1999-05-13 Joint WorkshopA
BOARD OF COUNTY COMMISSIONERS
304 NW 2ND STREET
OKEECHOBEE COUNTY, FLORIDA
941-763-6441
941-763-9529 Fax
AGENDA
MAY 13, 1999
CLIF BETTS, JR. - CHAIRMAN
JOHN W. ABNEY, SR. - 1ST VICE CHAIRMAN
GENE WOODS - 2ND VICE CHAIRMAN
CLOIS J. HARVEY
DAVID E. HAZELLIEF
George A. Long John D. Cassels, Jr.
County Administrator County Attorney
TODAY'S INTRA-SESSION EVENTS/MEETINGS:
7:00 p.m. - City/County Workshop - Fire Department Evaluation and
Districting Report Presentation (to be held in
Administration Annex - Hwy. 98)
BUSINESS: CLERK
1. Approval of Minutes: Recommend that the BOCC consider approval
of minutes from the regular session of February 25, 1999.
2. Approval of Minutes: Recommend that the BOCC consider approval
of minutes from the regular session of March 11, 1999 (to be
provided under separate cover).
BUSINESS: COUNTY ADMINISTRATOR
3. 9:05 a.m. Karen Hanawalt - Proclamation - Buckle UpL.
Florida!: Recommend that the BOCC issue a proclamation designating
the week of May 24-31, 1999 as Buckle Up, Florida! Week in
Okeechobee County.
4. 9:05 a.m. Vicki Kilrov - Proclamation - Teen Pregnancy
Prevention Month: Recommend that the BOCC issue a proclamation
designating the month of May, 1999 as Teen Pregnancy Prevention
Month in Okeechobee County.
.s
5. Selection of Proposers to be Considered for Contracts for Legal
Renresentation of Indiqents: Recommend that the BOCC receive the
recommendation of the Selection Committee and confirm the first -
ranked proposer in each category. Also, direct the Selection
Committee to negotiate a contract with each of the successful
proposers.
6. Recruest to Abandon Countv Right-of-Wav (Farmer/Chang) - Request
to Schedule Public Hearing: Recommend that the BOCC review the
request for abandonment of county right-of-way.
Recommend that the BOCC schedule a public hearing on the request
for abandonment of county right-of-way for June 10, 1999 at 9:00
a.m.
7. FDOT Drivewav Permit for RaceTrac Petroleum: Recommend that
the BOCC approve and authorize the County Engineer to execute FDOT
Driveway/Connection applications for the purpose of obtaining FDOT
approval for the construction of a portion of S.E. 15th Avenue at
SR70 upon receipt of a satisfactory Indemnification Agreement from
RaceTrac Petroleum, Inc.
8. N.E. 23rd Wav Road Improvements: Recommend that the BOCC
consider the existing layout of N.E. 23rd Way and provide staff
direction regarding its improvements.
9. FDOT Grant: Speed Enforcement Resolution: Recommend that the
BOCC adopt the Resolution amending the '1998-99 budget, by
appropriating unanticipated FDOT grant revenues for purposes
specified in the related grant application pursuant to Section
129.06(2)(d), F.S.
10. FDOT Grant: DUI Enforcement Resolution: Recommend that the
BOCC adopt the Resolution amending the 1998-99 budget, by
appropriating unanticipated FDOT grant revenues for purposes
specified in the related grant application pursuant to Section
129.06(2)(d), F.S.
11. Animal Control Services Proposal: Recommend that the BOCC
provide further direction to staff regarding development of a
contract with CHD providing for animal control services.
That any such contract become effective on 10/01/99.
12. Review: Identification of Countv Surplus Real Pronertv_:
(Related information to be provided under separate cover).
CONSENT AGENDA
13. Approval of Warrants,: Recommend that the BOCC approve the
warrants list.
14. Budget Adjustment: Recommend that the BOCC approve Budget
Adjustment BT99127 as submitted.
15. LETF Disbursement Request: Recommend that the BOCC authorize
the expenditure of LETF funds in the amount of $2,523.00 for the
purposes set forth in the Sheriff's request(s).
