There were no revisions to the Agenda.

Minutes from the October 2, 2019 Law Firm Interviews.

Deputy Clerk to the Board recommends the BOCC approve the Minutes from the October 2, 2019 Law Firm Interviews.

Minutes from the October 4, 2019 Attorney Interviews.

Deputy Clerk to the Board recommends the BOCC approve the Minutes from the October 4, 2019 Attorney Interviews.

Minutes from the November 12, 2019 Fire Rescue Workshop

Deputy Clerk to the Board recommends the BOCC approve the Minutes from the November 12, 2019 Fire Rescue Workshop.

Minutes from the November 26, 2019 Regular Session.

Deputy Clerk to the Board recommends the BOCC approve the Minutes from the November 26, 2019 Regular Session.

Warrants list 2019-23 in the amount of $2,281,169.02.

Recommend that the BOCC approve Warrants list 2019-23 and any additional warrants. Attached is a detailed report of the expenditures.

the Consent to Assign the Disaster Recovery Consultant Services Agreement from DMS to ICF, and authorize the Chairman to execute the Amendment to the Agreement under the same terms and conditions as stated in RFP 2017-22.

On November 9, 2017 Okeechobee County entered into an agreement with David M. Shapiro Disaster Planning and Recovery Consultants, Inc (DMS) for services related to advisory, assistance, coordination, mitigation, resolve disputes and ensure full funding reimbursement from FEMA and FDEM due to a natural or man-made disaster as defined in RFP 2017-22.

The term of said Agreement is three (3) years, beginning November 9, 2017 and ending November 8, 2020, and may be renewed for up to two (2) additional one-year terms upon agreement of both parties, with the total term not to exceed five (5) years.

On October 16, 2019, County Staff received a letter from ICF stating DMS has consolidated with ICF and assigned all assets and operations to ICF. ICF is requesting the County to Consent to Assign Contract Agreement as stated in Section 9 (f), Personal Nature of Agreement; Assignment from DMS to ICF under the same terms and conditions as defined in RFP 2017-22.

The County Administrator has reviewed the Consent to Assign Contract Agreement request by ICF and request the Board approve the Consent to Assign said Agreement and authorize the Chairman to execute the Amendment to the Agreement, under the same terms and conditions as defined in RFP 2017-22.

and authorize the Chairman to execute and initial the National Crime Statistics Exchange (NCS-X) Standard Conditions form as required prior to receipt of federal pass-through funding from the Florida Department of Law Enforcement

The National Crime Statistics Exchange (NCS-X) has identified 31 agencies as eligible to receive grant funds to assist with the transition to the National Incident-Based Reporting System (NIBRS). 

The Bureau of Justice Statistics (BJS) mandates that Florida Department of Law Enforcement (FDLE) assist all NCS-X agencies to submit incident-based data to the NIBRS repository by January 1, 2021.  FDLE is working towards implementing the Florida Incident-Based Reporting System (FIBRS) repository to collect and store properly submitted data.  This process will help ensure that Florida will be in compliance with the NCS-X program goals. 

The approval and signing of the attestation and certification is the first step to ensure Okeechobee County Sheriff's Office will obtain the funding assistance necessary to move forward in this transition.

and authorize the Chairman to execute this Standard Rate Agreement relative to the Older American's Act grant (OAA) and Community Services Block Grant (CSBG) between Okeechobee County and the Okeechobee County Sheriff's Office for food services for a one-year contract period from January 1, 2020 through December 31, 2020 at a cost not to exceed  $162,000.00.

The Older Americans Act (OAA) grant is renewed annually through the Area Agency on Aging of the Palm Beach/Treasure Coast, Inc., and the Community Services Block Grant (CSBG) renews annually through an Inter-local agreement with St. Lucie County.

Both grants provide funding to assist frail, elderly residents of Okeechobee County age 60 and above with services that enable them to remain in their homes and avoid institutionalization.

The Okeechobee County Sheriff's Office is the vendor for the hot home-delivered and congregate meals served through these grants.

The cost of this contract increased again this year as a result of the Sheriff’s Office expressed need to increase the per meal cost from $2.20 to $2.70 per meal. This contract is being put in place for a one-year term.

It should be noted that the Okeechobee County Procurement Policy provides for an exemption to the normal procurement procedure for this contract because it is with a “governmental/other public entity,” (Okeechobee County Procurement Policy, Section XI, 1.). This contract is therefore exempt from the competitive bidding requirements set forth in the County procurement policy.

The Senior Services Program Manager recommends that the board authorize the Chairman to execute the 2020 Standard Rate Agreement with the Okeechobee County Sheriff's Office for food services for the contract year January 1, 2020 through December 31, 2020.

County Administrator recommends approval.

a Proclamation to the Law Office of Cassels & McCall on their retirement as County Attorney.

