Oct 19, 2021 Finance and Audit Meeting Agenda

[00:00:07]

GOOD AFTERNOON. I'LL NOW CALL TO CORD THE FINANCE AND AUDIT COMMITTEE MEETING OF OCTOBER 19TH, 2021.

IS THERE FWHOYN WOULD LIKE TO SPEAK FOR PUBLIC COMMENTP?

[1.  Acceptance of the Reimbursable 2021 BJA FY21 Edward Byrne Memorial Justice Assistance Grant (JAG) Program Award "Law Enforcement Technology Grant" and the Accompanying Resolution (V. Adams)]

THAT WAS A MOUTHFUL. GOOD AFTERNOON.

>> HI. >> MY NAME IS CAROLINE MAR KEY WITH THE CLAY COUNTY SHERIFF OFFICE.

>> THANKS FOR JOINING US THIS AFTERNOON.

>> DO YOU WANT TO TELL US A LITTLE BIT ABOUT IT.

>> YES THIS GRANT HAS TO DO WITH THE CLAY CONNECT PROJECT AND WE'RE ACTUALLY ASKING TO YOU BASICALLY APPROVE THIS RESOLUTION THAT IS HERE SO THAT WE CAN USE THIS FOR THE SYSTEM THAT IS REALLY GOING TO HELP US REFER RANGE AND ASSIST THE COMMUNITY IN SMALL BUSINESSES WITH THIS

PARTICULAR PROJECT. >> OKAY: QUESTIONS?

>> YEAH, I AT ONE PLACE AND I THOUGHT JAG GRANTS ARE STRICTLY FOR OVER TIME. IT ELUDES TO YOU THAT SOMEWHERE IN THESE DOCUMENTS SO. IS THERE ANY OVER TIME.

>> OT IF YOU SEE THAT, THAT REFERS TO OTHER THAN OVER T

TIME. >> REFERS TO WHAT?

>> ARE YOU REFER TOGETHER OT EXPENDITURES, THAT'S OTHER

THAN SALARIES NOT OVER TIME. >> I DON'T KNOW WHAT I'M REFERRING TO. I'M REFERRING TO MY NOTES.

YOU'RE SAYING IT'S FOR TECHNOLOGICAL TYPE PURPOSES.

>> CORRECT. >> BUT IN THE PAST THAT HAS -- HASN'T JAG BEEN USED FOR OVER TIME OR IT CAN BE USED FOR

OVER TIME PURPOSES OR . . . >> THIS IS THE JAG TECHNOLOGY GRANT. THERE'S DIFFERENT ONES, YES.

>> I'M TRYING TO QUICKLY WHERE I SEE OVER TIME.

ANYWAY. >> THIS IS STRICTLY FOR

TECHNOLOGY, CORRECT. >> IT'S 43,734 AMOUNT.

>> OKAY. RECOMMENDED CONSENT. >> I WOLD AGREE.

[2.  Notice of Intent and Award of RFQ No. 20/21-62, Professional Architectural Services for Public Safety Facilities (K. Smith)]

>> THANK YOU VERY MUCH. >> ALL RIGHT.

ITEM NUMBER TWO NVTS INTENT AND AAWARD OF RFQ NUMBER 2 2021-26 PROFESSIONAL ARCHITECTURAL SERVICES FOR

PUBLIC SAFETY FACILITIES. >> GOOD AFTERNOON.

>> GOOD AFTERNOON. YES, THIS IS THE RFQ WE ISSUED SPECIFICALLY FOR PROFESSIONAL SERVICES RELATED TO PUBLIC SAFETY FACILITIES. WE DID GET SEVEN PROPOSALS.

IT WAS NICE TO GET A TURNOUT. NICE TURN YOT.

WE DID HAVE STAFF EVALUATE THIS PROPOSAL.

