Okaloosa County BOCC — February 18, 2014 — January 7 2014 Regular Meeting Minute

January 7, 2014 Regular Meeting The regular Tuesday meeting of the Okaloosa County Board of County Commissioners was called to order at 6:00 p.m. at the Crestview Courthouse. Members present were Charles K. Windes, Jr., Chairman; Nathan Boyles, Vice Chairman; Dave Parisot; and Don Amunds. Also present were Gary Stanford, Finance Director, Clerk’s Office; Ernie Padgett, County Administrator; and John Dowd, County Attorney. Commissioner Wayne Harris was not present. PUBLIC INFORMATION OFFICER UPDATES Mrs. Kathy Newby, Public Information Officer, wished everyone a Happy New Year. She reported geo-caching in county’s parks has become popular. Okaloosa’s geo-cache program for county parks began 143 days ago. Visits average 15 per day and the favorite park is Beasley Park. COUNTY ADMINISTRATOR UPDATE Mr. Padgett stated the Department of Juvenile Justice (DJJ) has overbilled Okaloosa County in excess of $3 Million. He said Okaloosa County has filed a claim and Special Counsel Greg Stewart recommends the county take no further action until after the next Legislative Session. Mr. Padgett noted many counties have been overbilled and he feels the Legislature must address the issue, pointing out significant appropriations would be necessary to remedy the problem. If no action is taken by the Legislature, the Board could file a lawsuit against DJJ. Mr. Padgett stated after the session, he will ask Mr. Stewart to attend a meeting and make a report to the Board, Mr. Parisot asked if there is an option to have credit against the amount DJJ owes us. Mr. Padgett replied DJJ did not offer that as an option. He felt it was immaterial whether the county is paid back or given credits for expenditures for future years. Mr. Padgett pointed out DJJ turned excess money back to the State and that excess money was from the overcharges. He reiterated the Legislature will have to deal with this. COMMISSIONER'S MINUTE Mr. Amunds stated later in tonight’s meeting the Board will consider the calendar for April, May and June. He said some January 7, 2014 -1- Minute Book 70, Page 193 Okaloosa County Board of County Commissioners time ago there was talk about changing meeting times and perhaps having all Commission meetings in the evening hours. Mr. Amunds suggested this option be explored, gathering input from staff, before approval of that calendar. Mr. Boyles announced the Florida Department of Transportation will be holding a workshop this Thursday evening at 5:30 p.m. at the Crestview Community Center to discuss the master plan for the I-10 corridor. He said this may be a good place to begin conversation about an additional interchange for Crestview. Mr. Parisot stated he has nothing this evening. PUBLIC COMMENTS RELATIVE TO THE MEETING AGENDA No one came forward to speak. CONSENT AGENDA APPROVAL Mr. Sunil Harman, Airports Director, requested Item #4 regarding the Security Checkpoint Exit Lane Control System for the Northwest Florida Regional Airport be pulled tonight for additional coordination. He stated he will bring it back at the next meeting. Mr. Parisot made motion, seconded by Mr. Boyles, to approve Items #1 through #3 and Items #5 through #16 of the Consent Agenda. 1. Airports: Approve contract in the amount of $82,850 with Lord & Son Construction, Inc. for interior terminal modification for the Airport Police Station 2. Public Works: Final Payment to Kansas State Bank of Manhattan in the amount of $6,248.61 for lease of four motor graders 3. Public Works: Approve amendment to Contract C06-1346-PW with HDR Engineering to extend the term of contract for completion of Task Order #49, Task Order #71, and Task Order #72 (The completion date for these task orders is June 30, 2014.) 