It is with great honor that Okeechobee County recognize the retirement of Mr. John Cassels and Ms. Laura McCall of The Law Office of Cassels & McCall for their long and distinguished career in the legal field. They have been the County Attorney for Okeechobee County since October 25, 1990 dedicated 29 years of legal services to the County.

Throughout their tenure as County Attorney, they both have faithfully, thoroughly and expertly fulfilled their roles in legal representation and have seen many changes over the years in growth development, government guidelines, and paved the way for the next generation.

The Board of County Commission extends its sincere  gratitude for the professional, loyal and selfless efforts of Mr. John Cassels and Ms. Laura McCall.

Ms. Cassels and Ms. McCall will be present to accept the Proclamation.

County Administrator recommends presentation of the Proclamation.

Conducted a public hearing and received comments from interested parties in reference to the use of the  Uniform Method for levy, collection, and enforcement of non ad valorem assessments.

Resolution 2019-__ authorizing the use of the Uniform Method levy, collection, and enforcement of non ad valorem assessments beginning with the FY20-21.

Section 197.3632, Florida Statutes, provides that a public hearing must be held prior to the end of the year for the County to be able to consider placing special assessments on the tax roll for the following fiscal year.  Approval of the attached Resolution does not obligate the County to adopt any particular assessment but merely preserves the right to do so.

County Administrator recommends approval of this Resolution which leaves all available funding options at the Board's disposal should the need arise.

comments from Ms. Terry Martin regarding the need for a spay/neuter program in Okeechobee County and provide direction to staff regarding same.

Ms. Terry Martin has requested to appear before the Board to discuss the need for a spay/neuter program in Okeechobee County.

Ms. Terry Martin will be present, along with Ms. Barbie Moline of N.A.L.A. and Ms. Barbara Birdsey of Pegasus.

In addition, the Sheriff has been notified of the agenda item and provided an opportunity to be present.

County Administrator recommends receiving comments from Ms. Terry Martin.

a fee waiver request from Shirlean Graham, Ladies of Elegance President, to use the Douglas Brown Community Center on January 18, 2020 for the Martin Luther King (MLK) Banquet.

Ms. Shirlean Graham, President of The Ladies of Elegance, is requesting a fee waiver for use of the Douglas Brown Community Center on Saturday, January 18, 2020 for their MLK Banquet. This banquet was previously hosted by the Okeechobee Community Improvement Association (OCIA) which is no longer active.  The Ladies of Elegance would like to continue the tradition for the community. The Ladies of Elegance emerged from members of the OCIA as a community based organization focused on education and providing scholarships for high school seniors.

Staff has reserved this date as requested tentative on Board approval to waive rental fee.

The estimated cost to the County is in the amount of $200.00 (facility use fee). 

County Administrator recommends approving the fee waiver request for the use of the Douglas Brown Community Center on January 18, 2020 for the MLK Banquet as it is a free event provided for the benefit of the Community to promote cultural history.

a revision to Administrative Regulation No. 8.01 addressing the rental concerns and issues related to C. Scott Driver with additional guidelines being added to our current rental agreements to enhance current restrictions of alcohol use at facilities

During the November 7, 2019 meeting of the Board of County Commissioners, a request was made for further review and discuss issues related to misuse of the C. Scott Driver facility including alcohol at private events. Specific information requested, included a review of inappropriate use and/or damage from the facility, a review of the current fees to rent the facility, and the inclusion of additional guidelines relating to alcohol use at the facility.

A review of work orders and held refunds at the facility revealed ten (10) rental dates between March 2019 and the present time, in which refunds were held from the facility.  This included five (5) incidents where alcohol use had been noted, three (3) incidents in which the renter failed to clean, causing excess custodial time at the facility, four (4) incidents of minor property damage, and one (1) incident of major property damage exceeding $500 (lamp post).  These incidents were the result of both private rentals and fishing tournament rentals.

A recommendation to increase the daily rate and deposit at C. Scott Driver to $500 for a full day rental and $500 security deposit.  This recommendation is based on several factors including the size of the facility, the location, the annual cost to maintain the facility, and the available amenities.  This recommendation addresses the need to improve the amount of deposit for minor damages and cleaning costs incurred at the facility while still making the facility accessible for rental by the general public. 

Additionally, a recommendation to amend the Special Event Rate Schedule is included in the revised Administrative Regulation in the following ways:

1. The requirement for the renter to obtain a General Liability Insurance policy for $1,000,000 with the county named as additional insured has been added for all special event levels.

2. Any event expecting 1,000 or more participants will be required to provide Extra Duty Sheriff Deputies (number determined by the Sheriff based on the size and impact of the event).