WE HAD OUR FIRE CHIEF AND SOMEBODY FROM THE THE FACILITY MERING EVALUATE THESE. SO WE RECOMMEND DASH HEARSE IS NUMBER ONE RANKED FORM 97.4 POINTS ALL THOUGH THE BOARD CAN ALSO REQUEST PRESENTATION FROM A MINIMUM OF THE TOP

THREE. >> OKAY. QUESTIONS?

>> I ONLY HAVE ONE QUESTION, RISPOLI IS RANKED LOW AND THEY'VE BEEN ON OTHER PROJECTS AS WELL.

>> RIGHT ON BOTH PROPOSALS THEY RANKED LOW AND DIDN'T PROVIDE ALL THE INFORMATION WE REQUESTED ESPECIALLY LIKE THE FINANCIAL. WE MAY SE SET UP A MEETING TO GO OVER WHAT THEY MISSED AND HOW THEY CAN GET BETTER AT

THEIR PROPOSALS. >> THEY'VE BEEN BIDDERS ON

OTHER RQS AND CONTRACTS. >> YES, SIR.

>> KIND OF WEIRD. >> RECOMMEND CONSENT.

>> I WOULD AGREE. >> THANK YOU.

[3.  Third Amendment to Agreement #2005/2006-172 with Waste Management Inc. of Florida Regarding Acquisition, Merger and Name Change (C. Latham)]

>> THANK YOU. >> ITEM NUMBER 3, THIRD AMENDMENT TO AGREEMENT 200 200/2006-127 WITH WASTE MANAGEMENT OF FLORIDA REGARDING ACQUISITION MERGER AND NAME KHOOIVRPING.

THAT'S AN OLD AGROOIRMENT.

>> GOOD AFTERNOON. >> GOOD AFTERNOON MADAME CHAIR AND COMMISSIONERS. THIS IS AS YOU'RE AWARE WE'VE BEEN IN CONTRACT UNDER UNIVERSAL COLLECTION WITH ADVANCED DISPOSAL SINCE 2007. WASTE MANAGEMENT PURCHASED ADVANCED DISPOSAL. FOR THE LAST YEAR OR SO WASTE MANAGEMENT HAS BEEN OPERATING AS -- I'M SORRY, ADVANCED

[00:05:01]

THE INTENT IS TO REQUEST YOUR PERMISSION TO AUTHORIZE THAT

TODAY. >> AND CONSEQUENCES OR BENEFIT FOR NOTHING TO US THAT THAT IS?

>> WASTE MANAGEMENT HAS BEEN OPERATING THE WHOLE SHOW SINCE OCTOBER OF LAST YEAR. SO NOTHING REALLY WILL CHANGE.

JUST THE NAME. >> OKAY.

QUESTIONS? >> YEAH, I DON'T HAVE ANY QUESTIONS. JUST IN A CONTRACT, THE CLARIFICATION IN PARENS, WASTE MANAGEMENT OF FLORIDA IS EARMARKED WITH WASTE MANAGEMENT, INC.

I THINK UP IN THE FIRST PARAGRAPH.

>> YES, SIR, IT SHOULD BE WAIST MANAGEMENT FLORIDA, INC.

IS THE LEGAL ENTITY. >> WHAT I'M SORRY.

>> WASTE MANAGEMENT FLORIDA JINX THEIR LEGAL ENTITY.

>> THAT'S NOT IN THE CONTRACT. SO THE CLARIFICATION IN PARENTHESIS WASTE MANAGEMENT OF FLORIDA IS ATTACHED TO WASTE MANAGEMENT, INC. I THINK IT BELONGS IN THE

SENTENCE ABOVE THERE. >> WELL LET ME FIND IT.

>> I DON'T THINK IT'S -- IT'S ANY SIGNIFICANCE.

JUST -- ALL RIGHT.

>> OKAY. SO.

>> FIRST PARAGRAPH AS A CONTRACT.

>> THE FIRST PARAGRAPH. >> THIRD LINE DOWN SAYS.

>> WASTE MANAGEMENT, INC. OF FLORIDA INDIRECT FULLY SUBSIDIARYY OF WASTE MANAGEMENT, INC.

