Okaloosa County BOCC — January 7, 2014 — Minutes

December 3, 2013 Regular Meeting The regular Tuesday meeting of the Okaloosa County Board of County Commissioners was called to order at 8:30 a.m. at the Crestview Courthouse. Members present were Don R. Amunds, Chairman; Dave Parisot, Vice Chairman; Wayne Harris; Nathan Boyles; and Kelly Windes. Also present were Gary J. Stanford, Finance Officer, Clerk's Office; Ernie Padgett, County Administrator; John Dowd, County Attorney; and members of the press. EMPLOYEE SERVICE AWARDS Mr. Padgett presented service awards to the following employees: Becky Wilson----------- Five Years Jeffrey Schnitzer------ Five Years Susan Arnold----------- Five Years Karen Donnelly-~-------- Ten Years Lamar Stephens--------- Twenty Years Tom McDougald---------- Twenty Years CLiff Owen------------- Thirty Years Richard Brannon-------- Retirement Angie Odom------------- Retirement RECOGNITION OF WELLNESS COMMITTEE Mr. Padgett asked the members of the County’s Wellness Committee: Sue Barrow, Abra McGill, Mary Carson and Mary Wicker to come forward. He gave a brief history of the committee which began in March 2004 with a mission to promote a healthy work environment. The program expanded to include health and safety programs to promote the wellbeing of employees. F Mrs. Kay Godwin, Human Resources Director, stated three members of the committee will be rotating off and recognized them for their service with a gift. She said Sue Barrow has been with the program since it began and served as Chairman; Mary Wicker has also been with the program for nine years and served as Vice Chairman; and Abra McGill has served as Secretary for five years. December 3, 2013 -1- Minute Book 70, Page 156 Okaloosa County Board of County Commissioners PUBLIC INFORMATION OFFICER UPDATES Mrs. Kathy Newby, Public Information Officer, spotlighted the Public Works bridge crews. Each year these crews convert two wooden bridges to new concrete structures. Photographs were shown of the recently completed Reeves Road Bridge in the Baker area. The project was funded by gas tax revenues. Photographs of a book-signing event were shown, featuring the author of the book A Land Remembered. Mrs. Newby stated the time capsule will be sealed on December 14 at the Yule of Yesteryear event to be held at the Heritage Museum of Northwest Florida. COUNTY ADMINISTRATOR'S UPDATE Mr. Padgett stated the policy on surplus and obsolete property was adopted in 2006. He read Paragraph 1 of Section 7 of the current Tangible Personal Property (TPP) Inventory & Accountability Manual: Donation of surplus county property to other municipal governments or under BOCC budgeting authority located in Okaloosa County may be considered upon approval of the County Administrator and notification to the Board. All donations will be coordinated through the County Fixed Asset Coordinator as adopted by the Board on February 21, 2006. He asked the Board to consider the following change to this paragraph: Donation of surplus county property to other government entities or under BOCC budgeting authority located in Okaloosa County may be considered upon approval of the County Administrator and notification to the Board. All donations will be coordinated through the County Fixed Asset Coordinator as adopted by the Board on February 21, 2006. Mr. Padgett stated the difference in language is changing “municipal governments” to “government entities.” He assured the Board this will not open a flood gate to give away property. Mr. Harris made motion, seconded by Mr. Parisot, to approve the change to Paragraph 1 of Section 7 of the TPP Inventory & Accountability Manual as outlined by the County Administrator. Mr. Parisot asked if there is a process for government entities December 3, 2013 -2- Minute Book 70, Page 157 Okaloosa County Board of County Commissioners to review the surplus and obsolete properties before disposal. Mr. Padgett confirmed that will happen. 