Feb 04, 2020 Finance and Audit Meeting Agenda

[00:00:08]

>> EVERYONE ON THE COMMIT SEE THE PRESENT.

THE FIRST ITEM OF BUSINESS IS A BUDGET RESOLUTION FOR THE CLAY COUNTY SHERIFF'S OFFICE. ARE YOU GOING THE HELP WAS THAT?

[PUBLIC COMMENTS]

>> I SKIPPED PUBLIC COMMENT. I APOLOGIZE.

>> THANK YOU MA'AM. WE'VE BEEN UP THERE AT TALLAHASSEE. I HOPE EVERYBODY IS GETTING A CHANCE TO CHECK IN ON IT. I'D ALSO LIKE TO ASK Y'ALL TO NOT PUT SO MUCH ON THE CONSENT AGENDA.

A LOT OF FOLKS ARE REALLY WATCH THESE MEETINGS.

BUT I DON'T THINK THEY REALLY WATCH THEM AS MUCH AS THEY DO THE BOARD OF COUNTY COMMISSIONER MEETINGS.

I'D REALLY APPRECIATE IF YOU STARTED NOT PUTTING SO MUCH ON THE CONSENT AGENDA. AND THEN OF COURSE WE NEED TO DO SOMETHING ABOUT THE PIT BULLS AND AGAIN I'M REALLY AGAINST BUILDING AN ANIMAL SHELTER BEFORE WE HAVE A SHELTER FOR HUMAN BEINGS , THE VETS AND ALL OF THAT.

I WAS GLAD TO SEE THE FOLKS IN TALLAHASSEE.

THE BATHROOMS IN THE CAPITOL ARE UNI SEX NOW.

THE COUNTY SHOULD START DOING A LITTLE DIFFERENT WITH THE RESTROOM SITUATION. I'D ASK WE BE ALLOWED TO SPEAK ON THE AGENDA ITEM AT THE TIME OF THE AGENDA BECAUSE THE CITIZENS ARE COMING AND SPENDING THEIR TIME HERE.

A LOT OF THE FOLKS ARE ONLY LOOKING UP THE AGENDA ITEM TO SPEAK ON. SO THE OTHER CITIZENS THEY GO BACK AND WATCH THESE MEETINGS THEY ARE NOT GETTING THE PUBLIC COMMENTS ON THE PARTICULAR AGENDA ITEM IF THEY DON'T UNDERSTAND THE PUBLIC COMMENT TIME.

I ALSO ASK THE CITIZENS TO GO BACK IF THEY WANT TO TO REWATCH THESE ON STREAM VIDEO AT CLAY COUNTY GOV.COM.

AND I'LL FORWARD THAT TIME I THINK THEY GOT THE TIMER STARTED A LITTLE LATE THERE ANY WAY. I'LL GIVE YOU A CARD.

>> THANK YOU. WE APPRECIATE IT.

IS THERE ANYBODY ELSE THAT WOULD LIKE TO ADDRESS THE COMMITTEE? THAT WILL END PUBLIC COMMENT. WE'LL GO TO THE FIRST ITEM WHICH

[1.  Budget Resolution - CCSO JAG Grant]

>> GOOD AFTERNOON. I BRING YOU THE GRANT FOR THE SHERIFF OFFICE FOR THE CLAY COUNTY.

THE GRANT WAS AWARDED TO SHERIFF'S OFFICE IN FISCAL YEAR 18-19 FOR THE TOTAL OF $5,982. AND THE SHERIFF'S DEPARTMENT FUNDS FROM OUR BUDGET BUT HAD TO RETURN AND SPEND PORTION ON SEPTEMBER 30 FOR FLORIDA STATUTES.

SO IN ORDER TO USE THE REMAINING FUNDS THEY HAVE TO -- THEY NEED TO RE-ESTABLISH BUDGET AND GET THOSE FUNDS BACK TO THEM SO THEY CAN GET THE REIMBURSEMENT FROM THE STATE.

>> THANK YOU. >> WHAT'S YOUR PLEASURE ON THAT?

>> CONSENT. >> WE'LL SEND THAT TO THE CONSENT AGENDA. ITEM TWO.