>> AND IN PAR EVEN IT'S SAYS WASTE MANAGEMENT OF FLORIDA.

>> THAT'S JUST THROUGHOUT THE REST OF THE AGREEMENT WE'RE REFERRING TO WASTE MANAGEMENT, INC. OF FLORIDA.

>> YOU'RE SAYING THAT'S CORRECT.

>>> CORRECT. >> WASTE MANAGEMENT, INC. IS THE CORPORATE ENTITY IN HOUSTON TEXAS THERE'S 17 AREAS AND EACH AREA IS SUBSIDIARYY WITH THEIR OWN CORPORATE PRESIDENT IN THE STATE SO . . .

>> OKAY.

>> HE FLASHED THE LIGHT LIKE THEY COULD NOT HEAR.

EVERYBODY HAS MICROPHONE ON. SORRY MY LOOK WAS NOT OH, HE SAID PULL THE MICROPHONE TOWARDS YOUR MOUTH.

MY CONFUSED LOOK WAS NOT BASED ON YOUR COMMENT.

SO I APOLOGIZE FOR THAT. >> RECOMMEND CONSENT.

[4.  Eighth Renewal and Modification to Agreement #2000/2001-164 with Scibal Associates, Inc. for Claims Administration Services - Workers' Compensation (J. Bethelmy)]

>> I WOULD AGREE. >> THANK YOU VERY MUCH.

>> THANK YOU. >> ITEM NUMBER FOUR, EIGHT PBL RENEURAL. MODIFICATION AGREEMENT.

2,000. WE'RE GOING WAY BACK IN THE FILES. 200-2001-164 S CI BAL ASSOCIATES FOR CLAIMS ADMINISTRATION SERVICES

WORKERS COMP. >> THIS WORKERS' COMP ADMINISTRATION IS TYPICALLY EXEMPT FROM THE PURCHASING POLICY. WHAT ZONE IN THE PAST IS WE GO OUT, ASK FOR A QUOTE FROM DIFFERENT ENTITIES TO SEE HOW WE'VE XAIRD WITH THIS CURRENT VENDOR AND THEY HAVE ALWAYS PROVEN TO BE THE LOWEST PRICED VENDOR THAT WE V SO WE DO HAVE A LONGER TERM RELATIONSHIP WITH THEM.

AND IN TERMS OF THE THINGS THAT THEY DO FOR US.

THEY DO ALL THE CLAIMS AD ADJUSTMENT FOR WORKERS' COMP.

OUR WORKERS' COMP PROGRAM COVERS BCC AND OTHER CONSTITUTIONAL OFFICES. 1400 PLUS MEMBERS.

SO THEY WORK THROUGH SUBROGATION.

THAT'S MONEY COMING BACK TO THE COUNTY TO REIMBURSE US.

AND WE DO UTILIZE OUTSIDE COUNSEL FOR LITIGATION OF SO.

CLAIMS AND THEY DO A CERTAIN LEVEL OF STAGE REPORTING FOR US. SO THE ONE-ON-ONE CONTACT WITH THE INJURED STAFF MEMBER, THEY SCORED NATE CARE.

STUFF LIKE THAT. IT'S A WIDE RANGE OF SERVICES

THEY COVER FOR US. >> AND WORKERS' COMP IS THE TYPE OF RELATIONSHIP THAT YOU BENEFIT FROM A LONGER TERM BENEFIT WHEN WE'VE BEEN AWARE OF ANY CONCERNS FROM THE MEMBERS WE CAN EASILY GET WITH OUR VENDOR AND WORK THROUGH THOSE AND THOSE HAVE BEEN CORRECTED OVER -- SO WE DON'T TYPICALLY HAVE A LOT OF ISSUES WITH OUR CURRENT VENDOR.

LAST YEAR, WE HAD AN EXHIBIT THAT WAS ATTACHED TO THE AGREEMENT AND THAT COVERED MULTIPLE YEARS.