5 yeas. Mr. Padgett stated he intends to place an item on _ the December 17 agenda regarding an in-house auditor. He noted that he will speak with each commissioner before the meeting and this announcement is for information only. COMMISSIONER’ S MINUTE Mr. Boyles and Mr. Parisot stated they have nothing this morning. Mr. Harris voiced support for his home state team, the Missouri Tigers, as they travel to Atlanta for the SEC Championship game. Mr. Windes wished Mr. Padgett a happy birthday. PUBLIC COMMENT RELATED TO THE AGENDA Mr. Wendell Batey, Crestview, posed several questions about Consent Agenda Item #10 for approval of FY 2014 4xbudget resolutions and a budget transfer. Mr. Stanford replied by saying that when grants are awarded, the budget must be amended to reflect receipt of those funds. Only the granting agency can modify the funding amount. Mr. Stanford stated some grants may be for more than one year or a project may not be completed during the current fiscal year. Those grant funds are then carried forward to the next fiscal year. He also advised the correct department to contact with any questions on budget resolutions and transfers is the Finance Department. Mr. Batey asked if a grant award for a large amount, for example $10 Million, is received all at once. Mr. Stanford replied it is on a reimbursement basis. He also noted the grants are awarded for specific projects. Mr. Boyles said it may be helpful for Mr. Batey to know that staff is available to answer questions outside the meeting and it may be less cumbersome than in the Commission meeting. He pointed out the budget amendments are not only for receipt of revenues but expenditures as well, terming it a net neutral for the budget. Mr. Stanford concurred there is not only a revenue component but an expenditure side. December 3, 2013 -3- Minute Book 70, Page 158 Okaloosa County Board of County Commissioners CONSENT AGENDA APPROVAL Mr. Jeff Littrell, Water & Sewer System Director, referred to Item #1 (Plew Pump Station Package) and stated the correct bid amount should be $191,980 rather than $217,340 because OCWS had already purchased some of the needed equipment. Mr. Parisot made motion, seconded by Mr. Harris, to approve the Consent Agenda and to amend the bid amount on #1 as outlined above: 1. Water & Sewer: Recommendation to award bid for Plew Pump Station Package Rehabilitation to Wilo USA as lowest bidder meeting specifications with a bid of $191,980 (NOTE: Please see first paragraph under Consent Agenda heading.) 2. Water & Sewer: Final payment to Electric Motor Repair Service on contract C09-1695-WS in the amount of $4,230 3. Growth Management: Reappointment of Joe A Rector, Jr. to three-year term on the Plumbing Competency Board 4. Growth Management: Final plat approval for Marina Landing Bungalows Phase IIT; a proposed 3-lot single-family detached townhome subdivision as submitted by Matt Zinke on behalf of Marina Landing Homeowners Association, ZHB LLC and C&C LLC, located south of Skipjack Cove in Niceville 5. Growth Management: Approval of budget transfer in the amount of $2,495 from General Fund Reserve to Department 0108 Planning Account 544620 Rent-Building 6. Library Cooperative: Execution of Library Cooperative Interlocal Agreement 7. Public Works: Approval to submit and authorization for Chairman to execute required Notice of Intent for the National Pollutant Elimination System Phase II Permit 8. Growth Management: Appointment of Damian Curtis to three- year term on Construction Competency Board 9. Purchasing: Recommendation to award bid for underground electrical manhole rehabilitation to Bill Smith Electric, Inc. as sole bidder meeting specifications with a bid of $201,207 10. Finance: FY 2014 Budget Resolutions and Budget Transfers: (a) Resolution amending FY 2014 Budget, General Fund (FDLE grant for Emerald Coast Children’s Advocacy Center, Mental Health Program for Crime Victims) RESOLUTION NO. 13-189 (BA #9) (b) Resolution amending FY 2014 Budget, General Fund (FDLE December 3, 2013 -4- Minute Book 70, Page 159 Okaloosa County Board of County Commissioners prevention project grant for children exposed to crime) RESOLUTION NO. 13-190 (BA #10) (c) Resolution amending FY 2014 Budget, General