5. Growth Management: Approval of annual update of the Local Mitigation Strategy (LMS) to be sent to the State of Florida Division of Emergency Management 6. Proclamation designating January as Military Purple Heart Month in honor of Florida's fallen heroes 7. Public Works: Approval of and authorization for Chairman to execute Local Agency Program (LAP) Agreement with January 7, 2014 -2- Minute Book 70, Page 194 Okaloosa County Board of County Commissioners Florida Department of Transportation and accompanying resolution for the design of the Rocky Bayou Drive Sidewalk Improvement Project RESOLUTION NO. 14-01 8. Public Works: Approval of Task Order #2 in the amount of $53,085.19 with Gulf Atlantic Constructors for the Marler Park Boat Parking & Outdoor Exhibit Area Project 9. Public Defender: Request to transfer $3,960 from reserve funding for software upgrade for a network router 10. Airports: Appoint Frederick Carnes to fill vacancy on Aviation Advisory Committee 11. Budget Resolutions and Budget Transfers e Resolution amending FY 2014 Budget, General Fund (Enterprise Florida grant carried forward) RESOLUTION NO. 14-02 (BA #46) e Resolution amending FY 2014 Budget, General Fund (Florida Coalition Against Domestic Violence grant carried forward) RESOLUTION NO. 14-03 (BA #47) ® Resolution amending FY 2014 Budget, General Fund (Florida Department of Children and Families grant carried forward) RESOLUTION NO. 14-04 (BA #48) e Resolution amending FY 2014 Budget, General Fund (Florida Department of Emergency Management grants carried forward) RESOLUTION NO. 14-05 (BA #49) e Resolution amending FY 2014 Budget, General Fund (Florida Division of Library & Information Services grant) RESOLUTION NO. 14-06 (BA #50) . e Resolution amending FY 2014 Budget, General Fund (Florida Department of Revenue grant carried forward) RESOLUTION NO. 14-07 (BA #51) e Resolution amending FY 2014 Budget, General Fund (Florida Department of Transportation grants carried forward) RESOLUTION NO. 14-08 (BA #52) © Resolution amending FY 2014 Budget, General Fund (Florida Department of State grant carried forward) RESOLUTION NO. 14-09 (BA #53) ® Resolution amending FY 2014 Budget, County Transportation Trust Special Revenue Fund (Florida January 7, 2014 -3- Minute Book 70, Page 195 Okaloosa County Board of County Commissioners January 7, Department of Transportation grant carried forward) RESOLUTION NO. 14-10 (BA #54) Resolution amending FY 2014 Budget, Tourist Development Fund (Florida Department of Environmental Protection grant carried forward) RESOLUTION NO. 14-11 (BA #55) Resolution amending FY 2014 Budget, Tourist Development Fund (Florida Department of Transportation grant carried forward) RESOLUTION NO. 14-12 (BA #56) Resolution amending FY 2014 Budget, Local Housing Assistance Trust Special Revenue Fund (Florida Housing Finance Corporation grants) RESOLUTION NO. 14-13 (BA #57) Resolution amending FY 2014 Budget, Road & Bridge Construction Capital Projects Fund (Enterprise Florida grant carried forward) RESOLUTION NO. 14-14 (BA #58) Resolution amending FY 2014 Budget, Road & Bridge Construction Capital Projects Fund (Florida Department of Transportation grants carried forward) RESOLUTION NO. 14-15 (BA #59) Resolution amending FY 2014 Budget, Water & Sewer Enterprise Fund (Enterprise Florida grants carried forward) RESOLUTION NO. 14-16 (BA #60) Resolution amending FY 2014 Budget, Water & Sewer Enterprise Fund (Florida Department of Transportation grant carried forward) RESOLUTION NO. 14-17 (BA #61) Resolution amending FY 2014 Budget, Airport Enterprise Fund (U.S. Department of Transportation - FAA grant carried forward) RESOLUTION NO. 14-18 (BA #62) Resolution amending FY 2014 Budget, Airport Enterprise Fund (Florida Department of Transportation grants carried forward) RESOLUTION NO. 14-19 (BA #63) Resolution amending FY 2014 Budget, Solid Waste Enterprise Fund (Florida Department of Environmental Protection host grants carried forward) RESOLUTION NO. 14-20 (BA #64) 2014 -4- Minute Book 70, Page 196 Okaloosa County Board of County Commissioners 12. 13. 