Okaloosa County BOCC — September 16, 2014 — Minutes — reading text

Mrs. Fedorak listed the responsibilities of the Purchasing Department and provided statistics on the number of contracts processed, management of P Cards, and inventory assets. she reviewed staffing levels for this department and spoke on the re-establishment of the Contracts and Leased Coordinator position, Key objectives were also provided. Mrs. Fedorak noted they have received input from the Internal Auditor about better ways to do P Card Program, Mr. Steve Czonstka, Niceville, referred to the Tourist Development scandal involving TD Director Mark Bellinger. He asked whether some of the items purchased by Mr. Bellinger were run through the Purchasing Department, if Purchasing policies were changed and what happened to the money when the custom motorcycles were auctioned. Mrs. Fedorak replied many of the items illegally purchased by Mr. Bellinger were auctioned in an effort to recover funds. She said extensive changes were made to policy and the procurement document adds another layer of scrutiny. Mrs. Fedorak stated there is review by the Purchasing Department, the Clerk’s Office and any purchase over $25,000 requires legal review. Mr. Harris said the new process has become an almost onerous oversight. He stated this Board has taken measures to ensure everything that can be done is done. Mr. Harris added that no matter what restrictions you have, a thief will still figure out a way to steal. Mr. Czonstka referred to his position on the Environmental Council and said he was forced to close the bank account and could no longer write checks for Environmental Council events. July 29, 2014 -6- Minute Book 71, Page 175 Okaloosa County Board of County Commissioners He expressed concern about the beach cleaning event set for September. He commented that micromanagement has been taken to excess. Upon inquiry by Mr. Parisot, Mr. Czonstka answered he closed the account because he was told he could not write checks. Mr. Parisot suggested Mr. Czonstka contact Mrs. Fedorak or Mr. Stanford. HUMAN RESOURCES Mrs. Kay Godwin, Human Resources (HR) Director, stated she would like to take this opportunity to address BCC employee salaries. She said the employees’ last performance increase was in FY 2008 and took effect in FY 2009. Mrs. Godwin stated a market adjustment of $1,400 was approved for FY 2014. She expressed concern about the growing wage gap and noted HR is seeing an increase in the job turnover rate. Mrs. Godwin stressed the importance of attracting and retaining qualified employees and asked the Board to consider reinstating the merit increase program. Mrs. Godwin provided bar graphs showing full-time staffing history from 2007 through 2014, as well as the turnover rate from 2009 through 2014. She gave HR Activity facts on number of training hours, number of new hires, number of candidates which failed to pass background checks in the last year, number of employee relation actions, and the number of employees placed on FMLA. Mrs. Godwin remarked the talent pool is changing. VETERANS SERVICES Mrs. Beatrice Love-Moore, Veterans Services Director, reported a slight decrease in the proposed budget for FY 2015. She said a copier is requested for the Fort Walton Beach office, noting they have had the current copier since 2003 and repair parts are no longer available. Mrs. Love-Moore stated Veterans Services is a three-person department and explained the services they provide. She fielded questions from the commissioners regarding assistance to the Tax Collector's and Property Appraiser’s Offices on veterans’ disabilities, assistance from the DAV, and seeking assistance from Congressman Jeff Miller. Mr. Windes polled the commissioners and noted it is the consensus of the Board for Mrs. Love-Moore to get the copier she is requesting. July 29, 2014 -7- Minute Book 71, Page 176 Okaloosa County Board of County Commissioners RECESS - The workshop was recessed at 10:16 a.m. and reconvened at 10:27 a.m. RISK MANAGEMENT Mrs. Godwin reviewed the following slides: e Health Insurance Plan changes from FY 2008 to present e Health premium costs from FY 2008 to present for individual base plan and family base plan e Health premium savings - Pro Share Mr. Parisot referred to Obamacare and said he spoke with Mr. Barnes and the county’s health insurance plan can be classified as a “high bronze” or a “low silver” plan. Mrs. Godwin said she anticipates presenting the Board with the new dental, life, and long-term disability plans for consideration at the next meeting. She said there will be savings for both the county and the employees. Mrs. Godwin said she believes they have over-budgeted this item by about $150,000. Continuing, she said Mr. Parisot asked HR to brief the Board on the Smoke Free Policy, advising that presentation will be set for a September meeting. Mrs. Godwin stated this budget includes a small appropriation of $5,000 for the Wellness Committee. She also remarked the Self- Insurance Reserves are dwindling because they have only budgeted for premiums and not for claims. In an effort to rebuild the reserve fund, Mrs. Godwin stated she has added a $400,000 line item for claims. FACILITIES MAINTENANCE Mr. Don Turner, Facilities Maintenance Director, provided information on the four units