Fund (Executive Office of Governor, Division of Emergency grants carried forward) RESOLUTION NO. 13-191 (BA #11) (da) resolution amending FY 2014 Budget, General Fund (Florida Department of Agriculture and Consumer Services grants carried forward) RESOLUTION NO. 13-192 (BA #12) (e) Resolution amending FY 2014 Budget, General Fund (Florida Department of Emergency Management grants carried forward) RESOLUTION NO. 13-193 (BA #13) (f£) Resolution amending FY 2014 Budget, General Fund (Florida Department of Economic Opportunity grants carried forward) RESOLUTION NO. 13-194 (BA #14) (g) Resolution amending FY 2014 Budget, General Fund (Federal Transit Authority grants carried forward) RESOLUTION NO. 13-195 (BA #15) (h) Resolution amending FY 2014 Budget, General Fund (U.S. Department of Defense, Office of Economic Adjustment grant carried forward) RESOLUTION NO. 13-196 (BA #16) (i) Resolution amending FY 2014 Budget, General Fund (U.S. Department of Justice grant carried forward) RESOLUTION NO. 13-197 (BA #17) (j) Resolution amending FY 2014 Budget, Supervisor of Elections General Fund (U.S. Department of Defense, Defense Human Resources Activity grant carried forward) RESOLUTION NO. 13-198 (BA #18) (k) Resolution amending FY 2014 Budget, County Transportation Trust Fund (FDEP grant carried forward) RESOLUTION NO. 13-199 (BA #19) (1) Resolution amending FY 2014 Budget, Water & Sewer Enterprise Fund (U.S. Department of Defense United States Army grant carried forward) RESOLUTION NO. 13-200 (BA #20) (m) Resolution amending FY 2014 Budget, Water & Sewer Enterprises Fund (Florida Department of Economic Opportunity grant carried forward) RESOLUTION NO. 13-201 (BA #21) December 3, 2013 -5- Minute Book 70, Page 160 Okaloosa County Board of County Commissioners (n) Budget Transfer: Water & Sewer Enterprise Fund; $100,000 carried forward for F.W. Stephenson Plant; BT-14-07 11. Fleet: Authorization to sell surplus vehicles and equipment at auction 12. Purchasing: Authorization to sell surplus equipment at auction 13. Public Safety: Approval of direct payment for two outstanding invoices to Airgas totaling $6,382.16 ($2,770.50 for September 2013 and $3,611.66 for November 2013) 14. Water & Sewer: Approval of Change Order #1 with Gulf Coast Underground for manhole rehabilitation services and the new Emerald Breeze Lift Station wet well; adding $74,835 to the scope of work 15. Public Works: Approval of proposed speed limit sign postings for Old Bethel Road in Crestview 16. Public Works: Approval of and authorization for Chairman to execute contract amendment with Florida Department of Corrections for use of inmate labor for the Parks Department 5 yeas. PURCHASING ~ RECOMMENDATION TO AWARD CONTRACT FOR MISDEMEANOR PROBATION SERVICES Mr. Richard Brannon, Purchasing Director, reported the review committee met on November 22 to analyze and rank proposals received for misdemeanor probation services. The committee ranked Judicial Probation Services as having the number one proposal. He recommended Judicial Probation Services be awarded a three-year contract with a one-year renewal option. Mr. Parisot made motion, seconded by Mr. Boyles, to award the contract as recommended by the department head. 5 yeas. HUMAN RESOURCES - CONFIRMATION OF ED SCHROEDER AS TOURIST DEVELOPMENT DIRECTOR Mrs. Kay Godwin, Human Resources Director, requested confirmation of the County Administrator’s recommendation to hire Mr. Ed Schroeder as Tourist Development Director, subject to satisfactory completion of all pre-employment background requirements. In response to advertising both nationally and locally, 89 applications were submitted. She stated the screening committee selected Mr. Schroeder as the top candidate and Mr. Padgett agreed with that recommendation. December 3, 2013 -6- Minute Book 70, Page 161 Okaloosa County Board of County Commissioners Mrs. Godwin provided details on Mr. Schroeder’s background. She requested authorization to pay up to $2,000 in moving expenses with receipts with the caveat if Mr. Schroeder leaves within two years, he will repay those relocation expenses. Mr. Windes made motion, seconded by Mr. Harris, to confirm the hiring of Ed Schroeder as Tourist Development Director and to approve the provision for relocation expenses as outlined above by the HR Director. Upon inquiry by Mr. Parisot, Mrs. Godwin stated the agreed upon salary is $105,000 annually. 