[2.  Event Marketing Grants]

GRANT MARKETING EVENTS. >> GOOD AFTERNOON.

THE TOURIST DEVELOPMENT COUNCIL HAS MADE A RECOMMENDATION TO THE FINANCE AND AUDIT COMMITTEE AND THE BOARD OF DIRECTORS TO AWARD CAL VIED DA $3,370 FOR A REIMBURSABLE EVENT MARKETING GRANT. TO GIVE YOU BACKGROUND.

IT USUALLY HELD IN THE FALL. AND THEY HAVE CHANGED DATES TO THE SPRING. THIS WILL PROBABLY BE THE ONLY TIME THEY GET TWO GRANTS IN THE SAME FISCAL YEAR.

>> VERY GOOD. >> AND THIS COMES ON

RECOMMENDATION FROM THE TDC? >> YES, THEY WENT THROUGH OUR GRANT GUIDELINES AND APPLICATION PROCESS AND THE SCORING.

>> CONSENT. >> WE'LL PUT THAT ON THE CONSENT

[3.  Escheatment Properties - Feb/March 2020]

[4.  Escheatment Properties - April 2020]

[00:05:02]

>> I'LL DO THEM BOTH REAL QUICKLY IF IT'S ALL RIGHT.

WE HAVE OUR NEXT TWO LIST OF ESCHEATMENT PROPERTIES TO GO.

HOPEFULLY THIS WILL GO IN THE MARCH TIME FILM AND THE OTHER APRIL. WE'VE TAKEN A BREAK FROM THESE FOR A WHILE BECAUSE WE WERE WORKING ON THE IRMALLETTERS AND GETTING THOSE FOLKS IN COMPLIANCE.

WE'RE GETTING THAT DOWN TO A DOABLE NUMBER AND LEVEL SO WE'RE

READY TO RAMP THIS BACK UP. >> WE'LL ADD THESE TO THE

CONSENT AGENDA. >> THIS ITEM IS BROUGHT FOR

[5.  RFP #19/20-13, County Emergency Communications Center (Call Center) Consultant]

WE HAD A TEAM OF THREE. WE HAD OUR MIS DIRECTOR DEPUTY CHIEF AND EVALUATOR FROM THE CLAY COUNTY SHERIFF'S OFFICE ON THE COMMIT TEAM. ALL THREE COMMITTEE MEMBERS RANKED MISSION CRITICAL PARTNERS HIGHEST.

SO YOU SEE WE RECEIVED FOUR PROPOSALS AND YOU SEE THE RANKING THERE. WE ASK FOR CONSIDERATION OF THIS ITEM FOR BID AWARD TO MISSION CRITICAL PARTNERS.

THEY ARE ONES THAT DID THE MARION COUNTY STUDY.

THEY HAVE SIMILAR EXPERIENCE. >> MR. COUNTY MANAGER, IS THIS ITEM SOMETHING THAT YOU THINK THE WHOLE BOARD WOULD WANT TO

HEAR? >> YES.

TOP THREE MAYBE PRESENTATIONS FROM TOP THREE NO MORE THAN

THREE MINUTES EACH OR SOMETHING. >> THAT WOULD BE FINE.

>> I'M NOT SURE IF THEY COULD COME TO THE NEXT BOARD MEETING.

WE COULD TRY HAVE IT ARRANGED. >> DID YOU SAY THAT MISSION CRITICAL PARTNERS THAT ALL THREE OF THE PEOPLE RATED THEM NUMBER

ONE? >> CORRECT.

>> SOME OUT OF STATE COMPANIES. I NEED THE LOOK AT THE NORMAL.

>> WE ALSO WANT TO KEEP THIS MOVING QUICKLY SO WE'D LIKE TO BRING THE AGREEMENT TO THE BOARD MEETING FOR CONSIDERATION AS

WELL. >> THEY MAY NOT ALL BE LOCAL IS THE OTHER. IS WHAT I'M BEING TOLD.