14. e Resolution amending FY 2014 Budget, Solid Waste Enterprise Fund (Florida Department of Environmental Protection grants carried forward) RESOLUTION NO. 14-21 (BA #65) e Resolution amending FY 2014 Budget, Emergency Medical Services Enterprise Fund (Florida Department of Health EMS County Grant) RESOLUTION NO. 14-22 (BA #66) ® Budget Transfer: Tourist Development Fund; local match for FDEP beach restoration grant carried forward; BT-14-09 e Budget Transfer: Supervisor of Elections - General Fund; local match for FDOS federal election activities grant carried forward; BT-14-10 e Budget Transfer: Water & Sewer Enterprise Fund; local match for U.S. Army grant carried forward; BT-14-11 e Budget Transfer: Airport Enterprise Fund; local match £for FDOT grants carried forward; BT-14-12 * Budget Transfer: County Transportation Trust Fund; local cash match for FDOT grant carried forward; BT-14-~-13 e Budget Transfer: Water & Sewer Enterprise Fund; local cash match for FDOT grant carried forward; BT-14-14 * Budget Transfer: Airport Enterprise Fund; site preparation funding for new terminal building at Bob Sikes Airport; BT-14-15 °® Budget Transfer: Airport Enterprise Fund; funding of appraisal and land purchase for Bob Sikes Airport entrance road; BT-14-16 e Budget Transfer: Capital Outlay Construction Fund; reallocate sally port door project funding to repair interior door locks; BT-14-17 Human Resources: Approval for Purchasing Manager to authorize and sign contractual, financial and other purchasing-related transactions outlined in BCC approved Purchasing Policies Growth Management: Approval of and authorization for Chairman to execute letter of support to U.S. Environmental Protection Agency for West Florida Regional Planning Council’s application for Brownfield Grant Resolution authorizing Surety Land Title to prepare quitclaim deed for the successful bidder converting January 7, 2014 -5- Minute Book 70, Page 197 Okaloosa County Board of County Commissioners Okaloosa Island leasehold interest to fee simple title (Tran DeGualle, LLC) 15. Approval of Minutes for November 5, 2013 regular meeting; November 19, 2013 regular meeting; and December 3, 2013 regular meeting 16. Fleet: Approval to pay Comdata for three outstanding invoices (October 8, 2013 for $821.48; October 17, 2013 for $885.84; and November 3, 2013 for $1,003.54) for a total of $2,710.86 5 yeas. PUBLIC WORKS - EXECUTION OF SECOND AWARDED LEASE WITH COWIN BQUIPMENT FOR FOUR MOTOR GRADERS Mr. John Hofstad, Public Works Director, requested approval for the second lease to be awarded to Cowin Equipment for four motor graders. Mr. Amunds made motion, seconded by Mr. Parisot, to approve the department head’s request. Mr. Dowd noted there is a purchase agreement with buy-back option. 4 yeas. RESOLUTION NO. 14-25 (signature resolution) RESOLUTION NO. 14-26 (obligator resolution) HUMAN RESOURCES — POLICY CHANGES REGARDING COMMUNICATIONS Ms. GinNeal McVay, Human Resources Manager, requested approval of the proposed updates which address use of cellular and mobile devices. New policies are introduced addressing ITunes and domain registration. Changes to the cell phones policy will provide a streamlined solution for employee reimbursement of personal calls. Employees will authorize a flat-rate payroll deduction to cover personal calls to or from a county cell phone. Standardized guidelines are also proposed for issue and use of cell phones and other mobile devices. Ms. McVay stated county staff has worked with the Finance Department on these policies, adding the proposed policies have been vetted through department directors and the County Administrator. Mr. Parisot made motion, seconded by Mr. Boyles to approve. Mr. Boyles stated he wants to make sure the language is for secondary use of the county cell phones. He said he does not want an employee to dump his personal cell phone and use the county cell phone in its place. Mr. Padgett concurred. Mr. Amunds said obviously this will be monitored and if usage for an individual increases, it will be addressed at the staff level. Ms. McVay replied, “yes.” 4 yeas. January 7, 2014 -6- Minute Book 70, Page 198 Okaloosa County Board of County Commissioners PURCHASING — REMOVAL OF SURPLUS PROPERTY FROM FIXED ASSET LIST Mr. Amunds made motion, seconded by Mr. Parisot, to approve the Purchasing Department’s request to remove twelve items from the county’s Fixed Asset