Day 4, County Administration: Resolutions (two) authorizing Surety Land Title to prepare quitclaim deeds for successful bidders converting their Okaloosa Island leasehold conversions to fee simple titles (Matthew Warren Estoup and Jaime A. Crossler, husband and wife; Sam Montalto; Deborah F. Maksymyk, formerly Deborah D. Dewrell; Vance McMillan; Stanley W. and Wassiya Hewitt, husband and wife) RESOLUTION NO. 14-85 RESOLUTION NO. 14-86 5. Finance: Budget Resolutions and Transfers (a) Resolution amending FY 2014 Budget, Road & Bridge Construction Fund (FDOT Supplement No. 1 to grant for construction of 12°° Avenue sidewalks) RESOLUTION NO. 14-87 (b) Resolution amending FY 2014 Budget, Self-Insurance Fund (ProShare distribution) RESOLUTION NO. 14-88 {c) Budget Transfer in Self-Insurance Fund to move over estimated cash balance to ProShare line item; BT-14-33 May 6, 2014 -6- Minute Book 71, Page 40 Okaloosa County Board of County Commissioners 11. 12. 13. 14, 15. 16. 17. 18. 19, 20. 21. (ad) Budget Transfer in Capital Outlay Construction Fund to provide funding for DAG Architects contract as approved at the April 15, 2014 BCC meeting; BT-14-34 BCC Records: Approval of April 1, 2014 Regular Meeting Minutes Fleet: Authorization to auction surplus equipment through J. M. Wood Auctions Sheriff: Teen Driver's Challenge Expenditure Request, reimbursement of expenditures from January 1, 2014 through March 31, 2014 in the amount of $26,352.19 Sheriff: Approval to submit grant applicant for the Bureau of Justice Assistance FY 2014 Bulletproof Vest Partnership Grant Program Purchasing: Recommendation to award contract for Cell Phone Waiting Area at Northwest Florida Regional Airport to Cathey Construction in the amount of $84,993 and to authorize Chairman to execute contract Purchasing: Authorization to auction surplus items through Global Enterprises Purchasing: Authorization to terminate lease agreement with Sprint/Nextel for the site located at 1250T North Eglin Parkway in Shalimar Purchasing: Change Order No. 2 with Jimmy Henderson II Construction for modifications to the Health Department Modular Building; change order will add seven days and $10,737 to contract Purchasing: Authorization to extend contract with The LPA Group, Inc. until Task Orders No. 12 Amendment 1, No. 15, No, 16, and No. 17 are completed; authorization to extend contract with Reynolds, Smith and Hills, Inc. until Task Order No. 13 and No. 15 are completed Public Works: Request from At The Beach Weddings for Qualified Beach Vendor Certificate for calendar year 2014 Public Works: Permission for Choctawhatchee Basin Alliance to plant grasses at Longwood Park Public Works: Proclamation designating May 18-24, 2014 as National Public Works Week Public Works: MSBU/MSTU Policy Revisions Public Works: Task Order No. 49 Amendment 1 with HDR Engineers (Contract #C06-1346-PW) to increase direct labor fee and decrease subcontractor fee which will result in no change in total amount of task order Public Works: Final Payment to Gum Creek Farms, Inc. for drainage improvements to Foxwood Phase II, Estimate #3 in the amount of $14,447.50 5 yeas. May 6, 2014 -7- Minute Book 71, Page 41 Okaloosa County Board of County Commissioners 10. Sheriff: Law Enforcement Trust Fund (LETF) Disbursements Mr. Parisot questioned a proposed $200 disbursement to Sigma Omicron Omega for the Scholarship Ball. Major J. D. Peacock, Sheriff's Office, stated this is a partnership with a group who provides a seminar for high school seniors preparing to go away to college. Seminar topics include campus safety, drug and alcohol abuse prevention, and adjusting to campus life. He advised this is not a scholarship. Mr. Parisot also questioned terminology for the disbursement to the Judge Ben Gordon Family Visitation Center. He said that he spoke with Sharon Rogers, Executive Director of the facility, and her use of the term “scholarship” is different than the typical use. The money is used to provide services without costs to victims of domestic violence and their children. Mr. Parisot stated he will have no problem with this allocation if the word “scholarship” is stricken. Mr. Parisot made motion, seconded by Mr. Harris, to approve Consent Agenda Item #10 with removal of the word “scholarship” from the supporting text. 5 yeas. COUNTY EXTENSION - MORRILL ACT RESOLUTION (LAND GRANT ACT) Mr. Larry Williams, County Extension Director, opened his commentary with a display of life-sized cardboard images of three men instrumental in the establishment of the Cooperative Extension Service. They were Hoke Smith, Asbury Lever, and Seaman Knapp. He reported the Morrill Act, also known as the Land Grant Act, was signed by President Lincoln in 1862. The Act donated tens of thousands of acres to public lands to states to be sold with proceeds placed in an endowment fund to support colleges of Agriculture and Mechanical Arts (known as land grant universities). The Smith-Lever Act of 1914 established the Cooperative Extension Service which is a partnership between government entities to allow connection to research and information gathered by land grant universities. The Florida Cooperative Extension Service is administered by the University of Florida and Florida A&M University. Mr. Williams stated Mr. Knapp was the father of the Extension Service. Mr. Williams detailed the programs provided through the Extension Service. A copy of the resolution signed by Governor May 6, 2014 -8- Minute Book 71, Page 42 Okaloosa County Board of County Commissioners Scott commemorating the 100°° Anniversary of the Cooperative Extension Service was provided. Mr. Boyles made motion, seconded by Mr. Harris, in support of the Governor's resolution. 