AND SO IF IT HAD TO BE AN IN PERSON BRIEF THAT WOULD DELAY US A LITTLE BIT. WE'RE ON A TIGHT TIME LINE MAKE THIS HAPPEN BY MARCH. IF IT WOULD PLEASE THE BOARD, MAYBE WICKED DO A SKYPE. THERE IS ENOUGH OF SPACE BETWEEN THEM. I'M COMFORTABLE WITH MOVING

FORWARD WITH THEM. >> ITEM NUMBER 6, DEPUTY CHIEF

[6.  Advanced Payment - Custom Pumper and Tanker]

WE'RE GOING TO RECEIVE SUBSTANTIAL SAVINGS BY DOING A PREPAYMENT VERSUS OUR STANDARD PURCHASE ORDER PROCESS.

I HAVE HELP FOR ANY QUESTIONS THAT YOU MAY HAVE.

>> THIS IS GO PIECES OF EQUIPMENT.

>> TWO SEPARATE PIECES OF EQUIPMENT.

>> AND BOTH IN YOUR CIP RECOMMENDATION.

>>IC YOU'LL HAVE A BOND AS ASSURANCE IF THEY ARE NOT ABLE

TO PROVIDE THE OTHER VEHICLES. >> YES.

>> SO WE'D HAVE TO ASK FOR WAIVER OF THE PURCHASING POLICY

TO DO THIS AS WELL. >> IN THAT CASE, WE PROBABLY SHOULD PUT IT ON THE AGENDA. WAIVER OF THE PURCHASING POLICY.

>> OK. >> WE'LL PUT THAT ON THE AGENDA AND YOU CAN PRESENT TO THE BOARD.

I THINK WE SHOULD VOTE ON IT WHEN IT'S A WAIVER OF THE POLICY. THANKS.

>> ITEM NUMBER 7 HISTORICAL COURTHOUSE RESTORATION GRANT S.

[7.  Historical Courthouse Restoration Grant from the State of Florida, Department of State]

THAT YOU? >> HAPPY TO BRING TO YOU ANOTHER

[00:10:01]

250,000 FOR RENOVATIONS TO THE HISTORICAL COURTHOUSE.

IT WILL INCLUDE REPAIRING WINDOWS, STUCCO , THE COLUMNS,

CONCRETE WORK. >> ALL NEEDED.

>> YES, MA'AM. AND THERE IS NO MATCH REQUIRED ON THIS. SO WE'RE PLEASED TO HAVE RECEIVED THIS FUNDING AGREEMENT. THIS WAS LINE ITEM FUNDING

THROUGH STATE. >> CONSENT AGENDA?

>> YEAH. >> DIRECTOR OF INFORMATION

[8.  Tenth Amendment to Agreement #09/10-141 with Tracker Software Corporation, Inc.]

BUILDING MAINTENANCE AND PARKS AND RECREATION.

>> AND WE NEED TO DO AN APPROVAL TO WAIVE THE PURCHASING POLICY?

>> BECAUSE OF THE NUMBER YES, MA'AM.

>> THERE IS NOT ANY OTHER OPTION RIGHT?

>> THERE IS OTHER SERVICES OUT THERE AND OTHER OPTIONS.

THE PROBLEM IS THE CONVERSION TIME.

GOING BACK AND GET EAG DATA. WE'RE LOOKING AT A COUPLE OF OTHER VENDORS THAT MAY BE AN ALTERNATE PIECE.

I ASK WE APPROVE AT THIS TIME AND MOVING FORWARD LOOKING AT OTHER SOFTWARES THIS MAY BE AN ADD ON WE CAN MOVE INTO THEIR

SOFTWARE. >> WHAT DO YOU THINK?

>> LET'S PUT IT ON THE AGENDA. >> THANK YOU.

>> DOCUMENT SCANNING SERVICES AGREEMENT.

[9.  Document Scanning Services Agreement with ImageStoreHouse.com, LLC]

>> THIS IS OUR AGREEMENT FOR OUR DOCUMENT SCANNING SERVICES.

THEY PROVIDE THE SERVICES FOR THE BUILDING DEPARTMENT ON AN ONGOING BASIS AND ANY OTHER SCANNING SERVICES WE NEED.

THIS IS THE SAME VENDOR WE'VE HAD IN THE PAST.

SO CONSENT AGENDA. >> YEAH.

[10.  Naming of New Fleming Island Baseball Park on Thunderbolt Road]

>> AND NEPTUNE PARK. I CAN'T WAIT TO HEAR THIS STORY.