16. Resolution - Florida Heartland REDI, Inc. (FHREDI): Recommend
that the BOCC adopt the Resolution supporting FHREDI's application
for Bureau of Historic Preservation Historical Resources Grant -In -
Aid Special Category Grant.
17. Resolution - Florida Heartland REDI, Inc. (FHREDI): Recommend
that the BOCC adopt the Resolution supporting FHREDI's request that
Governor Jeb Bush appoint Michele M. Roberts to the Jobs and
Education Partnership representing Occupational Deans.
18. Senior Services Alzheimer's Disease Initiative Amendment #002,:
Recommend that the BOCC approve the decrease of the ADI funds by
$5,271 and authorize the Chairman to execute the 1998-99 ADI
Amendment #002.
19. USDA Agreement #IU 901-6: Recommend that the BOCC approve the
revision to change the reimbursement rate from 0.5607 to 0.5539 and
authorize the Chairman's signature on the USDA Rate Agreement #IU
901-6.
20. Revision of Med-Waiver S-oendina Authority: Recommend that the
BOCC approve the new Med-Waiver Spending Authority and recommend
the Chairman of the Board to sign it.
21. Records Disposition Request - Clerk of Circuit Court,:
Recommend that the BOCC approve the attached Records Disposition
Request.
Any person deciding to appeal any decision by the BOCC with respect
to any matter considered at this meeting or hearing will need to
ensure that verbatim record of the proceedings is made and that the
record includes the testimony and evidence upon which the appeal
will be based. County Clerk tapes are for the sole purpose of
backup from official records of the Clerk.
MINUTES OF BOARD OF COUNTY COMMISSIONERS
JOINT WORKSHOP SESSION
MAY 13, 1999
The Board of County Commissioners of Okeechobee County, Florida conducted a joint
workshop session with members of the Okeechobee City Council at 7:00 p.m. on Thursday, May
13, 1999 at the Administrative Annex Building conference room located at 450 North Highway 98,
Okeechobee, Florida.
Chair Betts presided with the following members present: Commissioners Hazellief,
Woods, Abney and Harvey. Also present were: County Administrator George Long, Deputy
County Administrator Robbie Clarke, County Attorney John Cassels, Interim Public Safety
Director Nick Hopkins and Deputy Clerk Debra Lewis.
Members of the Okeechobee City Council were present as follows: Mayor James Kirk and
Councilmen Noel Chandler, Lowery Markham, Robert Oliver and Dowling Watford. Also present
was Okeechobee City Fire Chief Keith Tomey.
Chair Betts called the meeting to order.
County Administrator Long introduced Mr. Tom Siegfried, of Emergency Services
Consulting Group, and announced the workshop session had been scheduled for the purpose
of receiving presentation of fire department evaluations and districting reports and
recommendations relating to fire services.
Mr. Tom Siegfried was recognized. Mr. Siegfried briefly explained the process utilized
by Emergency Services Consulting Group to evaluate emergency services in both the City and
County of Okeechobee. He further conducted review of Survey Objective No. 1: Organization
Overview, Observations and Analysis of County and City services, as a whole.
During review of evaluation results, Mr. Siegfried noted forty-nine (49) recommendations
of Emergency Services Consulting Group as follows:
1. Recommended the county initiate a contract/cooperative agreement with the City
of Okeechobee to provide emergency services to that portion of county territory
located within the expanded city district.
2. Recommended the terms of employment for both fire chiefs should be clearly
defined by written agreement.
3. The proposed written agreement(s) for employment of the fire chief(s) should
include a date of expiration and provide for periodic review of work performance.
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4. Recommended a department historian be designated for both county and city
departments.
5. Recommended the expansion of services to the county in some type of agreement
for automatic -aid or first response, possibly by dispatching city first response
services to all medical calls within the city as well as any expanded district in the
future.
6. Recommended initiation of a Joint Customer Centered Strategic Planning process
with input from local government, members of the departments, business leaders
and their customers served (taxpayers).
