Fort Walton Beach Council minutes — 10-13-09 regular minutes — reading text

The Mayor opened the floor to the public Steven McCarter, Club President, discussed how the Radio Club is a hobby; they have a station at the facility; they provide various services; their mission is mainly emergency communications; that the FCC requires they provide a ready pool of radio operators in emergencies which they have provided to the City and the County for many years; they have a seat at the County EOC, and have dealt with the City Fire Department as an EOC partner; they provide testing services and hold club meetings at the facility; and they sponsor scholarship activity and give away awards at science fairs and such. He addressed the issue of the thermostat and said the Arts & Design Society has the thermostat on their side of the wall but they are not always in the building at the same time as the Club so it is difficult to adjust the temperature to a comfortable level. He thought they could work out a time with the Arts & Design to get access to the thermostat. He addressed the payment of utilities and said as an Amateur Radio Club they cannot charge for the services they provide so it is difficult to raise money to pay for anything beyond the usual cost of running the club. He said the payment of approximately $ 150.00 a month for utilities would present a financial hardship for the Club. Questions were asked about the number of members in the Club, about the seat at the County EOC, and whether they have explored other locations. Mr. McCarter replied membership varies but there are approximately 50 members. He said they occupy a seat ESO2 and have a small radio room in the back of the EOC, and they also have a radio installed at the City EOC in a cubicle in the Detectives offices. He said they have discussed other locations and have put out the word to the members and other groups. He explained they have a significant infrastructure installation at the facility, a 45' tower with a fairly large antenna and cables running through the! building, so to move from the location would present an entirely different set of hardships and does represent a significant cost in infrastructure. He said they also have three or four repeaters located around the County in various locations and said all the infrastructure is paid for out of their pocket. Questions were asked on the number of meetings held and number of members who attend; whether they provide emergency communications during hurricanes; whether they are a part of MARS; and whether they reach out to the youth community. Mr. McCarter replied they hold meetings twice a month with a turnout of around 30 members; described how they have provided emergency communications during hurricanes and have deployed members to other areas; that MARS is affiliated with them but operated and maintained by the Federal Government; and they have not participated much in the schools because it is difficult to move the equipment to do an equitable demonstration and their focus on youth is with the Boy Scouts with support of a Jamboree on the Air ",and the Boy Scouts have taken a tour of their location which helps with their merit badge. He said there are many facets to the hobby but their mission is to provide a ready pool of operators for emergency operations, which the FCC has required and it is a fair amount on them to be able to hold a ham radio license in the United States. Regular Council 10 -13 -09 15 Playground Amateur Radio Club cont. Al Walker, District Emergency Coordinator for the four county area and President of the Club in the Northern part of the county, expressed Mr. McCarter is the first level of management for emergency communications. He said he is interested in the functioning, preservation of the greatest strength level of the Club because they represent a resource for emergency communication. He said this club is a very valuable resource to him and the County for training emergency communications personnel; in addition to training they also have to have the Federal IS 100, 200, 700, & 800 certifications and Homeland Security to eventually study how the Federal Government can further amateur radio is risk occasions in the United States. Mahlon Haunschild, Club Treasurer, addressed the matter of money as mentioned by Mr. McCarter that they are enjoined by the FCC against charging for their services and explained that the Club holds station licenses that are issued by the FCC according to Part 97 of the FCC Rules and Regulations and there is a clause in the regulations that requires them to not charge for their services. He explained if the regulation was not there then they could be seen as competing with commercial radio services, broadcast services, commercial two - way operations and without that regulation the lines of responsibility start to get blurred and complicated. He added on community out -reach they engage with the Science Fair once a year and provide prizes to students who demonstrate the project that has the best knowledge of radio and radio communication techniques. Frank Butler, resident of Elliotts Point Subdivision, discussed how ham radio operators are able to communicate during a hurricane; that the County Emergency Management recognizes their value; they have to provide the people to operate the radios during storms; and they provide training and exams to produce the operators needed to operate during