5 yeas. Mrs. Godwin reported Mr. Schroeder is ready to start and will begin work on December 10. Mr. Padgett suggested Mr. Schroeder be given an opportunity to speak. He also told the Board the selection process worked very well. Mr. Schroeder stated this is an honor and said this destination is the jewel of the Emerald Coast. He said he will not take eredit for the successes TDD will have and called it a team effort. PUBLIC SAFETY - SOFTWARE SUPPORT AGREEMENT WITH TRITECH SOFTWARE SYSTEMS Mr. Dino Villani, Public Safety Director, requested approval of a maintenance and support agreement with TriTech Software Systems for the computer-aided dispatch for the County Warning Point. Mr. Harris made motion, seconded by Mr. Parisot, to approve the agreement and to authorize Chairman to execute same. 5 yeas. WATER & SEWER SYSTEM — FUTURE WATER SUPPLY PLANNING UPDATE Mr. Jeff Littrell, Water & Sewer System Director, presented an extensive update on the Future Water Supply Plan. He used text and maps to discuss The Need and Planning Background and History. During the history segment, Mr. Littrell noted that in 2010 the Northwest Florida Water Management District (NWFWMD) promised full cooperation for the Shoal River riverbank filtration and reservoir project and pledged to purchase the land needed for the project. However, he reported there has been a change of leadership at the NWFWMD and funding for the land purchase was not budgeted in FY 2014 and no firm timeline of when or if land acquisition will be funded was given. Consequently, the Shoal River Land Acquisition was submitted to December 3, 2013 -7- Minute Book 70, Page 162 Okaloosa County Board of County Commissioners the FDEP for consideration for Pot #2 of the RESTORE Act and NFWF funding. The third series of slides in the PowerPoint presentation was identified as Next Steps. Mr. Littrell said a safe yield analysis on Shoal River must be conducted to determine the feasibility of withdrawing up to ten million gallons of water per day. He explained how existing REPI and DIG grants obtained in partnership with Eglin Air Force Base will be used to purchase land parcels north of Eglin AFB, south of I-10 and near the Shoal River for source water protection, as a military buffer and for a potential water treatment plant. The site of the project was identified on a map, including location of a reservoir. Mr. Littrell addressed how to move forward with the REPI and DIG grants for the land acquisition. He pointed out there are three REPI grants and three DIG grants. Only one of the DIG grants can be used for land acquisition. This particular grant totals $500,000 and will expire at the end of this month; however, Mr. Littrell stated staff will request an extension. Purchase of the land will require retention of a real estate attorney to manage the closing and to ensure all governmental regulations are met. Special council with Nabors, Giblin & Nickerson will be used for this purpose. Mr. Littrell said they have obtained the asking price of the desired property from the landowner, Haiseal Timber Company. Two appraisals will be required. Upon inquiry by Mr. Windes, Assistant W&S Director Mark Wise stated an additional $800,000 to $1.2 Million will be needed for the purchase. Mr. Parisot stated the Governor meets quarterly with military base commanders and said perhaps General Harris will be able to address monetary participation by the NWFWMD at one of these military coalition meetings with Governor Scott. Mr. Boyles made motion, seconded by Mr. Parisot, to approve this item as placed on the agenda, to proceed with the land acquisition using grants, and to extend the DIG grant as mentioned above. 