7. Recommended that the county relocate its headquarters station from the City of
Okeechobee and make better use of the city's emergency service units.
8. Adopt and display the Code of Ethics for the International Association of Fire Chiefs.
9. Recommended the Okeechobee County Fire Department develop an operational
guideline and policy manual and establish a policy for its periodic review and
revision. Each guideline and policy should indicate official endorsement and the
date of adoption.
10. Recommended both departments conduct regular staff meetings with each meeting
to be conducted from a planned agenda. Each meeting should be documented by
a set of official minutes that are posted for all to read, and which are distributed
adequately.
11. Recommended both departments implement a community survey or customer
satisfaction sampling or feedback process to systematically receive information from
the communities served. This information could then be used to focus the fire
departments' community service programs.
12. Recommended that each department tie their department's goals and objectives to
division performance standards.
13. Recommended Okeechobee County Fire Department establish a process for public
access and a means to protect hard copy files. ,
14. Recommended both departments give periodic reports to elected officials that
involve financial, management and operational information.
15. Recommended the city fire department expand current medical services to the
citizens of the City of Okeechobee by dispatching first responder and assist
transport units on all medical calls.
16. Recommended implementation of hazardous materials planning in addition to
establishing and adopting disaster plans.
17. Recommended both departments organize planning committees composed of
elected officials, management, employees, neighboring agencies and private
citizens. Strategic planning, capital improvement planning and financial planning
should be considered along with other needs that might arise.
18. Recommended that a regular salary survey of departments of similar size, workload
and working conditions be conducted to determine if wages and benefits are being
maintained in a competitive market.
19. Recommended Okeechobee County Fire Department establish and provide
operational guidelines to all members.
20. Recommended a fitness and wellness program be adopted by both agencies.
Mandatory physicals should be given prior to employment and annual physicals
should be conducted on each member- whether paid or volunteer.
21. Recommended both departments implement a three (3) part program directed at the
KSAs of firefighters. This program should take into account the implications of
recently adopted federal regulations that pertain to breathing apparatus, but should
also extend to competency and medical issues. Ideally, the program should include
competency testing, physical testing and medical testing.
22. Recommended that each department establish standards and provide periodic
medical exams in accordance with NFPA recommendations.
23. Recommended the City of Okeechobee Fire Department establish a critical incident
debriefing program and an employee assistance program for the members of the
department.
24. Recommended each fire department establish a safety committee. Regular
meetings should be held in accordance with NFPA recommendations with minutes
of each meeting maintained. The purpose is to develop safety standards, review
safety issues and incident evaluations.
25. Recommended the City of Okeechobee Fire Department change the part-time
administrative position to a full-time position.
26. Recommended both agencies study the feasibility of functionally consolidating
critical administrative functions such as; training, fire prevention, public education,
purchasing and EMS administration. By functionally consolidating these functions
under one (1) organization or the other, duplication can be eliminated.
27. Recommended the county hire three (3) additional firefighters for Station No. 2,
enabling two (2) personnel for each piece of equipment and helping to resolve the
safety issue of responding one (1) person on a piece of apparatus.
28. Recommended all billing and collections be referred to Request for Proposals
(RFP). The formal bidding process would assist the county in locating a company
that is capable of producing a 70%+ collections rate for a significantly, less amount
than that of a full-time employee to provide this service.
29. Recommended the City of Okeechobee develop, and maintain, a capital
improvement and replacement program.
30. Recommended Okeechobee County Fire Department update and maintain their
capital improvement and replacement program. This plan should establish the
schedule and funding for land acquisition, building construction, replacement or
refurbishment of emergency apparatus, major support equipment (SCBA's,
generators, computers, etc.).
31. Recommended each department develop and maintain a plan that would:
Establish the schedule and funding for the physical plan construction needs
and improvements;
Establish the schedule and funding for the replacement or refurbishment of
emergency apparatus; and
Establish the schedule and funding for major support equipment such as
SCBA's, generators, computers, etc.
