Okaloosa County BOCC — May 6, 2014 — reading text

terms of repayment will be made by the Board of County 15 Packet Pg. 260 Commissioners in conjunction with Public Works and the Okaloosa County Clerk of Courts. Annual Assessments are collected either through the Tax Collector of Okaloosa County, in the same manner through their inclusion on the billing of either municipal or Okaloosa County Water and Sewer utility billing or such other methods as approved by the Board of County Commissioners.as all other County taxes are collected or assessments will be reimbursed through municipal or Okaloosa County Water and Sewer utility billing. 16 Packet Pg. 261 DETAILED PROCEDURES, STREET LIGHTING DISTRICTSUNITS 17 Packet Pg. 262  STREET LIGHTING DISTRICTSUNITS DETAILED PROCEDURES Initial Request for MSBU Procedures Upon request of the procedures to establish an MSBU, Public Works will forward a copy of the “Guidelines and Procedures” booklet to the requestor. The request should be made to: Okaloosa County Public Works 1759 South Ferdon Blvd Crestview, FL 32536 (850) 689-5772 The request must identify: • the area affected (e.g., community, subdivision or street) • the type of improvement involved (i.e., street lighting) • the type of district Unit contemplated (i.e., street lighting) Application for DistrictUnit Application can be made by interested property owners for establishment of a new street lighting district Unit or changes or additions to an existing one. In order to proceed with establishing a new district Unit interested homeowners or property owners must submit the following as the official request for consideration: • $100.00 application fee (per street lighting districtUnit) made payable to the Board of County Commissioners, Okaloosa County. • Contact individual and proposed liaison names, addresses and phone numbers. • A copy of the cost estimate for streetlight improvements as prepared by the appropriate power provider. • Copy of a map with: o Proposed boundaries for the district Unit outlined. 18 Packet Pg. 263  o Boundaries must be continuous and not split parcels or lots. Enclaves are not allowed if the reason is to remove a lot or lots because the property owner is not in favor of establishment of the districtUnit. o Tracts for drainage, buffer zones, etc. are usually included in the Unitdistrict but not assessed for street lighting. o The district Unit to be assessed does not necessarily include an entire subdivision if the entire subdivision does not materially benefit from the proposed action. o Districts Units must contain a minimum of two distinct taxable (or platted) pieces of property. Petition Submission The Board of County Commissioners has determined that a petition may serve as an indicator of the amount of community interest for a proposed project. The petition process is not a requirement of Florida Law. Public Works will prepare a petition for distribution by the District Unit Liaison. Only petitions prepared by Public Works will be accepted. The petition will reflect the various charges included in calculating the assessments. The street lighting assessment will include: all costs associated with installation of the streetlights, as determined by the appropriate power provider, 5% administrative fees for collection of the assessments, and a reserve which totals 120% of the proposed yearly expenditures. Petition Acceptance The petition, to be accepted, must be signed by at least 51% of the current property owners (number of owners) representing at least 51% of property (number of lots or number of front feet, measured consistent with the method of assessment) within the district Unit boundaries. • A property owner is the individual or group of individuals that own a parcel of land. • In determining eligible signatures of owners, all of the non-related current owners of a parcel or the designated trustee must sign the petition for the ownership and parcel to count towards the 51% requirements. 19 Packet Pg. 264  • Once submitted, names may not be withdrawn from the petition. Upon return, Public Works will review the petition for acceptability, consulting other departments as appropriate. If the petition is acceptable, Public Works will request that the Board of County Commissioners schedule a public hearing for consideration of the ordinance to establish the district Unit or revisions to the ordinance for the existing district Unit to incorporate the changes. Please note that once the petition is accepted and a public hearing is authorized, the petition is no longer relevant to the final determination by the Board of County Commissioners to proceed (or not) with the project. The final determination of the scope and feasibility