AND THE CURRENT YEAR WE'RE SEEKING AN EXTENSION FOR IS PRENEGOTIATED AS OF LAST YEAR. SO THE RATE IS LOCKED N AND DUE TO COVID WE HAVE HAD A LOT OF REPORT CASES EVEN THROUGH THAT, MAYBE NOT A LOT OF MEDICAL XAISS BUT A LOT OF REPORTING. SO THE BENEFIT IS HAVING THE LOCKED IN RATES EVEN WITH INCREASED CASES AND CLAIMS THAT WE HAVE A CERTAIN MAXIMUM THAT WE WOULD NOT EXCEED AND THAT'S THE BENEFIT TO THE COUNTY FOR THE NEXT YEAR AS

[00:10:03]

WELL. >> OKAY.

QUESTIONS? >> NO QUESTIONS.

>> CONSENT. >> CONSENT.

>> I WOULD AGREE. >> THANK YOU.

[5.  Second Extension and Amendment to Agreement #2017/2018-43 with Kraus Associates, Inc. d/b/a AK Associates for 911 Maintenance Services (D. Hane)]

SGL. >> ITEM FIVE SECOND EXTENSION AND AMENDMENT TO AGREEMENT 2017/2018-43 WITH KRAUS ASSOCIATES, INC. DBAAK ASSOCIATES FOR 911 MAINTENANCE SERVICES.

>> GOOD AFTERNOON, >> DEAN HAIN COUNTY 91 IS COORDINATOR AND PUBLIC SAFETY COORDINATOR SWREXT BEFORE YOU EXTENSION FINAL EXTENSION FOR MAINTENANCE AND SUPPORT SERVICES FROM AK ASSOCIATES FOR OUR 911 TELEPHONE SYSTEMS. MEANING, AT THE SCHAEFER'S OFFICE.

AT THE EOC, CCFR, GREENE COVE SPRINGS POLICE DEPARTMENT, AND ORANGE PARK POLICE DEPARTMENT. WE HAVE A QUOTE INTEREST THEM THAT IS ACTUALLY A WHOOPING $250 DISCOUNT YOU FROM THE PRICE SCHEDULE. I GUESS WE'RE HAPPY ABOUT T THAT. MAYBE THEY GAVE US A GOOD-GUY DISKOUVRNLT I DON'T KNOW. BUT IN MY SHORT TIME HERE I NOTICED THEY HAVE BEEN A SUPER GOOD PARTNER.

THEY FULFILL THEIR OBLIGATIONS TO US.

AND THEIR ON CALL HAD A CHAT WITH THEM SATURDAY KNIGHT, FOR INSTANCE, IMMEDIATE RESPONSE IMMEDIATE REPAIR AND IMMEDIATE FOLLOW UP. SO I THINK YOU KNOW FROM WRITE SIT, ANYWAY IT'S EXCEPTIONAL VALUE FOR US.

>>. >> QUESTIONS.

>> YES, GIVE ME AN IDEA YOU'RE TALKING WHEN YOU TALK MAINTENANCE HARDWARE AND SOFTWARE.

>> YEAH AND TROUBLESHOOTING. WE HAVE A LITTLE OLDER PLATFORM THAT OUR 911 SYSTEM IS ON MEANING AN LOG RATHER THAN IP OR SIT BASED. SO WE HAVE TO DO A VARIETY OF VOICE CONVERSIONS FROM AN LOG TO DIGITAL.

AAND IN THOSE INSTANCES, WE HAVE A TEND EPSY TO HAVE AUDIO PROBLEMS. AND SO WE HAVE TO TROUBLESHOOT THAT. THESE GUYS DO TROUBLESHOOT THAT FOR US OR OUR CALL TEARS AND DISPATCHERS CAN ACTUALLY UNDERSTAND WHAT THE CALLERS ARE SAYING AND UNDERSTAND WHAT THE CALLERS ARE UNDERSTAND WHAT OUR PEOPLE ARE TELLINGING THEM. WE USED THEM TO DO HARDWARE UPGRADES. HARDWARE UP GRAIDZ WERE AT NO COST UNDER OUR PREMIERE PLAN. THEIR LABOR WAS NO COST.