an emergency. Mr. Walker clarified there are two clubs and he represents Walton County through Escambia County as the District Emergency Coordinator. He said the club in the north end of the County has the same training goals as the club in the south end but Mr. McCarter is a volunteer examiner tester and is the only club that does testing. Cal Zethmayr, radio broadcaster at Cumulus and a ham radio operator mentioned the clubs support each other, the Club does serve the community as a training place; they need a place to meet; and they staff the EOCs and the shelters with operators. He reiterated that the club cannot charge for their service as an Amateur Radio Service so their only revenue is dues and to pay the utility bill would be a challenge. As no one else wished to speak public input was closed. The question was posed whether there is an FCC rule against holding fund raisers. Mr. Haunschild replied the FCC requirement is that in connection with the use of the amateur licenses they are not allowed to charge for their services. Mr. Patterson moved to direct the City Manager to renegotiate a lease with the Playground Amateur Radio Club. Mr. Garvie seconded motion. Discussion included the belief that the service is needed. Mr. Patterson amended the motion to direct the City Manager to renegotiate a five -year lease with the Playground Amateur Radio Club, at $ 1. 00 a year and the City to pay the utilities. Mr. Garvie accepted the amendment. Discussion included an exchange of views on the payment of utilities. Mr. Holmes moved to remove Roberts Rules of Order for discussion as he had further questions. Mr. Reeves seconded motion. The Mayor ruled Council could continue with questions.  Regular Council 10 -13 -09 16 Playground Amateur Radio Club cont. The question was asked whether the City has the capability for long -range communications in the event of a disaster. Fire Chief Mike! Dutton replied the City does not, that the City has just as much as any other municipality. He acknowledged the Club would be relied on for communication in a major event which is why they have the Club in the EOC. Discussion continued with an exchange of views on making an exception for the payment of utilities The Mayor called for the vote on the motion to direct the City Manager to renegotiate a five -year lease with the Playground Amateur Radio Club, at $ 1. 00 a year and the City to pay the utilities and it failed by a vote of 2 to 4 with iGarvie and Patterson in favor and Holmes, Reeves, Nabors, and Rynearson opposed ( Miller absent). Mr. Nabors moved to direct the City Manager to renegotiate a five -year lease with a five -year option, with the Playground Amateur Radio Club, at $ 1. 00 a year with the Radio Club to pay the utilities. Mr. Reeves seconded motion and it carried unanimously with Holmes, Reeves, Garvie, Nabors, Patterson, and Rynearson in favor (Miller absent). EMERALD COAST SCIENCE CENTER LEASE Approval of Emerald Coast Science Center Lease. The City Manager reported negotiations centered on three issues; the rent, the term, and the maintenance. He said the lease sets the annual rent to be the sum equal to the ad valorem taxes based on the exemption value of the property plus a sure equal to the average maintenance costs incurred by the City averaged over the previous five years; the term of the lease is five years with an option to renew for another five years and if exercised, the rent will be re- negotiated; and the City will maintain the exterior including landscaping and the Center will maintain the interior of the building. The Mayor opened the floor for public input. As no one wished to speak public input was closed. Mr. Garvie moved to approve the lease between the City and the Emerald Coast Science Center. Mr. Rynearson seconded motion and it carried unanimously with Holmes, Reeves, Garvie, Nabors, Patterson, and Rynearson in favor (Miller absent). KIWANIS LEASE —BO!I( SCOUT HUT Approval of Kiwanis Charities Lease. The City Manager reported the term of the lease is five years with an option to renew for another five years and if the option is exercised, the rent will be re- negotiated; the annual rent is set at $ 1. 00 per year; and the City will maintain the exterior of the building and the Kiwanis will maintain the interior and landscaping. Mr. Reeves moved to approve the lease between the City and the Kiwanis Charities of Fort Walton Beach ( for the Boy Scout but on Ferry Road). Mr. Patterson seconded motion and it carried unanimously with Holmes, Reeves, Garvie, Nabors, Patterson, and Rynearson in favor (Miller absent). RES. 2009 -42 - REVISED PURCHASING POLICIES/PROCEDURES The Mayor read the resolution by title. A RESOLUTION OF THE CITY OF FORT WALTON BEACH, FLORIDA; APPROVING ADMINISTRATIVE POLICY FIN -09 FOR PURCHASING; AND SETTING AN EFFECTIVE DATE. The Mayor opened the floor for public input. As no one wished to speak public input was closed. Mr. Garvie moved to approved Res. 2009 -42. Mr. Reeves seconded motion and it carried unanimously with Holmes, Reeves, Garvie, Nabors, Patterson, and Rynearson in favor (Miller absent). Regular Council 10 -13 -09 17 CRA FUNDS —CHESTER PRUITT PARK GRAND OPENING EVENT Approval to utilize up to $ 500 in CRA funds to assist with the Chester Pruitt Park Grand Opening event Michael Beedie, City Engineer, reported the request is to utilize h. up to $ 500 in CRA funding to help support the grand re- opening of