The Lake County Board of County Commissioners met in regular session on Tuesday, April 2, 2002, at 9:00 a.m., in the Board of County Commissioner's Meeting Room, Lake County Administration Building, Tavares, Florida. Commissioners present at the meeting were: Robert A. Pool, Chairman; Welton G. Cadwell, Vice Chairman; Catherine C. Hanson; Jennifer Hill; and Debbie Stivender. Others present were: William A. Neron, County Manager; Sanford A. Minkoff, County Attorney; Wendy Taylor, Executive Office Manager, Board of County Commissioner's Office; Barbara Lehman, Chief Deputy Clerk, County Finance; and Toni M. Riggs, Deputy Clerk.
Commr. Cadwell gave the Invocation and led the Pledge of Allegiance.
AGENDA UPDATE
Mr. Bill Neron, County Manager, informed the Board that staff needs to add a presentation to the volunteer firefighters. Mr. Neron stated that, in regards to Tab 4, Item 2, the $63,000 should be coming from the Contingency - General Fund instead of the Special Reserve; staff is pulling Tab 15 and will be coming back with a different recommendation; and staff needs to postpone Tab 26, because that item has been scheduled for the April 9, 2002 workshop. Mr. Neron stated that Addendum No. 1 has also been distributed to the Board.
MINUTES
On a motion by Commr. Hanson, seconded by Commr. Stivender and carried unanimously by a 5-0 vote, the Board approved the Minutes of February 12, 2002, Regular Meeting, as presented.
On a motion by Commr. Cadwell, seconded by Commr. Stivender and carried unanimously by a 5-0 vote, the Board approved the Minutes of February 19, 2001, Regular Meeting, as presented.
On a motion by Commr. Hanson, seconded by Commr. Stivender and carried unanimously by a 5-0 vote, the Board approved the Minutes of March 12, 2002, Regular Meeting, as presented.
CLERK OF COURTS' CONSENT AGENDA
On a motion by Commr. Stivender, seconded by Commr. Hanson and carried unanimously by a 5-0 vote, the Board approved the Clerk of Courts' Consent Agenda, Items 1 through 8, for the following requests:
Contractor Bonds
New
4303-02 J & H Electric Company (Electrical)
5209-02 Blackwelder Signs dba Bill Blackwelder Signs (Spec. Elec. Signs)
5517-02 Russell Dougherty dba Sunrise Electric (Electric)
5637-02 Ronald R. Howe/R. Howe Inc. (Electrical)
5766-02 Guy Clement/Clement Electric, Inc. (Electrical)
5889-02 Debra May dba Mae West
5890-02 Sean Williams dba S & T Framing Inc.
Rider
5889-02 Principal's name has been changed to read:
Debbie May dba Mae West Construction
Cancellation
5677-00 William B. Hutchinson dba Hutchinson Plumbing Co., Inc.
Audits/Municipalities/Reports
Acknowledged receipt of the Country Club of Mount Dora Community Development District's Annual Financial Report for units of Local Government for the fiscal year ended September 30, 2001, and a copy of the District's Audited Financial Statements for the same period, in accordance with Chapter 189.418, Florida Statutes.
Utilities
Notice Before the Florida Public Service Commission - Notice of Commission Hearing and Prehearing to Bellsouth Telecommunications, Inc.; City of Deltona; Nanpa; Neustar, Inc.; Sprint-Florida, Inc.; Time-Warner Telecom of Florida, L.P.; Verizon Wireless; Volusia County; and All Other Interested Persons; Docket No. 010743-TL; Petition for Review of Proposed Numbering Plan Relief for the 407/321 Area Codes by Neustar, Inc., as North American Numbering Plan Administration (NANPA), on Behalf of Florida Telecommunications Industry. Issued February 27, 2002.
Notice is hereby given that the Florida Public Service Commission will hold a public hearing in the above-referenced docket. The hearing will be held at the following time and place:
Thursday, March 14, 2002, 9:30 a.m.
Room 148, Betty Easley Conference Center
4075 Esplanade Way
Courts-Judges
Approved and authorized proper signatures on the Release of Fine that fully releases and discharges Pam Tyla from Reduction of Order of Fine in the amount of zero dollars ($0.00), dated February 28, 2002, and recorded in OR Book 2077, Pages 2343 through 2344 of the Public Records of the Clerk of Court of Lake County, Florida, on March 1, 2002.
Accounts Allowed/Deeds
Acknowledged receipt of the unclaimed excess proceeds for tax deeds totaling $44,785.643.
Accounts Allowed/Courts-Judges
Monthly Distribution of Revenue Traffic/Criminal Cases, Month Ending February 28, 2002. Disbursements due to Board - $184,430.42; Same period last year - $153,064.58.
Taxes/Resolutions
Approved and authorized proper signatures on Resolution 2002-44 and Resolution 2002-45 to amend the County's deferred compensation plans, in order to conform to the Economic Growth and Tax Relief Reconciliation Act of 2001 (EGTRRA), effective January 1, 2002.
