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

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