5 yeas. PUBLIC WORKS - APPROVAL OF FDEP GRANT AGREEMENT NO. S0697 FOR IMPROVEMENTS TO TANGLEWOOD AND OVERBROOK STORMWATER BASINS Mr. John Hofstad, Public Works Director, requested approval of Florida Department of Environmental Protection (FDEP) Grant Agreement No. S0697 in the amount of $414,000 for improvements to the Tanglewood and Overbrooks Stormwater Basins. Upon inquiry by Mr. Amunds, Mr. Hofstad replied the improvements will provide capacity for the stormwater system and improve water quality. He advised that it will not address the type stormwater we experienced during the April 29-30 rainstorm event. Mr. Amunds made motion, seconded by Mr. Parisot, to approve the grant agreement and to authorize the Chairman to execute same. 5 yeas. PUBLIC WORKS - PHOTOGRAPHS AND RAINSTORM EVENT DAMAGE UPDATE Mr. Hofstad said when the Board convened for a Special Meeting at the Emergency Operations Center (EOC) on Wednesday morning, he made the comment he did not have a grasp on the damages in the county. He said the graphic on the screen pinpoints known areas with significant damages, saying the pinpoints do not include road damages. Mr. Hofstad reported that 1,000 linear miles of roads have been damaged. He further stated that 80% of the 200 miles of dirt roads have been impacted and need maintenance or repairs. Mr. Hofstad said when this information was compiled and visual illustration was prepared yesterday, the estimate was $3 Million in damages. However, he stated that figure has grown since yesterday. Mr. Hofstad explained it is not just a matter of driving around and cataloging the affected areas, pointing out there will be residual effects. The examples he presented were the collapse of Jonquil Avenue and Old Bethel Road over the weekend. He stressed the list of damages presented thus far is not exhaustive. Mr. Hofstad then provided a series of photographs of some of the affected areas. He also noted that three dams were compromised by the storm. Mr. Hofstad stated it will take some time to make necessary repairs and asked for the public’s patience. He said staff May 6, 2014 -9- Minute Book 71, Page 43 Okaloosa County Board of County Commissioners continues to prioritize work and it will take a number of weeks to provide the needed maintenance and repairs. Mr. Hofstad also pointed out to the Board that doing these repairs will push back other scheduled capital projects. PUBLIC WORKS - ACTIVATION OF DEBRIS REMOVAL CONTRACTS Mr. Hofstad reported a significant number of homes have sustained damage from the April 29-30 rainstorm and the homeowners are moving debris to the curb. He stated county staff had an audience with FEMA today and they are confident a minimum funding of 75% for incurred damages will be available. Mr. Hofstad requested authorization to initiate two contracts for debris removal in response to the disaster. One will be with True North for debris monitoring. The second is with DRC Emergency Services (DRC) for debris removal. He advised there is a clause in the contract with DRC for the contractor to be active on site within 48 hours. Mr. Hofstad said he can estimate with some degree of certainty the cost for debris disposal will be in the $40,000 to $50,000 range. If the FEMA reimbursement is 75%, this will mean the county will be responsible for the remaining costs. He stated there are sufficient reserves in the Solid Waste Fund to pay for the balance. Mr. Hofstad stated in addition to activating the two contracts for debris removal, he needs the Board to establish a cutoff date for residents to put debris at curbside. He pointed out the forecast for the coming weekend is for more rain and suggested the deadline be set for 7 a.m. on Friday morning, May 9, for residents to have the debris at curbside. Mr. Parisot made motion, seconded by Mr. Harris, to activate the contracts with True North and DRC and to set a deadline of 7 a.m. Friday morning, May 9, for residents to have debris at curbside for pickup. 5 yeas. (NOTE: On November 5, 2013, the Board awarded bids for standby services for emergency debris removal. Please see Page 13 of the Minutes of that meeting.) Mr. Harris stated it has been one week since the storm event and he believes everyone in the county was touched in some way. He spoke about the aftermath of the storm and expressed his empathy for those county employees who left their damaged homes behind May 6, 2014 -10- Minute Book 71, Page 44 Okaloosa County Board of County Commissioners and came to work to help others. Mr. Harris said he is very proud of the county employees, paying particular attention to the Public Safety, Public Works, and Water & Sewer Departments. He too shared Mr. Hofstad’s plea for patience from the residents. Mr. Amunds said there were rumors circulating that the threshold for damages had to be $25 Million before FEMA would provide assistance. He stressed this is not accurate. Mr. Amunds thanked the citizens for helping their neighbors. Mr. Amunds asked about a list of the damages and when repairs could be anticipated. Mr. Hofstad replied most of what they have learned has come from citizen input. He stressed the department has only so many employees to do this work. Mr. Hofstad noted he worked with Mr. Boyles on an issue regarding a private road, saying those residents wanted materials. He Stated they do not have authorization to go on private roads but the Board did authorize the County Administrator during the Special Meeting on April 30 to give authorization for assistance toe citizens on private roadways. Mr. Hofstad said they have touched a lot of people. He encouraged citizens to call for assistance and said they will get to them as soon as possible. Mr. Amunds acknowledged the purpose of the Code Red program is to provide weather alerts. He asked if it can be used to provide residents with information on the storm debris removal. Mr. Padgett