5 yeas. PUBLIC WORKS - REQUEST CORRECTION OF CLERICAL ERROR RELATING TO CONTRACT AMENDMENTS FOR ENVIRONMENTAL QUALITY COMPANY Mr. John Hofstad, Public Works Director, stated that on November 5, 2013 and November 19, 2013, amendments to Contract #C14-2099-PW with Environmental Quality Company (EQ) were December 3, 2013 -8- Minute Book 70, Page 163 Okaloosa County Board of County Commissioners submitted for approval and identified as Addendum #1 to Cl14- 2099-SW and Addendum #2 to C14-2099-SW, respectively. Because the contract identifications numbers did not match, payment has been withheld contingent upon correction. He asked the Board to approve correcting all contract amendments to reflect the correct contract number of #C14-2099-PW. Mr. Parisot made motion, seconded by Mr. Boyles, to approve the department head’s request. 5 yeas. PUBLIC WORKS — BEACH CLEANING, REQUEST FOR REIMBURSEMENT Mr. Hofstad reported the county Parks Division has performed the beach cleanup services since the beach cleaning contract was not renewed and while it is being challenged in court. The Parks crews began removing trash on Okaloosa Island and Destin beaches on October 3, 2013. Actual costs incurred to date total $13,795.06. He said TDD Special Counsel and the County Attorney have been asked to review these charges and have agreed with staff this is a reimbursable expense. Mr. Parisot made motion, seconded by Mr. Windes, to approve the reimbursement of these expenses by the Tourist Development Department (TDD). 4 yeas. (Mr. Boyles was not present.) Mr. Hofstad briefly reviewed the issues regarding the award of the contract for beach cleaning services. Because of the legal challenges, legal counsel asked staff not to open the bids which were submitted. In the interim, Parks Division crews will continue to clean the beaches but do not have the capability of deep sand cleaning. Mr. Hofstad asked for guidance from the Board on how to proceed. He reported that one option is to rent a factory refurbished Barber Surf Rake at a cost of $6,000 for the first month and $2,500 for each additional month. A second option is to purchase a new Model 600HD surf rake at a cost of $51,200, Gelivered. Mr. Amunds asked if there is a need for a surf rake after the challenge is resolved. Mr. Hofstad replied the Board must make that decision. He said if the department takes this task on in-house rather than contracting it out, the annual cost after the initial equipment purchases would be a couple thousand dollars per year. Upon inquiry by Mr. Windes, Mr. Dowd said the litigation should be resolved by February. Mr. Harris asked what will happen if the litigation is not resolved by then. Mr. Dowd replied that he doesn’t know, especially if there is an appeal. December 3, 2013 -9- Minute Book 70, Page 164 Okaloosa County Board of County Commissioners Mr. Hofstad stated they can continue even if it spills over into March but asked what services the Board will give up to do that. He noted that some Capital Improvement Projects would be halted with that scenario. Upon inquiry by Mr. Harris, Mr. Hofstad confirmed the funding source would be the TDC. WAAR a Vt aa house beach cleaning versus contracted services. Mr. Hofstad suggested renting the equipment between now and the end of February. In the interim, staff will prepare an analysis of full-time in-house beach cleaning services as opposed to contracting the service out. Mr. Windes made motion, seconded by Mr. Parisot, to rent the equipment and to prepare the analysis. 5 yeas. isot requested a cost analysis, comparing costs for in- PUBLIC WORKS -— COOPERATIVE AGREEMENT WITH HOLT VOLUNTEER FIRE DEPARTMENT FOR NEW PARK IN HOLT AREA Mr. Hofstad reported the Holt Volunteer Fire Department acquired approximately three acres of land on which to construct a firehouse. He said the entire three acres is not needed for the firehouse and representatives of the fire department have approached staff about a partnership to construct a county park at this location similar to the one in Blackman with play structure and community center. Mr. Hofstad said we must have an agreement with the fire department before going forward with making plans for the park. Discussion ensued regarding a funding source for the park development. Mr. Parisot and Mr. Harris pointed out neither Baker or Holt are formalized cities. Both are unincorporated areas and residents pay the Unincorporated Parks MSTU assessment. Mr. Boyles made motion, seconded by Mr. Harris, to approve the cooperative agreement with the Holt Volunteer Fire Department. 