Okaloosa County BOCC — May 17, 2013 — March 19 Regular — reading text

Board it can go into Executive Session to discuss pending litigation. He noted the vast majority of the issues with the Meigs Trust have been resolved. Mr. Boyles made motion, seconded by Mr. Harris, to approve an Executive Session to discuss pending litigation issues. 5 yeas. Mr. Christopher stated they are about 80% done with the schematic design process, noting the Task Force is pleased with it. He requested authorization to allow the architects to finish the schematics, pointing out if the Board decides to move forward with renovation in one month, there will be no problem. However, he said if the process is delayed three or four months, there would be problems. Mr. Curry remarked this is a good point and the Board should understand the timeline being dealt with. The current lease for Tax Collector and Property Appraiser space will expire in September 2014. Mr. Amunds said all the courtrooms at the Annex Extension are not being used now and more courtrooms are needed in Crestview. He stressed the space needs in North County should not be forgotten. Mr. Parisot felt looking at North County and South County issues should stop and the focus should be on the judicial and Clerk as a whole. Mr. Boyles stated the county has a very expensive lease for two Constitutional Offices coming up for renewal in the next year and there is county-owned space available at the Courthouse Annex Extension. He said the Judiciary is not requesting more space in South County, saying “They are not driving that train.” Mr. Boyles remarked this is not a judicial problem and urged everyone not to muddy the issues. Mr. Curry said based on the direction of the Board, he will work with Counsel to schedule an Executive Session and return this topic for discussion on the next South County agenda (April 16). He stated information will be gathered on other options. Mr. March 19, 2013 -26- Minute Book 69, Page Okaloosa County Board of County Commissioners Windes responded that while staff is doing this exploring, we should check out other sites. Mr. Pete Smith, Property Appraiser, stated there are supporting walls in the Annex which cannot be moved and you just have to work around them. He pointed out the solid exterior walls of the Annex make you feel like you are in a cave and affects employee morale. Mr. Smith encouraged the Board to look at the purchase of the building he is currently in at Up Town Station, saying he believes Mr. Odom will sell it. He told the Board his office requires 51 parking spaces before he unlocks the doors in the morning. It was his opinion, there is a sense of panic because of the reverter clause. Mr. Smith said he thinks the smart thing to do is build a governmental center and put everyone in one spot. He again cautioned against panic involving the reverter clause at the Shalimar Annex and the remaining time on the lease for his office, saying he thinks Mr. Odom could extend that lease. Sheriff Larry Ashley said he agrees with Mr. Smith and says the Board does have a dilemma. He stated his operations at the Annex are housed in 8,000 square feet of space and he has 10,800 square feet in another location for other operations. Sheriff Ashley said it is his understanding there must be a judicial presence at the Shalimar Annex but they cannot do it with the 15,000 square feet they have been allotted. He briefly addressed the space needed for his Criminal Investigations and Drug Task Force units which are being asked to vacate the Shalimar Annex. Mr. Ben Anderson, Tax Collector, was supportive of working with a local contractor and urged the Board to work for a long-term vision. He recommended creation of a governmental center. Mr. Anderson advised against any knee-jerk reactions and pointed out the current lease with Mr. Odom has a renewal option for three one-year extensions. Mr. Don Howard, Clerk of Circuit Court, remarked his office is in the same boat as the Judiciary, adding that where they go, he must go. He said there has been discussion about moving the Juvenile function from the Annex Extension to the Shalimar Annex and would involve moving four of his employees. Mr. Howard reported the existing office at the Annex houses the Clerk’s Recording operations. He observed it would be nice if all of his operations were in one place. Mr. Howard reiterated the March 19, 2013 -27- Minute Book 69, Page Okaloosa County Board of County Commissioners Clerk’s Office must go where the judges are and he will need sufficient space to carry out his duties. Ms. Alicia Wardlow, Judicial, stated if the judicial presence is reduced to one courtroom at the Annex it will limit what they can do there. She stressed the Judiciary wants to be good partners with the county. Ms. Wardlow explained the Chief Judge establishes the dockets and he has a three-year rotation policy. She noted that earlier discussions were to move another operation, such as the Sheriff’s Drug Task Force and Criminal Investigation Units, into the shell space (unfinished courtroom) at the Annex Extension. Ms. Wardlow stated this space is intended for another courtroom. She explained there are currently six finished courtrooms and one shell space. Ms. Wardlow emphasized that if the Judiciary cannot have two courtrooms at the Annex, it will not meet their mission. Mr. Amunds responded that everything is on the table as far as vacant space is concerned. He said use of the shell space would only be long enough to build something else. Mr. Amunds cautioned against being territorial, saying it all belongs to the Board anyhow. HUMAN RESOURCES - FINALISTS FOR COUNTY ADMINISTRATOR POSITION Mr. Colin Baenziger of Colin Baenziger & Associates reported the commissioners were asked to select their top five choices for interviews from the short list of nine candidates. He then read each of the commissioners’ ballots. The five candidates with the most votes are Rick Chaffin, Ted Lakey, Stephen Layson, Ernie Padgett, and Richard Starks. Mr. Harris made motion, seconded by Mr. Parisot, to approve the selection of Mr. Chaffin, Mr. Lakey, Mr. Layson, Mr. Padgett, and Mr. Starks for interviews. 