3. The fee for a Level 4 event is raised to $1,000.00.

4. Request to serve or sell alcohol includes requirement of a Liquor Liability Insurance Policy and renter is required to provide Extra Duty Sheriff Deputies (number determined by the Sheriff based on the size and impact of the event).

County Administrator recommends the Board of County Commissioners approve the revised Administrative Regulation No. 8.01 addressing the rental concerns and issues of C. Scott Driver with additional guidelines being added to our current rental agreements to enhance current restrictions of alcohol use at facilities.

a quarterly report and update provided by the Community Services Director and schedule a discussion to obtain direction from the BOCC for the Parks and Recreation Department.             

Requested by the Deputy County Administrator, the Community Services Director is providing a department update of projects within the department from August through November 2019.  This is intended as the first review to be presented on a quarterly basis.

1. Parks and Recreation:

The focus of the parks and recreation department has been to gather information, input from the community, analyze utilization data and more to address problematic areas and develop a strategic plan for the department moving forward.

A review of major projects is attached including:

·              RecDesk reservation and league management system

·              Implementation of weekly department meetings

·              Renovations of Douglas Brown Community Center and Willie Alderman restrooms

·              Repairs and upgrades at the pool

·              Coordinations and partnerships with other county departments for future facilities, and wellness programs

·              New competitive tennis programs and programming at the pool

·              Removal of the racquetball courts

·              Additional security measures at the practice fields

·              Developing a feeling of empowerment and innovation with staff.

2. Other Community Services Areas

·              Submittal of Department of Agriculture Grant for $750,000

·              Finalization of 2017 Department of Agriculture Grant

·              Initiating partnerships with the Library and other community groups

·              Coordinating with upcoming census count

·              Began work with Heartland Continuum of Care

·              Participated in United Way Allocations Team

·              Worked with Matt Dorriety on Archery Guidelines and Facility Sponsorship Guidelines.

·              Met UF District Director Anita Neal during Lauren’s 3 year UF Review

·              Participated in the County Safety Committee Meeting

3. Continuing Education and Professional Development

·              Attended Florida Law Enforcement PIO Annual Conference

·              Attended FEMA trainings: G290, G291

·              Attended Okeechobee County PIO Networking meeting

·              Completed multiple FEMA Independent Study Courses in preparation for Advanced PIO Training.

·              Encouraged Parks and Recreation employees to pursue further education and certifications including NRPA Parks and Recreation Professional Certification (Tiffany) and completion of Bachelor’s Degree (Terra).  Spoke with other department heads about encouraging staff to pursue certifications and higher education.

4. Upcoming Parks and Recreation Programs and Projects

·              Half day in the park program for 2020

·              Track and Field event on 12/13/19

·              Security measures in park facilities

·              Paving of the West parking lot at the sports complex

·              Scheduled renovations to the score tower

·              Re-opening of the Douglas Brown Community Center

·              Additional Utilization Reviews in park facilities

·              Request for Parks and Recreation Workshop to gain direction of the future of the department.

County Administrator recommends the Board of County Commissioners schedule a discussion to provide direction to the Parks and Recreation Department.

and authorize the Chairman to execute a Letter of Agreement with the Agency for Health Care Administration (AHCA) to participate in the Public Emergency Medical Transportation (PEMT) for the Medicaid Managed Care Option (MCO); and authorize Budget Transfer #20-22 in the amount of $71,978.00, from the EMS reserves to provide for the Intergovernmental Transfers (IGT's) of funds required by this program.  

Okeechobee County Fire Rescue  (OCFR) provides ambulance transportation services to all residents and visitors of Okeechobee County. Many of those receiving this service are covered by various Medicaid coverage plans. One of which is identified as the Managed Care Option (MCO).

Prior to July 1, 2019, OCFR was not able to recover any fees that were charged above what the MCO allowed. However, the Florida Senate passed Senate Bill 2500 that provided a budget and process to recover these funds. The program does  require a Intergovernmental Transfer of Funds (IGT) from the County to the State of Florida, Agency for Health Care Administration (AHCA).  It should be noted that this is a separate program from the PEMT program that covers the fee for services side of Medicaid. The County already participates in that program.

Based on the information received, the County will need to provide a IGT in the amount of $71,977.72. The program information projects that the County will receive an additional reimbursement of $114,831.87 along with a return of the original IGT of $71,977.72, for a total return on $186,809.56.

As this program details were developed and finalized after the completion of the EMS budget, funds were not budgeted, therefore a budget transfer from EMS reserves in the amount of $71,978.00 would be needed.

Staff recommends that the Board authorize the Chairmen to execute a Letter of Agreement with the Agency for Health Care Administration (AHCA) to participate in the Public Emergency Medical Transportation (PEMT) for the Medicaid Managed Care Option (MCO) and authorize Budget Transfer #20-22 in the amount of $71,978.00, from the EMS reserves to provide for the Intergovernmental Transfers (IGT's) of funds required by this program.