5 yeas. RECESS - The meeting was recessed at 9:55 a.m. and reconvened at 10:00 a.m. FACILITIES MAINTENANCE -— SHERIFF'S NEW BUILDING IN SHALIMAR Mr. Don Turner, Facilities Maintenance Director, requested direction from the Board regarding construction of a new Sheriff's building in Shalimar. He said if Sheriff’s operations are transferred into the new building to be constructed at the December 3, 2013 -10- Minute Book 70, Page 165 Okaloosa County Board of County Commissioners Shalimar Annex site, it will cost an additional $2.6 million. (NOTE: On November 5, 2013, the Board approved a new 10,000 square foot building to be constructed at the Sheriff's compound in Shalimar.) Mr. Turner’s agenda request provided the following four options: 1. Assigning the new building to Lord and Son as additional scope to their existing contract will likely result in a shorter project completion time than either bidding the project out as a new project or self-performing it through Facilities Maintenance 2. Self-performing the project through Facilities Maintenance would likely result in double-digit cost savings but would take longer to complete because the Facilities Maintenance Department has many other responsibilities which may cause staff to be pulled from the project from time to time 3. Bidding the project out will add three to four months to the likely projected completion timeline and there is no evidence to suggest an appreciable cost savings with this option 4. Lord and Sons and the Facilities Maintenance Department could do a joint project whereby Lord and Son would deliver a complete building shell and Facilities Maintenance would self-perform all MEP and interior finishes. Mr. Turner stated the statutes preclude the first two options. He also said Sheriff Ashley has voiced concerns about a time issue. Currently he is in a month-to-month lease for space for the investigations unit. Mr. Turner said the Sheriff expressed concern about Facilities Maintenance being pulled away from the project and suggested an outside contractor might be best. Mr. Turner said with the $250,000 limitation on self-performing construction, it makes sense to him to go out for a RFP. Upon inquiry by Mr. Parisot, Mr. Dowd answered it would be for a RFQ (Request for Qualifications) rather than a RFP (Request for Proposals). Mr. Boyles remarked this is the second time a staff recommendation has been tricked up and recommended staff read the Purchasing Manual and quit making this type of mistake. Mr. Windes asked why Options 1 and 2 were listed when they cannot be used. Mr. Turner replied they just found out they couldn’t use those two option. Mr. Boyles replied we did not just find this out because the same issue came up one month ago on the Crestview Courthouse project. December 3, 2013 -11- Minute Book 70, Page 166 Okaloosa County Board of County Commissioners Mr. Parisot made motion, seconded by Mr. Boyles, to issue a RFQ and to expedite the process. Mr. Boyles said he would like for the RFQ to be back on the agenda. Mr. Parisot amended his motion to include that provision. 5 yeas. SELECTION OF CHAIRMAN AND VICE CHAIRMAN FOR 2014 Mr. Harris made motion, seconded by Mr. Boyles, to nominate Commissioner Windes as Chairman for calendar year 2014. 5 yeas. Mr. Harris made motion, seconded by Mr. Parisot, to nominate Commissioner Boyles as Vice Chairman for calendar year 2014. 5 yeas. ADJOURNMENT There being no further business to come before the Board, the meeting was adjourned at 10:10 a.m. DON W. HOWARD DON R. AMUNDS, CHAIRMAN CLERK OF CIRCUIT COURT BOARD OF COUNTY COMMISSTONERS (These minutes were transcribed by Teresa Ward.) December 3, 2013 -12- Minute Book 70, Page 167 Okaloosa County Board of County Commissioners