Okaloosa County BOCC — 2013 meeting #1141 (date undetermined) — reading text

has expressed the following concerns: ECVC should contact the lessee; vendors use of the facility has in the past required joint approval; the lessee bears the burden of ownership for the entire property and its facilities; fear this will open the door for other beach vendor requests; who receives the permit fees and provides oversight of the vendor. To date the only type of businesses issued a Qualified Beach Vendor Certificate are beach chair/umbrella rentals, wedding planners, and photographers. OPTIONS: Approve/Disapprove. RECOMMENDATIONS: Staff seeks direction from the Board concerning this request. RECOMMENDED BY: Packet Pg. 450 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 451 Revised: March 5, 2013 Qualified Beach Vendor Certificate Processing Check List (Wedding Planners, Photographers, Others) √ New Applications Renewal Date Received: June 26, 2013 Company Name: Emerald Coast Volleyball Club Contact Person: Scott Allen & Meagan Hopefl Phone #: (936) 433-5329/ (850) 496-2470 Email: emeraldcostvolleyballclub@gmail.com √ Application form √ $500 Application fee √ Hold Harmless Agreement √ Statement of Acceptance of Ordinance 13-07 √ Copy of Liability Insurance for $1,000,000 naming BCC as insured √ Copy of O.C. Local Business Tax Receipt NA Copy of Workman’s Comp. Insurance policy BCC Approval: _______________________ Packet Pg. 452 Emerald Coast Volleyball Club is a non-profit organization that works with children from ages 8-18 both male and female regardless of ability. Our goal is to help each one of these kids to excel in the sport of volleyball so that they have the opportunity to earn themselves a college scholarship in one of two ways, Beach Volleyball or Indoor Volleyball. Along the way we also teach them things such as responsibility, team work, commitment and confidence. Up until recently, we held our practices at The Boardwalk. The Boardwalk provides a safe and convenient environment for our kids and their families. Recently some issues were brought to our attention and we were told we could no longer hold our practices out there. Below are the issues that were presented to us and our solutions to those issues. 1. Liability: All of our children and coaches are covered under USAVolleyball for liability. The kids are not allowed to participate until they are registered members of USAVolleyball, which is the governing body of our sport in the United States. We have the ability to get a Certificate of Liability for any facility that we use that requests one. I have since requested and received one for both the Boardwalk and for the Okaloosa County Board of Commissioners. 2. Parking: The days and times that we hold practice and the limited number of participants in each practice ensures that we do not take up an excessive amount of parking. Most of our families’ car pool or pick up and drop off. On average, we probably have less than 10 cars parked at any given time. I have attached photos of the parking lot during the hours we hold our practices. 3. Court Space: We have never had an issue with finding plenty of court space. We only use two courts to run our practices as we keep training groups to a reasonable number so that we can spend more one on one time with each child. Typically all of the nets at the Boardwalk are empty when we get there to practice and throughout the duration of practice. I have attached photos of the courts during the hours we are usually there. 4. Community: We are very open and friendly to anyone that has questions about what it is that we are doing. Everyone in our organization is aware that we would never ask anyone to move from a net to allow us to practice. When others do come out to The Boardwalk to play, locals and tourists, we often lend out our own volleyballs to allow them the opportunity to play. As coaches, we pitch in to help maintain the existing courts. We buy lines, antennas, pulley systems etc. On a daily basis we were approached by people visiting our area who would sit and watch our practices and comment to us what a great thing it is that we are doing. 5. County Ordinance: We were unaware at the time that there was someone beyond the Boardwalk that we needed to get permission from. We had been told that it was the property of The Boardwalk. When we found out that we needed to go through the process of being approved as a Recreational Vendor, we began the process immediately. We are simply a Non-Profit Organization providing volleyball training to the youth in our area. We are trying to keep them focused on staying healthy and active and making the right decisions for their future. We want the kids in our area to be able to compete with the youth in other areas of this Country, including our surrounding areas, for scholarship opportunities in the sport of beach or indoor volleyball. Packet Pg. 453 For some of these kids, an athletic scholarship is the only way they will be able to get a college education. We just need someone to believe in what we are doing and