Audits/Reports/Community Development District
Acknowledged receipt of the 2001 Audited Financial Report for the Village Center Community Development District, pursuant to Florida Statutes 218.32.
COUNTY MANAGER'S CONSENT AGENDA
Commr. Hanson requested that Tab 11 be pulled for discussion, and Commr. Cadwell requested that Tab 13 be pulled for discussion.
Commr. Stivender questioned whether Tab 4, Item 2 was the same as Item I. A. 3., on the Addendum. Both items pertained to the $63,000 that Mr. Neron stated should be coming from the Contingency - General Fund instead of the Special Reserve.
Mr. Bill Neron, County Manager, indicated that he would research the question asked by Commr. Stivender and report back to the Board.
On a motion by Commr. Cadwell, seconded by Commr. Hanson and carried unanimously by a 5-0 vote, the approved the following requests on the County Manager's Consent Agenda, Tabs 3 through 16, withdrawing Tabs 11, 13, and 15, and Tab 4, Item 2 for discussion and clarification, and noted that Tab 4, Item 1 is also reflected on Addendum No. 1, I. A. 1., and approved Addendum No. 1, I. A. 2.:
Accounts Allowed/Budget Transfers
Request from Budget and Administrative Services for a budget transfer from Reprographics Reserve to Budget & Administrative Services, Machinery & Equipment in the amount of $31,494.00. A high volume copier is needed to replace the 1994 Xerox 5100 in Reprographics, which is experiencing an increasing number of major service calls and down time. The quality of the printed output is diminishing, negatively affecting quality of service. Contingent upon approval of Agenda Item 2002-349A at the April 2, 2002 Board meeting.
Accounts Allowed/Budget Transfers/Municipalities/Grants
Request from Budget and Administrative Services for a budget transfer from Contingency - Community Development to Aid to Government Agencies in the amount of $17,200.00. Lake County granted the City of Tavares $101,000.00 in Community Development Block Grant (CDBG) funds to be used to construct improvements to the Ingraham Community Center. The City of Tavares has requested an additional $17,200.00 for two additional items to complete the renovation. The added funds will be used to stucco the exterior walls to improve aesthetics of the building and for replacement of worn and damaged carpeting. Ten percent (10%) of the County's CDBG funds ($96,900.00) was set aside to cover project cost overruns, all of which is currently available. Transfer of the funds will help the County to maintain statutory expenditure rates. Contingent upon approval of Agenda Item 2002-343A-R at the April 2, 2002 Board meeting.
Accounts Allowed/Budgets/Courts-Judges
Request from Budget and Administrative Services for approval of Check Request (Direct Pay) from the Clerk's Office for payment of Criminal Court costs for February 2002. The request exceeds the County Manager's approval limit of $25,000.00. Total payment is for $29,671.00.
Accounts Allowed/Impact Fees
Request from Budget and Administrative Services for approval of Impact Fee Refund request to Homes by Whitaker, Inc. in the amount of $2,596.61 due to prepayment certificates (for road, school and fire impact fees) were presented after the permit was issued and fees paid.
Accounts Allowed/Budget Transfers/Public Works/Clerk
Request from Budget and Administrative Services for approval for a budget transfer from Contingency - General Fund in the amount of $81,688.00 to Public Works, Repair & Maintenance in the amount of $57,554.00 and Office Supplies in the amount of $24,134.00 (total amount $81,688.00). Funding is needed for renovation of the Clerk of Courts' leased space in Clermont. The renovation includes $57,554.00 for the scope of work submitted by the property owner and $24,134.00 for furniture, fixtures and equipment needed. Contingent upon approval of Agenda Item 2002-365A-R at the April 2, 2002 Board meeting. (NOTE: This item was placed on Addendum No. 1 by error.)
GIS/Contracts, Leases & Agreements/Municipalities
Request from Geographic Information Services for approval and signature on Interlocal Agreement with the City of Eustis relating to the Creation, Distribution and Sharing of Geographic Information.
Accounts Allowed/Impact Fees/Municipalities
Request from Impact Fees Coordination for approval to reduce the Transportation Impact Fee and Fire Impact Fee by fifty percent (50%), in the amount of $28,211.43, for a 6,256 square foot building to be used as a day care facility, Morning Star Infant & Child Daycare, developed according to the site plan approved by the City of Minneola, and to use interest accumulated via other transportation and fire impact fees collected by the County for payment of the waived amount.
Accounts Allowed/Contracts, Leases & Agreements/Procurement Services
Request from Procurement Services for approval to authorize the purchase and execute contract of a Lanier Corporation 5705MFD copier for the Reprographics Center in the total amount of $31,494.00 and yearly maintenance cost of $11,520.00.
Accounts Allowed/Contracts, Leases & Agreements/Outdoor Recreation
Request from Procurement Services for approval and authorization to award RFP 02-045, encumber funds and authorize continuing contracts, subject to the County Attorney approval, to Herbert Halback, Inc. to provide architectural services for Lake County parks in the amount of $350,000.00.