The County Administrator recommends the Chairmen execute a Letter of Agreement with the Agency for Health Care Administration (AHCA) to participate in the Public Emergency Medical Transportation (PEMT) for the Medicaid Managed Care Option (MCO); and recommends authorization of a Budget Transfer #20-22 in the amount of $71,978.00, from the EMS reserves to provide for the Intergovernmental Transfers (IGT's) of funds required by this program.  

Resolution 2019-___ declaring said county owned property as listed in Exhibit A (parcel 1-15-36-35-0040-00140-0380) as surplus and approve bid offer from Raul Medrano and Concepcion Medrano, husband and wife, in the amount of $1,500 for the purchase of said surplus property, as defined by Chapter 125.35 (2) Florida Statutes.

On October 3, 2019, County Staff was contacted by Concepcion (Connie) Medrano in regards to purchasing of a vacant County owned lot from Okeechobee County, which is located at NW 8th Ave, Orange Blossom Ranches, Parcel # 1-15-36-35-0040-00140-0380.

County Staff has researched the possible use and value of said County owned lot and has determined due to insufficient size to be issued a building permit for any type of development or construction the said property serves not useful function to the County and only benefits an adjacent property owner.

According to the Okeechobee County Property Appraisers website, the property has an estimated market value of $2,100 and the lot size is 0.181 of an acre. As defined by Chapter 125.35 (2) said parcel may be sold to an adjacent property owner as a private sale.

As required by Chapter 125.35 (2) Florida Statutes, County Staff has contacted the three adjacent property owners by certified mail to notify them of the private sale of said surplus county property and requested any interested party to submit a sealed bid to the County as defined in Chapter 125.35 (2) Florida Statutes. The three adjacent property owners are as follows:

Concepcion Medrano, Okeechobee, Florida

Erica Castaneda, Ocala, Florida

Aquifer Maintenance & Performance, West Palm Beach, Florida

On October 31, 2019, Okeechobee County received a sealed bid offer of $1,500.00 from Concepcion Medrano. As of November 14, 2019, County Staff has not received any other bid offers, phone calls or correspondence from the other two adjacent property owners.

The County Administrator request the Board to declare said County Owned Property as listed in Exhibit A as surplus and approve the Resolution, as well as approve the Sealed Bid Offer of $1,500 from Concepcion Medrano and Raul Medrano, husband and wife, for the private sale of said County owned property, as defined in Chapter 125.35 (2) Florida Statutes.

the County Administrator's performance evaluation. Based upon evaluation it is recommended to continue  services and it is recommended to give a _____ salary increase based upon performance, effective November 10, 2019.

A summary of the performance evaluation scores by each commissioner by category is incorporated with this agenda item. Included are comments on the Areas of greatest strength or accomplishment and the Areas which need improvement or more focus.  Scores were given on a scale of 1 to 5.  1 Unsatisfactory, 2 Fair, 3 Satisfactory, 4 Superior and 5 Excellent.

The average performance evaluation score is 4.4 (Superior), the prior year score was 4.2 (Superior).

Robbie Chartier was appointed County Administrator November 10, 2011 at a starting salary of $110,000. Over the past eight (8) years there have been five (5) salary increases averaging 3.27% and current salary is $138,831. The County Administrator is responsible and accountable to the Board of County Commissioners to implement the Board's policies and to deliver to the public, services consistent with the priorities and initiatives of the Board of County Commissioners. The County Administrator acts as the chief administrative officer of Okeechobee County government. The County Administrator provides services to both internal and external customers. The primary internal customers of the office include County staff who seek policy and operational advisement, guidance and direction.  The County Administrator provides leadership and direction to County employees in the implementation of programs design to provide for the health, safety and welfare of the public. The County Administrator manages over a $108 million annual budget and employs more than 175 staff members to carry out the operations of the County government. Actions of the County Administrator are developed from the Board of County Commissioners policy direction to manage the operation of County functions to ensure the delivery of cost effective, customer-responsive public services within the available financial resources. The County Administrator must have good interpersonal skills to work with the five Constitutional Officers, City Administrator, OUA Director and the School Superintendent; to ensure the community, as a whole, is working together for the betterment of its citizens.

The major challenges faced by the County Administrator are ongoing and endless in scope as the County continues to strive to be a high performance organization. The major laws that govern and guide the work of the County Administrator can be found in the Florida Constitution, the Laws of Florida and the Florida Statutes, Chapter 125, as well as, the Okeechobee County Code of Ordinances.

It is recommended the BOCC review the evaluation and determine to continue services and determine a salary increase based upon performance with an effective date of November 10, 2019.