allow us to use the safest, most convenient location to teach our kids. We attempted to purchase two net systems that cost around $400 each so that we could set up at a different location, and after just three weeks of practice one of them has already snapped at the base. Having permanent courts allows us to cut out the set up and take down process and focus more on the training itself. The Boardwalk is the perfect place for our community’s kids to learn. Packet Pg. 454 Packet Pg. 455 Amy Allen From: John Dowd Sent: Tuesday, July 09, 2013 4:55 PM To: Amy Allen Cc: John Hofstad; James Puckett Subject: RE: Agenda Item # 1819 I certainly don’t think that we should be giving a permit to use our Lessee’s volleyball courts without their permission. Thanks, John From: Amy Allen Sent: Tuesday, July 09, 2013 4:38 PM To: John Dowd Cc: John Hofstad; James Puckett Subject: Agenda Item # 1819 John, John Hofstad has asked me to have you weigh in on agenda item # 1819. I have included the attachments and the main portion of the agenda item below: STATEMENT OF ISSUE: Emerald Coast Volleyball Club (ECVC) has submitted application for a Qualified Beach Vendor Certificate to conduct classes at the volleyball courts located at the Newman C. Brackin Park (the Boardwalk). BACKGROUND: ECVC is registered as a non-profit organization that trains children from ages 8 to 18 in both indoor and beach volleyball to help prepare for college scholarships. The club offers: 16 weeks of training (twice a week for 2 hours); custom jerseys; coaches to attend 10-12 weekend tournaments from Panama City to Gulf Shores; game film reviews when requested. The fee is $400 per child and is prorated according to start date. Training is offered for free or at a discounted rate for financially challenged participants. Emerald Cost Volleyball Club request the use of the volleyball courts located at the Boardwalk to conduct their beach classes. The lessee of the Newman C. Brackin Park, Surfside Ventures, has expressed the following concerns: ECVC should contact the lessee; vendors use of the facility has in the past required joint approval; the lessee bears the burden of ownership for the entire property and its facilities; fear this will open the door for other beach vendor requests; who receives the permit fees and provides over site of the vendor. To date the only type business issued a Qualified Beach Vendor Certificate is beach chair/umbrella rentals, wedding planners, and photographers. OPTIONS: Approve/Disapprove. RECOMMENDATIONS: Staff seeks direction from the Board concerning this request. As you know the Boardwalk is a leased facility. The Emerald Coast Volleyball Club is wanting to use the facilities (the volleyball courts) to conduct their classes. ECVC is requesting a Qualified Beach Vendor Certificate to conduct commercial business on public property. ECVC is wanting this to go before the BCC at the July 18th meeting. Your attention to this matter is greatly appreciated. 1 Packet Pg. 456 Thank you, Amy Allen Parks Coordinator 1759 S Ferdon Blvd. Crestview, FL 32536 Office (850) 423-4887 Cell (850) 546-0598 Fax (850) 689-5786 The only people you should ever try to get 'even with' are those who have helped you. Please note: Due to Florida’s very broad public records laws, most written communications to or from County employees regarding County business are public records, available to the public and media upon request. Therefore, this e-mail communication, including your email address, may be subject to public disclosure and public record retention requirements. 2 Packet Pg. 457  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 16, 2013 TO: Honorable Chairman and Members of the Board FROM: Richard Brannon SUBJECT: Financial Auditing Services DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: The Board solicited proposals to provide Financial Auditing for the Board and Constitutional Officers on April 30, 2010. O'Sullivan Creel, LLP (now Warren Averett LLC) was selected to provide this service for FY 2010, 2011 & 2012. The contract had an option to renew for three one-year terms beyond the initial three (3) years. Annual cost for the three year period has been: 2010 - $197,835.00 2011 - $203,770.00 2012 - $209,883.00 OPTIONS: Renew the contract or re-bid RECOMMENDATIONS: This item is brought to the Board for direction. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 458 Packet Pg. 459  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 16, 2013 TO: Honorable Chairman and Members of the Board FROM: Richard Brannon SUBJECT: Engineering Services for Public Works DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: Proposals were received from twenty-one (21) firms on April 19, 2013 to provide Engineering Services for the County Public Works Department. The Board approved Selection Committee (see attached) met on June 25, 2013 to review and rank all proposals received. Six firms were selected after discussion and numerical standing to recommend entering into contract with: Larry M. Jacobs, Pensacola, FL HDR, Pensacola, FL Preble