Accounts Allowed/Procurement Services/Contracts, Leases & Agreements/Solid Waste
Request from Procurement Services for approval and authorization to execute amendments to renew Solid Waste engineering services contracts 97-088A with WCG, Inc., in the amount of $216,446.00; 97-088B with Malcolm Pirnie, in the amount of $85,000.00; and 97-088C with Jones Edmunds, in the amount of $15,000.00, each for an additional twelve month period.
Accounts Allowed/Contracts, Leases & Agreements/Municipalities/Grants
Request from Community Services for approval of an Amendment to the CDBG Partnership Agreement between Lake County and the City of Tavares for Improvements to the Ingraham Community Center and a minor Amendment to the FFY 2001 One Year Action Plan that will grant the City of Tavares $17,200.00 to be taken from the Community Development Block Grant (CDBG) cost overrun contingency account.
Community Services/Appointments-Resignations/Grants
Request from Community Services for approval for the Board of County Commissioners to serve as the coordinator for local governments in Lake County in the Byrne Drug grant application process, signature on the "Certification of Participation" document (contingent on County Attorney approval) and designation of Robbie Hollenbeck to coordinate the preparation of the application.
Economic Development-Tourism/Grants
Request from Economic Development and Tourism for approval to apply for the Visit Florida 2002-2003 Nature & Heritage Tourism Grant Program.
Accounts Allowed/Bids/Road Projects/Impact Fees
Request from Public Works for approval and authorization to advertise for bids for CR-455 Widening & Resurfacing and SR-50 Intersection Improvements Project No. 2002-12 at an estimated cost of $600,000.00 from the Impact Fee Fund. Commissioners Districts 2/3, Benefit District 5.
ADDENDUM NO. 1
COUNTY MANAGER'S CONSENT AGENDA
Accounts Allowed/Budget Transfers/Insurance/Health
Request from Budget and Administrative Services for approval for a budget transfer from Contractual Services to Property & Casualty, Budget & Administrative Services, Special Reserve in the amount of $7,000.00 and from Contractual Services to Employee Group Benefits, Budget & Administrative Services, Special Reserve in the amount of $7,000.00. Additional funds are required to fund the cost of a consultant to review the current property casualty and group health benefits programs. The cost will be split between the Property & Casualty Fund and the Group Health Benefits Fund. Contingent upon approval of Agenda Item requesting approval of contract with the consultant, at the April 2, 2002 Board meeting.
ROADS-COUNTY & STATE
Commr. Pool stated that, in regards to Tab 16 on the County Manager's Consent Agenda, he extended his appreciation to staff for taking care of CR-455 and the SR 50 corridor.
COMMUNITY SERVICES/GRANTS/RESOLUTIONS
Ms. Liz Eginton, CDBG Director, addressed the Board and requested that the Board proclaim the week of April 1 through 7, 2002 as Community Development Week in Lake County, in keeping with the rest of the country. Ms. Eginton stated that, in gratitude to the Commissioners for their support for the success of the Community Development Block Grant (CDBG) program, staff would like to present each of the Commissioners with a CDBG poster.
At this time, Commr. Hanson read Proclamation 2002-46.
On a motion by Commr. Hanson, seconded by Commr. Stivender and carried unanimously by a 5-0 vote, the Board approved Proclamation 2002-46 declaring the week of April 1 through 7, 2002 as Community Development Week in Lake County.
COMMUNITY SERVICES/LIBRARIES/RESOLUTIONS
Commr. Cadwell asked Ms. Wendy Breeden, Library Services Director, and all of the those involved with the libraries, to come forward at this time. He stated that National Library Week is a national observance that is sponsored by the American Library Association for the month of April. At this time, Commr. Cadwell read Proclamation 2002-47.
On a motion by Commr. Cadwell, seconded by Commr. Hanson and carried unanimously by a 5-0 vote, the Board approved Proclamation 2002-47 declaring the week of April 14 through 20, 2002 as National Library Week in Lake County.
Commr. Cadwell stated that the Board has dealt with the library issue for many years to try and come up with the dollars needed for the program, and now that they have these community libraries and the best partnerships that the County has ever had with the cities, he feels it is easier to explain to the people why they are spending monies on what is really the center for a lot of the communities. He extended his appreciation to Ms. Breeden for her leadership over the years.
Ms. Breeden addressed the Board and stated that they could not have accomplished their efforts without the support of the Board, and without the support of her excellent staff, and they are glad to be able to provide this service. She noted that all of the member libraries will be having "fine free week" as well and, on Saturday, April 13, 2002, they will be having an information fair at the Lake Square Mall to showcase their services and programs, from 10 a.m. to 3 p.m.
ADDENDUM NO. 1 (CONTINUED)
COUNTY MANAGER'S CONSENT AGENDA
Mr. Bill Neron, County Manager, informed the Board that Tab 4, Item 2 on the regular agenda was corrected on Addendum No. 1, Item I. A. 3. If the Board approves the item on the Addendum, the record will be correct.