5 yeas. March 28 will be set aside for each commissioner to have a one- on-one interview with the candidates. Mr. Baenzier advised that he will contact each of the candidates. He asked the Board if they would like to pay for the spouses to come. The consensus of the Board was to pay only for the candidates. Mrs. Kay Godwin, Human Resources Director, stated a schedule has been prepared for the personal interviews. The schedule also includes a tour of the county from noon until 3:00 p.m. on March 27. The candidates will then meet with senior staff from 3:00 p.m. until 4:30 p.m. A reception for the candidates and March 19, 2013 -28- Minute Book 69, Page Okaloosa County Board of County Commissioners their spouses will be held from 6:00 p.m. until 7:30 p.m. Interviews with commissioners are set for 8:30 a.m. until 12:30 p.m. on Thursday, March 28. At 1:00 p.m. a special meeting of the Board will be called in the Fort Walton Beach Chambers for interviews by the full Board. Mr. Amunds asked why a special meeting is necessary. Mr. Parisot said this will give the public an opportunity to attend and hear the candidates. Mr. Curry replied the special meeting will give the Board the opportunity to ask questions as a group. With regard to the public, Mr. Curry stated the Board could recognize the individuals present but it should not be opened for inquiries of/discussion with the candidates. Mr. Dowd asked what the Board is expected to do at the March 28 meeting. Mr. Harris asked why it is necessary to have this meeting when each commissioner will have just completed personal interviews with them. Mr. Baenziger replied a county administrator will fill many roles in the county. The schedule provided for the two days will allow the Board to see how a candidate reacts in a social environment, one-on-one discussions, and in front of a group. Mr. Boyles made motion, seconded by Mr. Harris, to schedule a Special Called Meeting of the Board for March 28 at 1:00 p.m. in Fort Walton Beach. 5 yeas. HUMAN RESOURCES – SCREENING COMMITTEE FOR AIRPORTS DIRECTOR POSITION Mrs. Godwin reported the Airports Director position was advertised on February 21 and HR has received 89 applications. She recommended the appointment of the following individuals to serve on a Screening Committee for applicants for the Airports Director position: Mr. Windes, liaison commissioner to Airports; Okaloosa County Administrator; Kay Godwin, Human Resources Director; Bill Johnson, Executive Director of the Florida Airports Council; Dino Sinopoli, Chairman of the Crestview Chamber of Commerce Airports Committee; and Mary Ann Ustick, Destin City Manager. Mr. Harris made motion, seconded by Mr. Parisot, to approve the appointments to this selection committee. 4 yeas. (Mr. Boyles was not present.) March 19, 2013 -29- Minute Book 69, Page Okaloosa County Board of County Commissioners AIRPORTS – MIRACLE STRIP AVIATION, AMENDED LEASE AND DEBT REPAYMENT PLAN Mr. Dino Villani, Interim Airports Director, presented for consideration an amended lease and operating agreement with Miracle Strip Aviation and a Debt Repayment Agreement. (NOTE: Regal, the new owners of Miracle Strip Aviation, submitted an offer for debt repayment at the February 19, 2013 meeting. The Board instructed staff to make a counter offer.) Mr. Villani stated the amended and restated lease corrects previous survey errors, requires a new environmental baseline survey, adjusts the percentage of gross sales to equalize rates for each Fixed Base Operation (FBO), establishes facility maintenance responsi- bilities, and defines lease assignment provisions. The performance bond was also increased from $25,000 to $50,000. Other terms for fees for insurance and indemnification were raised to the current levels required for an FBO. The Board’s counter offer included a $100,000 terminal renovation credit; a cash payment of $150,000 upon transfer of the lease; and repayment of the remaining debt of $235,382 to be paid in equal monthly installments over six years at 4% interest. Mr. Villani advised Regal accepted this counter proposal. Mr. Harris made motion, seconded by Mr. Windes, to approve the amended lease and operating agreement with Miracle Strip Aviation and the Debt Repayment Agreement. 5 yeas. RISK MANAGEMENT – MOVE RENEWAL DATE FOR COUNTY’S PROPERTY INSURANCE Mr. Gary Real, Risk Manager, asked authority to move the renewal date for property insurance from October 1 to April 1. He said by moving the date it will take renewal out of the “heart” of hurricane season. To achieve this goal, Risk Management recommends entering into an agreement to extend current property coverage for six months. This extension will be at a premium increase of 5% for a total of $450,752.65 for the additional six months. The premium will be due October 1, 2013. In April 2014, the county will then pay a full year premium which is estimated to be $901,505.30. Mr. Real said the remainder of the insurance program will continue with an October 1st renewal date. He stated estimated premiums for Fiscal Year 2015 will return to prior levels of premiums in the area of $1.4 Million. Upon inquiry by Mr. Amunds, Mr. Curry explained that the costs for premiums will be $450,000 more in Fiscal Year 2014 because March 19, 2013 -30- Minute Book 69, Page Okaloosa County Board of County Commissioners of the additional six month-period. Upon further inquiry by Mr. Amunds, Mr. Curry said probably more than half that cost