of a project will be determined by Okaloosa County. Public Hearing When the proposed ordinance and all documents are in order and a public hearing date is scheduled, legal notices will be published. In addition, notification will be mailed by U.S Postal first-class mail to all property owners listed on the tax roll within the proposed districtUnit. At the public hearing, the Board of County Commissioners may consider comments, objections, and information relevant to the creation of the districtUnit. The County Commissioners will enact or deny the ordinance. If the ordinance is enacted, appropriate Board authorization to record the Ordinance in the Recording Department, Okaloosa County Clerk’s Office, will be requested. Implementation Upon execution of the Ordinance by the Board, the local power provider can begin installation of the lights and poles to be put in service. Modifications to Existing Street lighting UnitsDistricts Modifications to street lighting districts Units may be requested by property owners within the existing districtUnit. Requests are made in writing to Public Works and must follow all procedures listed above beginning with the petition submission. Cost estimates, as provided by the appropriate power provider, for any modifications to an existing district Unit will be included in the petition. 20 Packet Pg. 265  APPLICATION AND DESIGNATION OF SPECIAL DISTRICTUNIT CONTACT/LIAISON INDIVIDUALS Primary Liaison for designation on petition and coordination during implementation of DistrictUnit: Name _________________________________________________ Street Address______________________________________________________ City/Zip Code_______________________________________________________ Phone Numbers – Day________________________ After Hours___________________ Back-up Liaison: Name _________________________________________________ Street Address______________________________________________________ City/Zip Code_______________________________________________________ Phone Numbers – Day________________________ After Hours___________________ Community, Subdivision or Street Name for the Project _______________________________________________ Type of Improvement (streetlighting, road paving, etc.) ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ 21 Packet Pg. 266 22 Packet Pg. 267  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: May 6, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Task Order TO49 Amendment - HDR Engineers DEPARTMENT: Public Works BCC DISTRICT: All STATEMENT OF ISSUE: A Task Order Amendment (attached) is required to reflect a reduction in the cost of HDR Engineers proposed work in Board approved Task Order TO49 (contract C06-1346-PW). BACKGROUND: A recent invoice from HDR Engineers indicated an exceedance of proposed Direct Costs estimated in the Task Order Proposal. The TO Proposal estimated $13,341.60 in Direct Costs and $10,000 in Subcontractor Costs. This Task Order Amendment will increase the Direct Cost estimate to $13,654.14 and decrease the estimated Subcontractor Costs to $9,687.46. This TO Amendment does not reflect a net cost increase to the County and no additional costs will be incurred on this TO. If approved, the actual cost of this TO will be approximately 25% below the authorized estimated cost. OPTIONS: Approve/Disapprove RECOMMENDATIONS: Staff recommends the Board authorize the Chairman to sign the Task Order Amendment. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 268 Packet Pg. 269 Packet Pg. 270 Packet Pg. 271 Packet Pg. 272 Packet Pg. 273 Packet Pg. 274 Packet Pg. 275  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: May 6, 2014 TO: Honorable Chairman and Members of the Board FROM: John Hofstad SUBJECT: Foxwood Drainage Improvements Ph II DEPARTMENT: Public Works BCC DISTRICT: District 1 STATEMENT OF ISSUE: Public Works staff solicited for quotations for phase 2 of a 3 phase project to retrofit the existing storm-water drainage in the Foxwood Estates subdivision in Crestview. BACKGROUND: Bids were opened on August 1, 2013. Three bids were received with Gum Creek Farms, Inc being the lowest bidder. On September 17, 2013, the Board of County Commissioners approved the award to Gum Creek Farms, Inc. Work began on the project on January 1, 2014 and work was completed within the allotted time frame and slightly less than the original budgeted amount. Original amount was $259,850, the final payment puts us at $252,850, a reduction of $7,000. OPTIONS: Approve/Dissaprove RECOMMENDATIONS: Request approval of Final Payment in the amount of $14,447.50 to Gum Creek Farms, Inc for Drainage Improvements to Foxwood Ph II. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 276 Packet Pg.