On a motion by Commr. Cadwell, seconded by Commr. Hanson and carried unanimously by a 5-0 vote, the Board approved the following request as reflected on Addendum No. 1, I. A. 3. County Manager's Consent Agenda:
Accounts Allowed/Budget Transfers/Public Works/Judicial Center
Request from Budget and Administrative Services for approval for a budget transfer from Contingency - General Fund in the amount of $63,000.00 to Public Works, Overtime in the amount of $38,000.00 and Repair & Maintenance in the amount of $25,000.00 (total amount $63,000.00). Several items reduced from the FY 2002 budget have become necessary. Overtime funding in the amount of $38,000.00 is needed for work that must be done after hours or on weekends. This includes fire alarm checks, work in the Judicial Center or special projects like moving cubicles. Termite protection in the amount of $10,000.00 is needed for the Judicial Center. Lock replacement for campus buildings in the amount of $15,000.00 is needed for security reasons.
COMMUNITY SERVICES/LIBRARIES/RESOLUTIONS (CONTINUED)
Mr. Bill Neron, County Manager, stated that Ms. Wendy Breeden, Library Services Director, and her staff have been doing a wonderful job but, as they prepare for next year's budget and, if they are going to continue to move forward with this program and expand the library services, it is going to require additional dollars from this Board.
Commr. Pool stated that the Board may need to find a dedicated funding source, or opportunity, for the enhancement and continuation of the library services, because it is a program that is much needed, and they benefit directly by that program.
EMPLOYEE AWARDS
Commr. Pool presented awards to the following employees while Mr. Michael Milanowski, Human Resources Director, presented information on each employee:
Presentation of Award to Employees with Ten Years of Service
Joe Harris, Jail Maintenance Supervisor, Public Works/Special Services/Facilities Maintenance
Jim Condon, Energy Maintenance Technician, Public Works/Special Services/Facilities Maintenance
Presentation of Awards to Employee with Fifteen Years of Service
Raymond Brittian, Fire Lieutenant EMT, Public Safety/Fire Rescue
Presentation of Plaque to Retiring Employee with Sixteen Years Eleven Months of Service
Karen B. Jones, Emergency Management Director, Public Safety/Emergency Services
COMMITTEE PRESENTATIONS
RECOGNITION
Ms. Patti Michel, Public Information Officer, addressed the Board and stated that this year staff received the First Place Education Award at the Central Florida Fair, and they will be receiving a $1,000 grant towards their fair next year. Ms. Michel stated that the following employees did a great job putting together their booth this year, and the Board will get to see it at the Lake County Fair starting April 4, 2002.
Central Florida Fair Display - 2002
Wendy Taylor Display Design
Judy Buckland Display Design
Jane Reich (not present) Display Design
Treeva Wall Display Design
Tony Shetrawski Display Assembly
Jacqui Droz Display Assembly
Dre Collins Display Setup
Lou Gisone Display Setup
Jim Kirby Display Setup
Tenny Williams Display Setup
Mr. Bill Neron, County Manager, stated that the Lake County Fair opens this Thursday at 6 p.m., and they will have this exhibit at the fair, which will be manned by County employees throughout the fair opportunities. He congratulated the employees on their good job.
RECOGNITION
Mr. Steve Race, Division Chief, recognized the following volunteer firefighters, as each received congratulations and a certificate from Commr. Pool and Mr. Terry Seawell, Fire Chief, Emergency Services:
Volunteer Firefighters
Dave Kauffman
Billy Harrison
Pamela Barrett
Ron Pait
Doug Hendricks
Robert Dennis
Mike Awahl
Shirley Silva
Gloria & Jim Corbin
Arlin Kemp
Todd Carroll
Don Walton
Walt Zeiner
PRESENTATION -
BY BOWYER-SINGLETON & ASSOCIATES INCORPORATED REGARDING CR 470 TRANSPORTATION STUDY
Mr. Jim Stivender, Senior Director of Public Works, addressed the Board and stated that Mr. Kevin Knudsen, Principal and Vice President, and Ms. Rosy Rios, Project Manager, Bowyer-Singleton & Associates, Inc., Orlando, are here today to give a presentation on CR 470. Mr. Stivender stated that this was in a grant project that was co-funded by the State who saw it as a critical area for Lake County.
Mr. Kevin Knudsen stated that he is the Project Manager for the CR 470 Project Development & Environmental Study for Bowyer-Singleton & Associates, Inc. Mr. Knudsen stated that they are in the very early stages of this study, and they were recently awarded the contract by Lake County. They are here today to give the Board an overview of the process that they are going to go through for this study and describe some of the key issues for the project.
Mr. Knudsen stated that the CR 470 project is funded by the Florida Department of Transportation (FDOT) County Incentive Grant, and they are going to be a partner in this study. They are providing 35% of the funding for this project, with 65% County matching funds. The project on CR 470 extends from the Sumter County line, four and a half miles over to just past US 27, and it goes through the unincorporated area of Okahumpka and includes the proposed interchange with the turnpike. The existing roadway is a rural two-lane roadway, and the land use along the corridor is mostly agricultural for the western half of the project. The eastern half of the project is rather developed especially around the intersection at CR33 and US 27.