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32. Recommended cooperation between both agencies be enhanced in order to meet
the minimum numbers required to safely deal with certain risks. Without the
cooperation from each other it is nearly impossible for either agency to mast enough
personnel to deal with the most minimal risk.
33. Recommended adoption of call -answering standards and the evaluation of response
times in order to define standards of coverage.
34. Recommended both agencies adopt response time goals for both fire and EMS
responses.
35. Recommended the City of Okeechobee Fire Department adopt a response protocol
for the city and continue to evaluate responses.
36. Recommended development of a training division. This could be accomplished by
functionally consolidating training with the city.
37. Recommended each agency maintain training records for each employee.
38. Recommended multi -agency drills and training to be conducted between both the
county and city agency, as well as with other agencies in the surrounding area.
39. Recommended the City of Okeechobee Fire Department conduct wildland interface
firefighting training.
40. Recommended a regional approach to training be adopted by each agency.
41. Recommended each agency study the feasibility of functionally consolidating the
fire prevention program, to include inspection, plan review, public education and
public information.
42. Recommended the Central Station be closed, reconstructed and possible relocated.
Two (2) options for relocations are:
Option 1: If plans can be successfully negotiated with the City of Okeechobee
for the City to assume responsibility for the unincorporated ,areas
around the city, the central or headquarters station should be
relocated to a more suitable location north on US Highway 441.
Option 2: If negotiations with the City of Okeechobee prove unsuccessful, then
an appropriate location should be determined somewhere northwest
of its current location.
43. Recommended cooperative efforts between the city and county to provide the
most effective, cost-efficient services to the citizens of Okeechobee County.
Outside of formal consolidation or merger between the two (2) agencies, the
functional consolidation and automatic response efforts would best serve the
residents.
44. Recommended immediate replacement of the 1974 Mack Pumper. The 1983
Chevrolet Attach Pumper is in fair condition. However, with over 75k miles on the
1983 unit, a replacement plan should be developed.
45. Recommended a refurbishment plan for Okeechobee County Fire Station #2. The
facility was found to be in good condition and was determined to be in a good
location.
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46. Recommended the 1984 reserve transport unit be taken out of service. It was
determined its condition and mileage (177k) could prove to be a liability to
Okeechobee County.
47. Recommended Station #3 be closed. It seems to serve no useful purpose presently
other than for storage of equipment and apparatus. The redistricting study will
pinpoint a better location for the future.
48. Recommended both the 1965 Ford pumper and the tanker be scheduled for
replacement. Even though both pieces are in fair to good condition, the age of the
apparatus is the determining cause for replacement.
49. Recommended the 1971 Ford brush truck be scheduled for replacement in the next
two (2) years. The condition of the apparatus is fair and the piece is over twenty-
seven (27) years old.
During review, Mr. Siegfried displayed a map depicting the current locations of county -wide
fire station facilities.
In response to Councilman Watford's inquiry, Mr. Siegfried explained color -coded
representations of response times found on the face of the map.
Commissioner Hazellief commended our local fire departments on the physical fitness
program(s) practiced among member firefighters.
Councilman Chandler requested, and received, clarification from Mr. Siegfried regarding
the recommendation for replacement of the part-time administrative position.
Mr. Siegfried began review of the Redistricting Study portion of his report, noting that
model and budgetary analysis had been included in the packets provided to each Commissioner
and Councilman.
Mr. Siegfried's review included the following items:
1. Current assessment rates
2. Chart of rural and non -rural areas
3. Project description
4. Proposed district locations
5. Plan for financing alternatives
6. Cost / Risk factors
7. Staffing numbers recommended for various -type calls
Mr. Siegfried conducted a detailed review of recommendations for location of Fire Services
Districts One (1) and Two (2) within Okeechobee County. This review included the following:
5
1. Proposed location of Districts One (1) and Two (2) stations
2. Proposed fire suppression response times
3. Proposed number of staff per shift
4. Capital outlay and debt service factors
Commissioner Hazellief initiated discussion with regard to recommended methods of
communicating with the public for a determination of needed service levels.
