Okaloosa County BOCC — October 2, 2012 — Minutes — reading text

AMENDMENT TO PAWS CONTRACT Mr. Dino Villani, Public Safety Director, stated during the budget process the allocation was cut to the Panhandle Animal Welfare Society (PAWS) for animal control services. This cut resulted in PAWS providing full service four days a week (Monday through Thursday) and only emergency services for the remainder of the week (Friday through Sunday). He advised that Dr. Karen Chapman, Director of the Okaloosa County Health Department, has offered to reduce the Health Department budget by $18,640 and requests those funds be directed to the PAWS contract to restore full services. Mr. Villani requested to: (1) approve a budget amendment for the Health Department by reducing that budget by $18,640; (2) apply the $18,640 from the Health Department to the PAWS contract; and (3) approve Amendment No. 1 to the PAWS contract to restore full services with the increased allocation. Mr. Harris made motion, seconded by Mr. Roberts, to approve Mr. Villani’s recommendations as cited above. Mr. Curry noted the Health Department had additional State funds which allowed Dr. Chapman to make this offer. 4 yeas. AIRPORTS – SEPTEMBER 18, 2012 FAA GRANT APPROVAL Mr. Greg Donovan, Airports Director, stated at the September 18 meeting the Board authorized acceptance of a FAA grant for rehabilitation of the north public parking lot at Northwest Florida Regional Airport. The actual document did not arrive until after the meeting. He stated the document arrived on September 20, the Chairman executed it, and it was returned to FAA in a timely fashion. This item was provided for information only. Mr. Parisot made motion, seconded by Harris, to ratify the Chairman’s signature on the document. 4 yeas. October 2, 2012 -6- Minute Book 68, Page Okaloosa County Board of County Commissioners AIRPORTS – RENEWAL OF TRANSPORTATION SECURITY CLEARINGHOUSE SERVICES AGREEMENT Mr. Donovan requested renewal of the agreement with Transportation Security Clearinghouse for processing fingerprints and background investigations for the Airports. Mr. Harris made motion, seconded by Mr. Roberts, to approve renewal of this agreement. 4 yeas. AIRPORTS – UPDATE ON DESTIN AIRPORT Mr. Donovan reported that he met with the Destin City Council last night to provide them with an update on the Destin Airport. The runway at the Destin Airport is vintage 1963. It will be replaced with new paving, new lights, signage and edge lights will be installed. The runway will be closed for seven days for the work sometime in the November to January timeframe. The Airports staff is also working with tenants and FBOs at the facility for this work. Additionally, Mr. Donovan stated he has received a verbal authorization from FAA to move forward with a traffic control tower. Money is to be taken from the trust fund for an environmental assessment. Mr. Donovan anticipates the environmental assessment to take sixteen months to complete. Once that is completed, the next step is design, and then build. TOURIST DEVELOPMENT – TASK ORDER NO. 3 WITH LEWIS COMMUNICATIONS Mr. Daniel O’Bryne, Tourist Development Director, stated he would like to make a correction to the agenda request which states Task Order No. 2 is being submitted for approval. He said a minor task order was approved by the Purchasing Department as Task Order No. 2 and the correct number for this task order with Lewis Communications totaling $60,698.76 should be Task Order No. 3. Mr. O’Bryne noted this will be the final task order from Lewis Communications. Mr. Harris made motion to approve Task Order No. 3 with Lewis Communications. Mr. Parisot said he will second the motion with a stipulation that payment be held until Lewis Communications provides all documentation to close out this contract. Mr. Harris accepted this stipulation. 4 yeas. October 2, 2012 -7- Minute Book 68, Page Okaloosa County Board of County Commissioners TOURIST DEVELOPMENT – TASK ORDER NO. 3 WITH ZIMMERMAN AGENCY Mr. O’Bryne advised a correction is also needed on this item. The agenda request correctly identifies the document as Task Order No. 3 but the document submitted by Zimmerman identifies it as Task Order No. 4. He stated Zimmerman incorrectly numbered the document and this task order should be identified as Task Order No. 3 which is for $51,103.33 and reflects invoices for the months of July and August 2012. Mr. O’Bryne said there will be one more task order from Zimmerman for services for the month of September 2012. Mr. Parisot stated he will move to approve Task Order No. 3 with the stipulation all appropriate documents be presented to the county before a payment is made. Mr. Harris said he will second the motion with an added stipulation that the website issue be resolved prior to payment. Mr. Amunds pointed out there will be one more task order and asked if Mr. Parisot wants to retain the provision of holding payment until all materials are provided for the final task order. Mr. Parisot said he understand there is difficulty in getting all the materials that are due the county and his answer is “no” and go ahead and bring the hammer. Mr. Harris concurred. 