Mr. Knudsen reviewed in detail the following point presentation with the Board:
Study Process
PD&E Process (flow chart)
Data Collection
Key Study Issues
Improvement Alternatives & Development
Access Management
Typical Sections
Alternative Alignment Analysis
Public Involvement Approach -
Local Coordination
Public Involvement
Project Schedule
Mr. Knudsen stated that they are anticipating that it will take about 13 months to complete the project schedule, with the public involvement being a key aspect of it. He explained that the Turnpike/CR 470 interchange project is currently under design by FDOT and it is anticipated to begin construction in September, 2003 and be completed in July, 2005. They hope that the study that they are doing will lead to approval by the Highway Administration and then into design and construction to facilitate and work cooperatively with what is happening at the noted interchange.
Commr. Stivender stated that the City of Leesburg owns all of the property at CR 470, and they are trying to annex everything coming back in, and she questioned how involved the City is monetarily in this project.
Mr. Stivender explained that the impact fees are being paid by the City and the County, and the County's 65% share is out of impact fees. He explained that CR 470 is an east-west collector across the entire County, so they would not cut a section out of it and give it to the City, unless they agreed to it. Mr. Stivender explained that the aesthetics of the road will be included in this process. He recognized Mr. Dave Marsh, FDOT, who was in the audience.
Commr. Stivender asked that she be included in the meetings, as set forth in the power point presentation made by Bowyer-Singleton.
Commr. Hanson stated that the big challenge will be getting public involvement, and they are going to have to look at every alternative to make people aware of the meetings. They may even want to consider radio, because some of the traditional ways do not always work.
No action was needed by the Board.
CITIZEN QUESTION AND COMMENT PERIOD
No one present wished to address the Board with questions, comments, or concerns.
COUNTY MANAGER'S DEPARTMENTAL BUSINESS
COMMUNITY SERVICES/CONTRACTS, LEASES & AGREEMENTS
Mr. Fletcher Smith, Senior Director of Community Services, addressed the Board to discuss the Public Transportation Special Event Agreement between the County Transportation Coordinator (CTC), which is Lake County, and the operator, to provide specific services for special events in the County. Mr. Smith stated that, when Mr. Bill Neron, County Manager, was looking at the request, he had a question about whether or not the Florida Department of Transportation (FDOT) had any issues with them doing this for special events and how it played into private operators having the ability to provide these services. Staff requested an opinion from the FDOT but, as of this morning, he has not gotten a response. He stated that, with the approval of the County Manager, he is going to ask that this request be postponed until they get information.
Mr. Bill Neron, County Manager, explained that the Board can move forward with the request, and then come back to the Board, if necessary, but he raised the question because, in other local governments where he worked, they had many grants for bus systems. He stated that they had to be very careful on the charter service that they provided so as to make sure that they were not unfairly competing with the private sector, because the services are subsidized by Federal and State dollars. He recommended that the Board approve the request, as recommended by Mr. Smith and, if FDOT comes back and says that they need to readdress something, the item will be brought back to the Board.
On a motion by Commr. Stivender, seconded by Commr. Cadwell and carried unanimously by a 5-0 vote, the Board approved the request from Community Services for approval of the Public Transportation Special Event Agreement and authorization for the County Manager to sign future Public Transportation Special Event Agreements.
COMMUNITY SERVICES/RESOLUTIONS
Mr. Fletcher Smith, Senior Director of Community Services, stated that he had a request for authorization to allow him to sign off on the Transportation Disadvantaged reimbursement invoices.
On a motion by Commr. Stivender, seconded by Commr. Hanson and carried unanimously by a 5-0 vote, the Board approved Resolution 2002-48 authorizing the Senior Director of the Lake County Department of Community Services to sign the Florida Commission for the Transportation Disadvantaged reimbursement invoices.
ACCOUNTS ALLOWED/BIDS/CLERK/TAXES
CONTRACTS, LEASES & AGREEMENTS
Mr. Jim Stivender, Senior Director of Public Works, addressed the Board to discuss the request for authorization to award the Renovation for the Clerk of Courts Records Center at the First Union Bank, and stated that, however, staff has a protest on the bids.
Mr. Sandy Minkoff, County Attorney, explained that the low bidder in this case, which was approximately $25,000 lower than the recommended bid, has filed a protest. Mr. Minkoff stated that this bid was discarded by staff, because they felt it was not responsive. In the past, staff has used several methods of resolving protests, and they are recommending that they pull a name from the Special Master list and have a hearing later this week, and then staff will get a recommendation back to the Board in the next week. He stated that the Special Master will recommend the facts to the Board and make a recommendation and the Board may choose to accept it or, if they have grounds, choose to reject it. He noted that this is only in respect to Tab 20, Item #1, which is the actual renovation.
Mr. Stivender stated that he would like to keep Item #1 and Item #2 together and, even though Item #2 is not part of the protest, he would like to postpone the entire tab and authorize the Special Master on Item #1.