WE CERTAINLY HAD TO PAY FOR LABOR ITSELF.

BUT SOP, FOR INSTANCE, YOU KNOW SATURDAY NIGHT ONE OF THE TELEPHONE SYSTEM 9 THE 11 PROVIDERS COM TECH HAD A CIRCUMSTANCE IIT DOWN AND SEATTLE AND OUR FOLKS AT CCFR WERE NOT GETTING WHAT'S CALLED ANY ALLEY AUTOMATIC NUMBER IDENTIFICATION OR AUTOMATIC LOCATION IDENTIFICATION AND SO THESE GUYS HERE OPENED UP A TICKET WITH CONTACT AND GOT IT SORTED OUT WITHIN MINUTE AND GOT OUR FOLKS UP ONLINE PRETTY QUICK. SO, AGAIN, VERY RESPONSIVE.

EXCELLENT SERVICE. I SEEM TO HAVE A GOOD RAPPORT WITH THEM AND I THINK IT'S A GREAT VALUE.

>> RECOMMEND CONSENT. >> I WOULD WOULD AGREE.

>> NEXT YEAR WE HAVE TO GO OUT TO BID DO DO WE HAVE TO BID

THE WHOLE SYSTEM OR JUST -- >> WE HAVE TO BID THE MAINTENANCE NOT THE HARDWARE OR THE SOFTWARE BUT THIS IS A

MAINTENANCE CON BONE ENTER. >> OKAY SO WELL WOULD IT MAKE SENSE AT THAT TIME THAT -- TA TO TRANSFER FROM OVER TO APP

LOG TO DAMAGE TALL. >> I THINK WE'RE PROBABLY NOT READY FOR IT NEXT YEAR. AS IT PERTAINS TO THE NEW PROJECT OF CO-LOCATING 911 AND DISPATCHING WITH SHERIFF OFFICE AND NEW BUILDING IN FLEMMING ISLAND WE'RE LOOKING AT THAT RIGHT NOW CONVERSION TO WHAT'S CALLED ESI, EMERGENCY SERVICES NETWORK. AND WE -- WE NEED TO GET.

THERE. >> OKAY.

>> SO WE'RE NOT THERE YET. BUT WE GOT A PLAN, A PATH, AND SORT OUT THOSE COSTS AND FWHARS IT LOOKS LIKE IN THE

END AND HOW TO GET THERE. >> OKAY I'M SURE YOU'LL KEEP US POSTED. YES, MA'AM.

>> THANK YOU. >> HAVE A GOOD DAY.

>> WE THINK THE THAT ON CONSENT AS WELL.

[6.  Budget Resolution and First Modification to Agreement #2019/2020-111 Regarding Lazy Acres Road Flood Mitigation Contract B0071 with the Florida Division of Emergency Management (M. Mosley/J. Ward)]

GOOD AFTERNOON, TAG TEAM HERE. >> YES.

GOOD AFTERNOON. THIS IS A MODIFICATION TO THE TOTAL PROJECT BUDGET AND SCOPE OF WORK FOR THIS AGREEMENT.

AND JOHN DIRECTOR OF EMERGENCY MANAGEMENT IS EXPERT ON THIS SO I'LL LET HIM DESCRIBE THE MODIFICATION.

>> SO JOHN WARD DIRECTOR OF EMERGENCY MANAGEMENT.

THIS IS ONE OF OUR RESIDENTS ON BLACK CREEK THAT GOT FLOOD MITIGATION AAPPS GRANT DURING THEIR PROGRAM WLEKT THEY WERE ORIGINALLY APPROVED TO ELEVATE THEIR HOME WHILE THEY WERE GETTING READY TO ELEVATE THEIR HOME THEY FOUND THAT THE HOME WAS ACTUALLY BUILT ON TOP OF OR ELEVATED OVER THE SEPTIC SYSTEM AND DRAIN FIELD WHICH IS I'LL DEFER TO MY BUILDING

[00:15:03]

THAT WAS OUTSIDE OF THE SCOPE OF WORK FOR THIS PROJECT.