list. 4 yeas. GROWTH MANAGEMENT — CODE ENFORCEMENT BOARD'S ORDER TO LIEN AND CLEAN Mr. Elliot Kampert, Growth Management Director, requested approval of the Code Enforcement Board’s Order to Lien and Clean a vacant, derelict property located at 105 Wayne Avenue, Fort Walton Beach, Photographs of the subject property were provided. He advised despite ongoing conversations with the landowner, no progress of bringing the property into compliance has occurred. The Code Enforcement Board on September 19, 2013, voted unanimously to “start a fine immediately of $250.00 a day and authorize staff to obtain 3 bids for the purpose of razing the existing trailer and authorize staff to approach the BCC for Funds from our budget to clean and lien the property.” Staff's recommendation is: ® authorize use of an amount not to exceed $5,000 from the Violations of Local Ordinances Account (0124.354000) to clean the subject property e authorize solicitation of a minimum of three written quotes from qualified vendors to accomplish the property cleanup e authorize staff to contract the services of the vendor who provides the best, most responsive quote e authorize and direct Code Enforcement staff and the County Attorney to place a lien on the subject property to recover the fines, administrative costs, and cleanup costs as provides in Section 11.03.05 of the Code. Mr. Amunds made motion, seconded by Mr. Parisot, to approve the department’s recommendations. 4 yeas. GROWTH MANAGEMENT —- FISCAL YEAR 2014 SECTION 5311 APPLICATION FOR NON-URBAN TRANSPORTATION GRANT Mr. Kampert requested approval of an application for the Fiscal Year 2014 Section 5311 Non-Urban Transportation Grant and accompanying signature resolution. Mr. Boyles made motion, seconded by Mr. Parisot, to approve submission of the January 7, 2014 -7- Minute Book 70, Page 199 Okaloosa County Board of County Commissioners application and adoption oof the accompanying resolution. 4 yeas. RESOLUTION NO. 14-24 WATER & SEWER — EXECUTION OF CONTRACT WITH EA TAPPING SERVICES FOR LARGE TAPS, LINE STOPS AND VALVE INSERTIONS Mr. Jeff Littrell, Water & Sewer System, requested approval of a contract with EA Tapping Services for large taps, line stops and valve insertions. He advised this is a three-year contract with three one-year renewal options. Mr. Boyles made motion, seconded by Mr. Parisot, to approve the contract. Mr. Parisot pointed out the form for justification of sole source item needs to be submitted. 4 yeas. WATER & SEWER —- REQUEST TO SOLICIT QUOTES FOR PIPE AND ASSOCIATED MATERIALS FOR CAMP RUDDER WASTEWATER PROJECT Mr. Littrell requested authorization for the Purchasing Department to solicit quotes in lieu of bids for pipe and associated materials for the Camp Rudder Wastewater Project. He noted the Board authorized solicitation of quotes for pipes/appurtenances for material procurement for several phases of the overall East County force main project on February 5, 2013. However, Mr. Littrell stated this phase was not included in the previous request. Upon inguiry by Mr. Parisot, Mr. Littrell said they expect to lay the pipe in late 2014. Mr. Parisot made motion, seconded by Mr. Boyles, to approve the department head’s request. 4 yeas. WATER & SEWER - ARBENNIE PRITCHETT WRF EXPANSION, ENGINEERING RFQ AND REVIEW Mr. Littrell requested permission to begin the process for a five million gallon expansion for the Arbennie Pritchett Water Reclamation Facility (WRF). He said the Board needs to select the Owner’s Representative and Design Criteria Professional. The engineering consultant chosen to serve in this capacity would be by qualification-based selection. The recommended members of the review committee are Zan Fedorak, Purchasing Manager; Commissioner Nathan Boyles, Water & Sewer liaison; Jeff Littrell, Water & Sewer Director; Jeb Chessher, Water & Sewer Project Manager; Darren Alford, Water & Sewer Wastewater Operations Manager; and Jason Autrey, County Engineer. January 7, 2014 -8- Minute Book 70, Page 200 Okaloosa County Board of County Commissioners Mr. Boyles made motion, seconded by Mr. Parisot, to approve issuance of the RFQ for this project and appointment of the recommended selection committee members. Mr. Parisot asked if this expansion will be fully funded by new customers coming on board. Mr. Littrell estimated the project cost at $13 Million and said he has a high level of confidence the construction will be covered by revenue from new customers. 