Mr. Siegfried provided guidelines for implementing various proposed options and shared
concerns for the current system from which Emergency Services Consulting Group had obtained
information for this evaluation.
Mayor Kirk prompted discussion as to whether the collection of a fire service assessment
should fully support fire suppression services.
Councilman Oliver recommended the elected officials of the county may be more aware
of what City and County budgets can afford to fund in the way of fire suppression services.
During discussion with regard to recommended expansion of the city service area,
Councilman Watford pointed out various aspects of evaluation results on which the city and
county must be afforded the opportunity to negotiate.
Mr. Siegfried advised the evaluation had indicated the county and city could probably
handle fire/EMS calls county -wide with the current allocation of employees, given a primary
consideration for cooperative services between agencies.
Interim Public Safety Director Nick Hopkins provided review of the proposed redistricting
and the number of responses for the first six (6) months of fiscal year 1998/99.
Councilman Oliver requested, and received, detail from Interim Public Safety Director
Hopkins regarding the percentage of total calls which represented responses of EMS. Discussion
ensued between members of the Commission and Council with regard to possible cooperative
efforts to address county -wide fire/EMS calls.
Interim Public Safety Director Hopkins provided detail with regard to the approximately two
hundred (200) calls received by the county within the first six (6) months of the current fiscal year.
Mr. Siegfried prompted discussion with his recommendation for the development of an
inter -governmental committee for the purpose of devising proposed plan(s) for integration of
fire/EMS services between the county and city agencies.
C
Chair Betts recommended the chiefs of each agency review Emergency Services
Consulting Group proposals and options for redistricting and submit their recommendations for
future consideration of the Council and Commission.
There being no further business or discussion, the meeting was adjourned.
VI MAI VI I I \VIlGI MOWS 1, WIVI 1\
Board of County Commissioners
Okeechobee County, Florida
7
Clif Betts, Jr.,qhirman
Board o County Commoners
Okeechobee County, Florida
0
Public Notice
There will be a joint workshop session between members of the Okeechobee County
Board of County Commissioners and Okeechobee City Council on Thursday, May 13,
1999 at 7:00 p.m. in the Administration Annex conference room, 458 US Highway 98
North, Okeechobee, Florida for the purpose of receiving presentation of fire evaluation and
districting reports and recommendations relating to fire services.
Any person deciding to appeal any decision made by the board/council with respect to any
matter considered at such meeting will need a record of the proceedings, and that, for such
purpose, he or she will need to ensure that a verbatim record of the proceedings is made,
which record must include the testimony and evidence upon which the appeal is based.
Clif Betts, Chairman
Board of County Commissioners
Sharon Robertson, Clerk
Board of County Commissioners
Publish: Daily Okeechobee News
May 07, 1999
a . The Okeechobee News
P.O. Box 639, Okeechobee, Florida 34973
(941) 763-3134
Published Daily
STATE OF FLORMA _
COUNW OF OKEECHOBEE
Before the undersigned authority personally appeared
Judy Kasten, who on oath says she is Publisher of the Okeechobee
News, a DAILY Newspaper published at Okeechobee, in
Okeechobee County, Florida; that the attached copy of advertise-
ment, being a
in the matter of
n i
l.COW y;j T
in the 19th Judicial District of the Circuit Court of Okeechobee
County, Florida, was published in said newspaper in the issues
of
Affiant further says that the said Okeechobee News is
a newspaper published at Okeechobee, in said Okeechobee
County, Florida, and that said newspaper has heretofore been
published continuously in said Okeechobee County, Florida
each week and has been entered as second class mail matter at
the post office in Okeechobee, in said Okeechobee County,
Florida, for a period of one year next preceding the first
publication of the attached copy of advertisement; and affiant
further says that she has neither paid nor promised any person,
firm or corporation any discount, rebate, commission or refund
for the purpose of securing this advertisement for publication in
the said newspaper.
S o an ubscr:d before me this
day of lQ A.D. 19
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Notary Public, State of Florida at Large *My commission CC716804
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