4 yeas. TOURIST DEVELOPMENT – RANKING OF ADVERTISING AGENCIES Mr. O’Bryne reported the responses for the advertised Request for Qualifications (RFQs) were reviewed by a Board-appointed evaluation committee. The top three firms were ranked as follows: 1. Peter Mayer Advertising 2. Noise, Inc. 3. EW Bullock Mr. Harris referred to a “Proposer Sheet” distributed to Purchasing Director Richard Brannon. The page listed all responders and the date their proposals were submitted. It also had “Overall Ranking” listing seven firms. Mr. Harris asked for clarification on this document and why the rankings are different than the agenda request. Mr. Brannon replied it was for information purposes only and showed the initial ranking. Mr. Parisot made motion, seconded by Mr. Harris, to approve the rankings as submitted by the department head above and to authorize the Tourist Development Director to begin negotiations with the top-ranked firm. Mr. Harris emphasized that better October 2, 2012 -8- Minute Book 68, Page Okaloosa County Board of County Commissioners communication is needed between the Board and the Tourist Development Council in the future. The vote was taken—4 yeas. TOURIST DEVELOPMENT – SPONSORSHIP FOR OAKLEY FISHING TOURNAMENT Mr. O’Byrne presented for consideration a sponsorship for the 2013 Oakley Fishing Tournament pursuant to Section G.600 of the newly adopted Tourist Development Council (TDC) Operations & Procedures Manual. The TDC received a proposal at its September 26 meeting from Oakley Fishing and voted unanimously to recommend the sponsorship to the Board. Oakley Fishing is establishing a redfish tour for the 2013 season. Destin is a potential stop on the tour. Mr. O’Byrne requested approval of potential host city sponsorship as requested by Oakley Fishing, including the offer of a $10,000 Host City Fee. Mr. Parisot made motion to approve with the stipulation that since the event is being sponsored by Okaloosa County’s Tourist Development then the hotels and lodging accommodations to be advertised by the vendor be in Okaloosa County and not Sandestin. Mr. Harris seconded the motion. Mr. O’Byrne replied that he will include that detail in his letter of intent. Mr. Curry commented there will be a number of requests for sponsorships and he believes the Board must be flexible and urged the commissioners “not to draw a line in the sand.” He pointed out some of the programs have regional impact. Upon inquiry by Mr. Parisot, Mr. O’Byrne stated we pay nothing unless we are selected as the host city. Mr. Harris agreed with Mr. Curry that we must be flexible. 4 yeas. Mr. Amunds reported that in the future we may see Okaloosa TDC and Walton TDC joining to co-sponsor events. He stated “We love partnerships.” Mr. O’Byrne remarked we can obviously do more together and said there is merit in regional marketing. Mr. O’Bryne spoke on the importance of the TDC understanding its role with the Board. He said he wants to make certain residents have a greater understanding and believes that can be done with development of the website. Mr. O’Bryne stated citizens will be able to submit their resumes in advance and held until there is a vacancy on the TDC. He added they will take community input from the get go. October 2, 2012 -9- Minute Book 68, Page Okaloosa County Board of County Commissioners PUBLIC WORKS – APPROVAL FOR 3-WAY STOP AT MONAHAN DRIVE AND MAYFAIR DRIVE Mr. John Hofstad, Public Works Director, stated residents along the Monahan Drive corridor in Fort Walton Beach have requested assistance to improve traffic safety and other traffic related issues along this roadway. He said staff conducted a speed and volume traffic study and found that an additional three-way stop control is warranted at the intersection of Monahan and Mayfair Drive. Mr. Harris made motion, seconded by Mr. Parisot, to approve installation of the three-way stop at Monahan Drive and Mayfair Drive. 4 yeas. PUBLIC WORKS – REQUEST TO MOVE 2012 COLD MIX REHAB FUNDS FROM RESERVES TO LOGT AND MOVE FORWARD WITH AWARDING FY 2013 ROAD PRESERVATION ROAD PROJECTS TO ASPHALT PAVING SYSTEMS Mr. Hofstad requested approval to move road preservations funds for FY 2012 into FY 2013. He said the contract with Asphalt Paving Systems (APS) to perform various types of pavement preservation treatment methods (including Fog Seal, Chip Seal, Chip Seal and Microsurfacing) has been delayed because of the weather. APS will be unavailable to begin work until October 2012. He said because of the unexpected delays with the contractor, the department was unable to expend funds from the FY 2012 resurfacing budget. Mr. Hofstad again asked for these funds to be moved from Reserves back into the Local Option Gas Tax (LOGT) fund. Mr. Roberts made motion to approve this item, as well as the following agenda item: d. Approval to transfer funds from Constitutional Gas Tax striping account to LOGT to perform additional road millings projects Mr. Parisot stated he would like to transfer $20,000 from his district account for the purchase of another 1,000 tons of millings. 4 yeas. PUBLIC WORKS – REQUEST TO WRITE OFF SOLID WASTE UNCOLLECTIBLE ACCOUNTS Mr. Hofstad requested approval to write off uncollectible Accounts Receivable funds and unpaid franchise fees from Trash Can Company II and to include dishonored checks and miscellaneous cash from other solid waste customers. Trash Can Company II provided franchise garbage collection for residents October 2, 2012 -10- Minute Book 68, Page Okaloosa County Board of County Commissioners in the Rocky Bayou area and was unable or unwilling to maintain the level of service provided for in the contract. The county, therefore, went out for bid and ultimately replaced Trash Can Company II. During this time this company failed to pay $18,507.16 in tip fees for the customers they served in Laurel Hill and the surrounding areas. They also failed to pay $37,643.86 in franchise fees as set forth in the contract. Mr. Amunds asked if the county can attach the property of this vendor. Mr. Dowd replied the county could but the owner has already sold all his assets. He further pointed out the company has been dissolved and said he is not certain there is anything to sue for. Mr. Harris made motion, seconded by Mr. Roberts, to approve the department head’s request to write off these accounts. 4 yeas. OLD BUSINESS – AUTHORIZATION FOR ATTORNEY TO FILE MONTHLY CHALLENGES TO DJJ ALLOCATIONS Mr. Curry stated Greg