4 yeas. WATER & SEWER - CONTRACT RENEWAL WITH FORT BEND SERVICES Mr. Littrell requested the Board approve the second of three available renewals on the Fort Bend Services contract for the purchase of specialized polymer used at the Arbennie Pritchett Water Reclamation Facility. The approximate annual value of the contract is $275,000. Mr. Boyles made motion, seconded by Mr. Amunds, to approve this contract renewal. 4 yeas. OLD BUSINESS - REVISIONS TO LETF DISTRIBUTION PROCEDURES Mr. Windes pointed out the agenda request is twofold: (1) revisions to procedures for distribution of Law Enforcement Trust Fund (LETF) monies and accompanying application and (2) application for distribution of Traffic Education funds. Mr. Padgett stated the issue tonight should be limited to discussion on LETF and the Traffic Education distribution issue will be considered at a later date. Major J. D. Peacock, Sheriff’s Office, stated he has been in discussions with county staff regarding this agenda item because of an audit finding in the December 2013 Operational Audit conducted by the Auditor General's Office (AGO). Staff was directed to continue to review the process and procedures for LETF distributions and as a result has proposed revisions to the county’s procedures adopted in September 2012. Major Peacock Stated the Sheriff’s Office, for the most part, has no problems with the proposed revisions but does have a couple of minor changes. Mr. Amunds stated he appreciates the input from the Sheriff's Office but he likes the proposal from the special counsel from Tallahassee and does not want to get too far off their recommendation. Major Peacock said they are recommending only two changes. The First is in Section 5 Paragraph B. Tt indicates the outside organization must give its records back to the Sheriff’s Office January 7, 2014 -9- Minute Book 70, Page 9201 Okaloosa County Board of County Commissioners and give a copy to the Finance Department. He said they (Sheriff’s Office) later reconcile and send to Finance. Major Peacock stated that is a duplication with both the Sheriff's Office and the organization providing records to the Finance Department. The second proposed change involves the timeframe for submission of records after the event. The revisions propose a 60-day window. He noted that many of the organizations are staffed by volunteers and asked for it to be changed to 90 days. He said this is based on history from last year, reiterating 90 days seems to be more appropriate. Mr. Amunds commented he thought that was approved back in 2012. Major Peacock replied it was never codified. Mr. Parisot said he has no problem with 90 days, saying his main concern is receipts. Major Peacock stated he has been in charge of this program and no one from county staff or the Board has contacted him about a specific problem. He said if anyone has an issue, the Sheriff's Office needs to know about it. Mr. Parisot said it is his understanding that many of the receipts were not provided until the AGO asked for them. He questioned the purchase of pizza, office supplies and t-shirts. Major Peacock repeated they work with these organizations all the time to resolve issues and they want to work with the Board but stressed if those concerns are not made known to him, he cannot respond. He also stated that purchasing pizza is a tool to bring youth in to listen to crime prevention programs. Major Peacock pointed out there is one small issue with the form. Item #3 on the proposed program information form concerns the proposed use of LETF funds and states “These proceeds shall not be utilized to meet normal operating needs of the applicant agency/organization.” He advised that restriction applies only to law