Mr. Minkoff explained that, if they use a Special Master, the Board will spend a few hundred dollars having them hear the protest this week.
Commr. Hill noted that she had some questions in regards to the expenses in the line items on this request.
Commr. Hill made a motion, which was seconded by Commr. Stivender, to postpone Tab 20, Item #1, a request for approval and authorization to award the Renovation for Clerk of the Courts Records Center Bid Request #02-056 to Aagaard-McNary Construction, Inc. in the amount of $774,800.00, and to encumber and expend $774,800.00 from the Infrastructure Sales Tax, contract subject to County Attorney's review, and Item #2, a request for approval and authorization to award Re-roofing of the Clerk of Courts Record Center, Bid #02-004, to Marion/Service Roofing & Sheet Metal Company, Inc., and to encumber and expend $130,034.00 from the Infrastructure Sales Tax Fund, contract subject to County Attorney's review and approval, and to place Item #1, as noted, with a Special Master at this point.
Under discussion, Mr. Bill Neron, County Manager, stated that staff is looking at some overall changes and doing a complete review of the County's purchasing regulations. He asked whether the Board would like staff to consider, in this rewrite, the use of a Special Master in protests like this because it can often speed up the process. If staff had that authorization and, if there is a bid, it will give an independent third party review and let the Board take action on that third party decision. He explained that the funding will come from within the Purchasing budget, and it would help expedite the process, with the cost being minimal.
Mr. Minkoff explained that he did not feel that staff would need to write the change to have everyone go to a Special Master, because Procurement Services deals with these types of protests on small items on a regular basis, so one would only be needed for the larger items.
The Chairman called for a vote on the motion, which was carried unanimously by a 5-0 vote.
CLERK/CONTRACTS, LEASES & AGREEMENTS/MUNICIPALITIES
Mr. Jim Stivender, Senior Director of Public Works, addressed the Board to discuss the request for funding for the renovation work to the Clerk's leased office in Clermont. Staff is asking the Board to find funding transfers to improve the leased area to bring it up to a standard and, after looking at $57,000 worth of renovations, staff felt that a one year lease was not adequate enough to amortize those costs, so they are asking for a three year lease. He noted that this request includes an extension for a three year lease on the property. There is also a $24,000 cost associated with the system's furniture, and the furniture can be relocated to any other space, so it is not a cost that they will lose in relationship to rental space.
On a motion by Commr. Hill, seconded by Commr. Stivender and carried unanimously by a 5-0 vote, the Board approved a request from Public Works for approval of funding for the renovation work to the Clerk's leased office in Clermont and approved to execute a contract amendment for the scope of work and to extend the lease to three years. (Fiscal impact: $81,688.00).
ACCOUNTS ALLOWED/CONTRACTS, LEASES & AGREEMENTS/ROAD PROJECTS
Mr. Jim Stivender, Senior Director of Public Works, addressed the Board and stated that, during the four-laning of 44 west of Leesburg, there was a lot of material being hauled on Whitney Road, and there was a lot of damage associated with the road. Staff brought this to the attention of the Department of Transportation (DOT), and they agreed to fund some of the resurfacing of that road.
On a motion by Commr. Stivender, seconded by Commr. Cadwell and carried unanimously by a 5-0 vote, the Board approved the request from Public Works for approval of the Florida Department of Transportation (FDOT), Joint Participation Agreement for the Resurfacing of Whitney Road, in the amount of $17,000.00.
APPOINTMENTS-REGULATIONS/COMMISSIONERS
Mr. Jim Stivender, Senior Director of Public Works, addressed the Board to discuss the request to appoint an alternate to attend the Central Florida MPO Alliance meetings.
On a motion by Commr. Hanson, seconded by Commr. Stivender and carried unanimously by a 5-0 vote, the Board approved the appointment of Commr. Cadwell and Commr. Hill as alternates to attend the Central Florida M.P.O. Alliance meetings when Delegates are unavailable to attend.
ADDENDUM NO. 1 (CONTINUED)
REPORTS - COUNTY MANAGER
EMERGENCY SERVICES
Mr. Bill Neron, County Manager, addressed the item regarding a competitive negotiation (CNA) process to engage an architect for the design of a proposed Emergency Operation Center/Public Safety Building and request to ask the County's Washington lobbying firm to search for Federal Funding to assist in the cost of the project and stated that this is something that the Board needs to look at from a public safety standpoint. Mr. Neron stated that he is asking the Board to go through the CNA process to select an architect, which staff will bring back for Board approval, and to begin looking for funding sources for this project. Mr. Neron explained that it can speed up the process when you have the design plans "on the shelf."
Commr. Cadwell stated that it is important to have these types of plans "on the shelf" when Federal dollars are involved because these are the kinds of projects the State wants the money spent on. The County has used borrowed space, and anything else that they could find available for an operation center, in the case of a storm, or other type of emergency, and staff needs to start the process and have an idea of what kind of facility they want and where to put it, if they are going to have a realistic chance of getting some of those Federal dollars.