>> WE'RE JUST ABOUT DONE WITH CONSTRUCTION ON THE NEW PARK IN FLEMING ISLAND. OUR RESIDENT FACILITIES DEPARTMENT DID SOME RESEARCH. THERE IS SOME INTERESTING HISTORY AROUND THIS AREA WITH THE NAVY IN THE PAST THUNDER BOLT ROAD ITSELF IT WAS RUNWAY AT ONE TIME.

AND NEPTUNE COMES FROM AN AIRPLANE THAT WENT DOWN IN THE FIFTY. THERE IS MORE HISTORY THERE WE THINK WILL TIE THE NAME OF THE PARK TO SOMETHING HISTORICALLY RATHER THAN PICKING SOME ARBITRARY NAME.

WE'D LIKE TO HONOR THE NAVAL HISTORY AND AVIATION THERE.

I WOULD LIKE FOR RICK TO COME TO THE BOARD AND GIVE MORE OF A

PRESENTATION ON THIS STORY. >> I THINK SO TOO.

THAT IS VERY APPROPRIATE. IN SEPTEMBER WE STUDIED THE BIDS

[11.  Professional Architectural Continuing Services Agreement with Bhide & Hall Architects, P.A.]

THIS IS JUST THE CONTRACT I'M PUTTING IN PLACE TO ALLOW US TO

USE THE SERVICES. >> WE'LL NAUGHT ON CONSENT AGENDA. ALL RIGHT.

[12.  Donation of Surplus County Property]

STATE STATUTE ALLOWS THE COUNTY TO DONATE SURPLUS PROPERTY TO A NONPROFIT. WE'VE RECEIVED BY LETTER A REQUEST FROM CITIZEN SUPPORT ORGANIZATION WHICH IS A NONPROFIT WE'VE LOOKED INTO IT. THEY REQUESTED THE BLEACHERS NOT SOLD TO US. WE'VE DONE THIS WITH THIS GROUP.

>> WE'LL PUT THAT ON CONSENT AS WELL.

>> OK. NUMBER 13.

[13.  First Extension to Lease Agreement #2014/2015-103 with LSA Sales, LLC (Knight Boat Ramp)]

THE HISTORY IS THAT IT'S BEEN DAMAGED BY THE HURRICANE AND WHILE WE WORK OUT THE REPAIRS% WITH FEMA AND SUCH, WE NEED TO KEEP IT UNDER MANAGEMENT. AND JON HAMM ILL ON THE HIS LEASE, THE LAST EXTENSION IS UP IN MARCH.

WE CAN'T GO OUT FOR REQUEST FOR PROPOSAL ON THE DAMAGED FACILITY

[00:15:01]

>> CONSENT? >> YES.

>> ITEM 14 IS TIED TO THAT. IT'S THE RECONSTRUCTION OF THE

[14.  Bid #18/19-38, Knight's Marina Pier Reconstruction]

CNH MARINE HAS THE BEST PRICE. SO WE'RE ASKING FOR APPROVAL TO POST INTENT TO AWARD THAT BID TO THESE FOLKS IN THE AMOUNT OF $437,927. THIS INCLUDES ALTERNATE PRICE

FOR COMPOS IT DECKING. >> SO IT WILL BE LIKE THE NEW

DECKING -- YES, MA'AM. >> GOOD.

>> THIS ALSO REQUIRES AN APPROVAL OF A BUDGET RESOLUTION TO ESTABLISH A BUDGET ACCOUNT FOR THESE REPAIRS WHICH INCLUDE FEMA MONEY, STATE MATCH AND SOME OF OUR REPAIRS AND MAINTENANCE

FUNDS. >> PROBABLY A BUDGET ITEM BECAUSE IT'S SUCH A LARGE AMOUNT FOR AWARENESS.

>> ALL RIGHT. BE GLAD TO GET THAT FIXED.

I THINK THAT CONCLUDE ALL OF OUR BUSINESS FOR THE COMMITTEE.

WE'LL ADJOURN AND WE HAVE ANOTHER MEETING FOLLOWING AT

* This transcript was compiled from uncorrected Closed Captioning.