enforcement, not to non-profit organizations. Major Peacock stated that statement could lead to misunderstanding. Continuing, Major Peacock said he would like to comment on the compilation sheet from different players, either staff or commissioners, who gave input. Mr. Boyles stated there was a sheet in the agenda packet on recommended changes and asked where it came from because there was no identification of the source. Mr. Amunds replied that he did not send it in. Mr. Parisgot stated that he sent his recommendations via email to Greg Stewart (Nabor, Giblin & Nickerson). Mr. Boyles again said he did not know where these comments came from. Mr. Padgett January 7, 2014 -10- Minute Book 70, Page 9099 Okaloosa County Board of County Commissioners clarified it was not an item sent out by Nabors, Giblin & Nickerson. Mr. Boyles said the item as proposed does not include the edits recommended by the Sheriff’s Office and asked if it incorporates Mr. Parisot’s recommendations. Mr. Padgett replied it does not integrate Mr. Parisot’s comments. Mr. Parisot stated he does not have a big issue with changing the timeframe for supplying documentation after an event from 60 days to 90 days. He advised that he did recommend that if an organization fails to comply with this timeframe, it should be disqualified for making another application for a two-year period. Major Peacock disagreed with this recommendation by Mr. Parisot. Mr. Amunds suggested the revisions be approved as written but to change the required timeline for supplying receipts and other documents after an event from 60 days to 90 days. He said if the paperwork is not turned into the Sheriff's Office or the Finance Office, then the Sheriff's Office or county staff should talk to the organization. Mr. Amunds stated any questions on proper expenditures should go to county staff and the Sheriff's Office. Major Peacock asked who decided there would be a two-year suspension for any organization who did not timely submit paperwork. Mr. Amunds responded that is not in the rules. Major Peacock stated the Board already has approval authority and stressed it is a collective rule of the Board of County Commissioners, not the AGO or anyone else. He again stated if anyone has a concern about a proposed LETF request, they can call him. Mr. Amunds made motion, seconded by Mr. Parisot, to approve the revisions as written except to amend the 60-day period to 90 days. Mr. Amunds stated copies of receipts should be sent to the Sheriff’s Office and the Finance Department. He said any issues from county staff, citizens, or a commissioner should be directed to the Sheriff's Office. If further explanation is required on an issue, it can be referred to the County Administrator to be placed on the Board’s agenda. 4 yeas. January 7, 2014 -11- Minute Book 70, Page 203 Okaloosa County Board of County Commissioners NEW BUSINESS -— APPROVAL OF FY 2014 THIRD QUARTER CALENDAR Mr. Amunds made motion to table consideration of the FY 2014 third quarter (April, May & June) calendar until the next meeting. Mr. Parisot commented the Budget Policy Workshop normally scheduled in April is not on the calendar. He also said the FAC Annual Conference is June 18, noting the Board's regular meeting on June 17 is a night meeting. He recommended that be changed to a morning meeting. Upon inquiry by Mr. Boyles, Mr. Padgett said there is no problem with delaying this discussion for two weeks. Mr. Windes stated it is the consensus of the Board to table this item until January 21. RECOGNITION OF DON AMUNDS AS CHAIRMAN FOR 2012 AND 2013 Mr. Windes asked Mr. Amunds to join him at the front of the room. He presented Mr. Amunds with a plaque recognizing his service as Chairman of the Board for 2012 and 2013. ADJOURNMENT There being no further business to come before the Board, the meeting was adjourned at 6:50 p.m. DON W. HOWARD CHARLES K. WINDES, JR., CHATRMAN CLERK OF CIRCUIT COURT BOARD OF COUNTY COMMISSIONERS (These minutes were transcribed by Teresa Ward.) January 7, 2014 ~12- Minute Book 70, Page 204 Okaloosa County Board of County Commissioners