On a motion by Commr. Cadwell, seconded by Commr. Stivender and carried unanimously by a 5-0 vote, the Board approved the request to engage an architect for the design of a proposed Emergency Operation Center/Public Safety Building, and to ask the County's Washington lobbying firm to search for Federal Funding to assist in the cost of the project.
Mr. Neron stated that staff has been talking with the Sheriff George E. Knupp, and Mr. Steve Nash, Director of Public Safety, has met with him and Major Claude Gnann on several occasions. He stated that staff has made an offer for a new Emergency Management Director. Mr. Nash conducted interviews last week and he has material circulating about the individual who is very qualified and has a lot of experience in this area. He stated that hopefully they will have somebody on board to fill the vacancy left by the retirement of Ms. Karen Jones within the next 30 days.
REPORTS - COUNTY MANAGER
CONTRACTS, LEASES & AGREEMENTS/INSURANCE
Mr. Bill Neron, County Manager, addressed the Board to discuss a request for a proposed contract with Waters Risk Management to conduct a review of the County's Risk Management/Insurance Programs, contingent upon County Attorney's review and approval. Mr. Neron stated that this is an area where costs are skyrocketing, with premiums going up 10% to 15% a year, but more importantly, since 9-11-01, the estimated costs of property casualty insurance, from what he is seeing around the state and nation, are going up anywhere from 50% to 100%. He is asking that the Board authorize a contract, as noted, which is an independent insurance advisor, to take a look at the County's insurance programs, and to give them any recommendations on cost saving ways that they can use to still maintain their coverage while reducing the costs. He has worked with the Waters Risk Management firm over the years, and he would recommend that the Board approve the request so that staff can have this information during the budget process.
On a motion by Commr. Hanson, seconded by Commr. Stivender and carried unanimously by a 5-0 vote, the Board approved the request to approve a proposed contract with Waters Risk Management to conduct a review of the County's Risk Management/Insurance Programs, contingent upon County Attorney's review and approval.
OTHER BUSINESS
APPOINTMENTS-RESIGNATIONS/COMMITTEES
Commr. Hill stated that, as Chairman of the Impact Fee Evaluation and Review Committee, they have accepted the resignation of Mr. Leo Vaughn who was with the City of Tavares, and the Lake County League of Cities has requested that they appoint Mr. Frank Royce who is with the City of Eustis.
On a motion by Commr. Hill, seconded by Commr. Stivender and carried unanimously by a 5-0 vote, the Board approved the appointment of Mr. Frank Royce as the League of Cities representative on the Impact Fee Evaluation and Review Committee.
REPORTS - COUNTY ATTORNEY
CONTRACTS, LEASES & AGREEMENTS/SOLID WASTE
Mr. Sandy Minkoff, County Attorney, stated that he presented to the Board yesterday a press release from Covanta indicating that they have filed Chapter 11 bankruptcy. Mr. Minkoff stated that Covanta Lake, which is their operating company, was included in that filing. He had a phone meeting this morning with the Gray Harris firm and asked them to stand down and to stop work for awhile until they can see what happens with the bankruptcy case, and staff will bring back information to the Board as it develops in the matter.
Mr. Bill Neron, County Manager, informed the Board that he had a call from Mr. Tony Orlando, who is the President and Operating Manager of Covanta who assured him that, while they are going through this financial reorganization under Chapter 11, they did not anticipate any effect on the operation at the Lake County plant, as far as processing the solid waste on a day to day basis.
Mr. Minkoff stated that he is anticipating having a phone conference with Pasco, Lee, and Hillsborough Counties to talk about jointly hiring bankruptcy counsel in the New York bankruptcy.
REPORTS - COMMISSIONER HILL - DISTRICT #1
COURTS-JUDGES/RESOLUTIONS
Commr. Hill explained the request for the proclamation for Victims Rights Week and noted that all Commissioners are invited to the program, and the Proclamation will be read at that time.
On a motion by Commr. Hill, seconded by Commr. Hanson and carried unanimously by a 5-0 vote, the Board approved the request for approval and execution of a Proclamation 2002-49 proclaiming the week of April 21st as Victims Rights Week and supporting the State Attorney's "Victims Voice 2002" scheduled for April 26th at the Lake County Judicial Center.
REPORTS - COMMISSIONER STIVENDER - DISTRICT #3
MISCELLANEOUS
Commr. Stivender informed the Board that the last time the Board gave out honors to the people who had helped with Lake County Day, they did not have the list of sponsors. At this time, she read the following list to the Board:
Leesburg Area Chamber of Commerce
East Lake Chamber of Commerce
City of Eustis
Lady Lake Chamber of Commerce
City of Leesburg
Umatilla Chamber of Commerce
Town of Montverde
Florida Hospital Waterman
The Leesburg Partnership
J. E. Hill Contractors, Inc.
United Signs & Signals, Inc.
South Lake Chamber of Commerce
Akerman Senterfitt
American Manufacturing & Machine, Inc.