SO WE HAD TO GO BACK THROUGH FEMA TO GET APPROVAL FOR THAT AND THE INCREASED COST IS WHAT IT COST TO MOVE THE HOME OVER 40 FEET AND THEN REELEVATE IT AND IT'S TAKEN I THINK ABOUT 7 MONTHS FOR FEMA TO APPROVE THIS.

SO THE RESIDENTS ARE EXCITED TO GET CONTINUING WITH THEIR

PROJECT. >> YES.

DEFINITELY. QUESTIONS?

>> JUST I HAD ISSUES WHICH WERE CLARIFIED EARLIER.

THE COMPLETION THIS PROJECT IS APRIL.

ARE THEY GOING TO MAKE APRIL. >> YES, SIR.

THEY HAD ALREADY HAD IT MOVED PERFECT THEY WERE TOLD TO S STOP. SO REALLY IT'S JUST SETTING THE ELEVATION NOW, SECURING IT UP AND THEN HOOKING UP THE UL UTILITIES WE HAD TO GET APPROVAL TO THE FOUR THE UTILITIES IT SHOULD BE NO PROBLEM TO GET IT DONE

BEGINNING OF NEW YEAR. >> I VISITED THE SITE AND THEY DID ALVAIT THE HOME UP 20 OR 25 FEET SO IT'S WAY UP THERE

NOW SO THANK YOU. >> CONSENT.

[7.  First Amendment to Agreement #2019/2020-112 with Stephen A. Williams Regarding Flood Mitigation Assistance at 4055 Lazy Acres Road (M. Mosley/J. Ward)]

>> CONSENT. >> I WOULD AGREE.

>> AND THEN ITEM NUMBER 7 FIRST AMENDMENT TO AGREEMENT 20 19/2020-112 IT WITH STEPHEN A. WILLIAMS REGARDING FLOOD MITIGATION ASSISTANCE AT 4055 LAZY ACRES SGLOD YES THIS IS RELATED TO THE PREVIOUS AAGENDA ITEM.

THIS IS THE COUNTY'S AGREEMENT WITH THE PROPERTY OWNER.

SO THIS INCLUDES THE NEW PROJECT FOTAL AS WAS THE AMEND NLT TO THE SCOPE OF WORK. AND JUST ONE NOTE THERE IS A ONE TYPO IN THE AAGENDA MEMO STEPHEN M. WILLIAMS IS PROPERTY OWNER AND THAT IS CORRECT IN THE FACTUAL AGREEMENT THAT WE'LL GO TO THE BOARD FOR EXECUTION.

THAT. WAS JUST A MEMO TYPO. >> OKAY.

AND THAT WAS ONE OF MY ISSUES. THERE WAS A STEPHEN A.

WILLIAMS AND STEPHEN M. WILLIAMS AND WILLIAMS IS A COMMON NAME THERE COULD HAVE BEEN A. OR M. WHICH IS

CORRECTING. >> M.

>> SO WE WANT TO CORRECT THAT. RECOMMEND CONSENT.

>> I WOULD AGREE. >> THANK YOU.

>> ALL RIGHT. MR. COUNTY MANAGER.

>> YES, MA'AM. JUST I WOULD PENDING ANY QUESTIONS AS WE HAVE A FOLLOW ON WORKSHOP CIP AND ARPA FT.

BOARD HAS ANY QUESTIONS WE CAN MOVE ON TO THAT.

>> I WOULD LIKE TO ACKNOWLEDGE CONSTITUTIONAL OFFICERS SHIVER AND COMPTROLLERS TERRY GREEN ANYTHING YOU NEED FOR FINANCE AND AUDIT WE'RE NOT SOUP DEJOUR TODAY.

IT'S NICE TO HAVE AUDIENCE.

>>

* This transcript was compiled from uncorrected Closed Captioning.