Sprint
Astor Chamber of Commerce
Titan America
Greater Eustis Area Chamber of Commerce
Mount Dora Chamber of Commerce
Tavares Chamber of Commerce
REPORTS - COMMISSIONER HANSON - DISTRICT #4
COMMITTEES/ENVIRONMENT
Commr. Hanson stated that, even though the Board already addressed the issue concerning the creation of an Environmental Lands Acquisition and Management Committee, which will be discussed at the April 9, 2002 workshop, in the backup, there is a list of possible responsibilities of this Committee, if it is approved.
GROWTH MANAGEMENT/MEETINGS
Commr. Hanson stated that staff, particularly Ms. Sharon Farrell, Senior Director of Growth Management, did an outstanding job last week putting together the program on "Green Building". There were some great speakers, and it was an interesting meeting, and there was great interest shown in having another one of these meetings, perhaps quarterly. Commr. Hanson stated that one of the interesting ideas was on energy and the availability of Federal dollars and grants, as you improve the energy efficiency of your buildings. She stated that she has mentioned to the County Manager the idea about doing an energy audit of the buildings.
GROWTH MANAGEMENT/REPORTS
In response to Commr. Hanson's request for an update on the EAR process, Ms. Sharon Farrell, Senior Director of Growth Management, explained that Planning and Zoning is currently the designated land planning agency. She stated that staff has four elements ready to be placed on their calendar, and they would prefer to have them scheduled on a workshop day rather than a regular meeting. Ms. Farrell stated that staff will be meeting with Planning and Zoning tomorrow, and she will provide the Board with the dates next week.
COMMISSIONERS
Commr. Hanson addressed "Lake County Tomorrow", which was a visioning for the County that was done five or six years ago, and she felt that it would be appropriate to reevaluate it and determine what the Board has accomplished and what they still need to work on and do some kind of a report card on it, and they may want to look at having another one. She noted that the Board used Ms. Marilyn Crotty from the University of Central Florida in the past and this may be something that they should consider doing.
Mr. Bill Neron, County Attorney, stated that he had some conversation with Mr. Lance deHaven-Smith, deHaven-Smith & Associates, Inc., last week, and he is supposed to have some material to him in the next few days. He has tentatively scheduled Mr. deHaven-Smith to meet with the Board at the first workshop in May, if this material proves to be fruitful. He stated that staff may set this date as a target date to bring back some reports to the Board in this area to see if they can get some sense of direction where the Board may want to go.
Commr. Hanson stated that she talked to the County Manager last week about asking Mr. deHaven-Smith to come back and talk to the Board, because she feels there is a need to have a report card on the Comprehensive Plan. She stated that there are two issues, one, to do a report on the Comprehensive Plan, and the other is visioning.
Commr. Hanson stated that she does not feel that the public even recognizes that the County has a Comprehensive Plan or, if they do, they do not feel that it is working, because there is still the growth on the roads, but there needs to be some sort of evaluation that they can take back to the public, because she does not feel that the public thinks that the Board is doing much for growth management. She feels that this would be information that would be necessary for the EAR process to move forward.
Commr. Pool stated that the public saw that the Board clearly denied the Sugarloaf extension, and the Harbor Hills project, and there are other projects that they have denied, but many citizens are not aware of where the Board stands with the Comprehensive Plan, and they need to see if they are meeting the requirements and needs as they go forward and determine whether they need to follow up on information showing whether they are keeping pace or expanding the requirements for buildable lots today.
Commr. Hanson stated that she will be working on these issues with the County Manager.
Mr. Neron stated that some of these items are really dependent on staff finishing up the Geographic Information Services (GIS) system. He has authorized some additional staff and hopefully staff will have the unincorporated portion done by late summer but, in order to do that in a professional way, they really need the GIS system.
Commr. Hanson stated that she agrees with Mr. Neron and appreciates him moving forward on this process, but she feels that they can pull together rough numbers without the GIS system.
REPORTS - COMMISSIONER POOL - CHAIRMAN AND DISTRICT #2
ROADS-COUNTY & STATE/STATE AGENCIES/PUBLIC WORKS
Commr. Pool informed the Board that he has asked his secretary to word a stern request to the Department of Transportation (DOT) for some enhancements and improvements to the Highway 27/Turnpike entrance, because of the number of crashes that have occurred at this area of highway. He is asking for green arrows at this intersection.
REPORTS - COMMISSIONER HANSON - DISTRICT #4 (CONTINUED)
Commr. Hanson informed the Board that Mr. Tom Lowe, President of Eagle Productions, contacted her a couple of weeks ago asking if he could make a presentation to the Board regarding the American Heritage River. She stated that St. Johns has been designated and Lake County has not been included in that process. He is going to be doing a PBS documentary on the St. Johns River. She asked the County Manager to place this item on the April 16, 2002 agenda.
There being no further business to be brought to the attention of the Board, the meeting adjourned at 10:20 a.m.
ROBERT A. POOL, CHAIRMAN
ATTEST:
JAMES C. WATKINS, CLERK
TMR/BOARDMIN/4-2-02/4-12-02