within this department: Administrative Services, Custodial Services, Groundskeeper Unit, and Building Maintenance. Mr. Turner’s summary slide provided the following details: e Total FY 2015 department budget is $3,230,683 which reflects a 8.4% increase over the current year’s budget July 29, 2014 -8- Minute Book 71, Page 177 Okaloosa County Board of County Commissioners * The reasons for the budget increase are: addition of three staff positions {one custodian and two new structural staff), substantial list of major projects, market increases in goods and services, and one replacement vehicle Mr. Turner stated he has received a request from the Health Department to provide janitorial services for its facilities. Mr, Parisot asked if the vequest for three additional staff includes staff for the Health Department to which Mr. Turner replied, “Not entirely." He then continued his presentation, saying that he will request two more custodians when the new administrative facility in Shalimar is completed in FY 2016, Mr. Turner stated the Pest Control Specialist position was eliminated a few years ago because of budget cuts. However, the individual who performed that task continued te work as a carpenter. Now that individual will be retiring and there is a need to add that position back. He said the cost to perform pest control internally is less than $40,000 per year and estimated outsourcing of the service at $90,000 or more per year. Mr. Turner once again referred to the appeal from the Health Department for janitorial services for 66,000 square feet and stated that request came after the Facilities Maintenance budget had been prepared. He said the Heaith Department has requested two custodians but he believes the addition of one more custodian will be sufficient. He said the costs, including supplies and equipment, will total $74,000 for the Health Department . Mr. Amunds said he was told the State pays a portion of the Health Department's janitorial service and asked for confirmation the State will continue to allocate funds for service to the county-owned building. Secondly, he asked if Doctor Chapman will be allowed to transfer funds to the Facilities Maintenance Department for these services. Mr. Amunds stated he does not want this to become another unfunded mandate. Mr. Turner replied he will get a Memorandum of Understanding (MOU) from the Health Department. CAPITAL IMPROVEMENT PROJECTS Mr. Turner stated there are 27 project requests for FY 2015. He identified six items for the Corrections Department, two for the duly 29, 2014 -9- Minute Book 71, Page 178 Okaloosa County Board of County Commissioners Crestview Courthouse, three for the Courthouse Annex Extension, two for the State Attorney’s Office, and six at various locations. Mr. Turner also included the following items in his list of 27 project requests: three major project (Shalimar Annex, Sheriff's Shalimar Compound, Crestview Courthouse) ; $400,000 payment to Meigs Trust, and four park projects. One of the items listed for the Crestview Courthouse was replacement of the duress system at a cost of $10,000. Mr. Boyles asked how replacement of the system would interface with the planned new construction at the Courthouse. Mr. Turner replied it will not be a problem, saying they will make sure the system is scaleable for the addition. He explained the judges will have “walk around” devices. Mr. Boyles referred to the items listed for the judicial facilities and asked if they are critical. Mr. Turner replied that he is neutral but the judges felt those items were critical. Mr. Padgett asked if there are other items on here which fall into that category, saying he understood they were priorities Mr. Turner had signed off on. Mr. Turner said he does not weigh the merit of the requests made to him. He added that he supports a safe, secure environment for the judges. Mr. Harris told Mr. Turner he gets paid to make such decisions and the Board expects him to make the call. Mr. Amunds questioned how essential some of the requests were, specifically addressing a request for a $60,000 Public Address system for the Courthouse Annex Extension in Fort Walton Beach. He said “This is the first time we are seeing this and I think it is wrong.” Upon inquiry by Mr. Amunds, Mr. Turner stated the Fire Marshall signed off on the building permits for the building, as well as all other regulatory agencies. He said the new judicial facility was built according to the requirements but this is a re-evaluation of equipment in the facility. Mr. Turner stated they can set off a fire alarm but cannot notify people in the building if there is a shooter and notify them to lock their doors. Mr. Amunds asked if such a system would be put in all county buildings and in the schools. Mr. Turner said it is a highly desired item by court security. Mr. Amunds stated he is not in support of some of these items and regrets they are only now coming to light. He said we must protect every citizen in every building and unless the Board is prepared July 29, 2014 -10- Minute Book 71, Page 179 Okaloosa County Board of County Commissioners to fund it in every building, he believes we are going down the wrong road. Mr. Parisot questioned the proposed $65,000 allocation for a transfer switch and switchgear to provide emergency power to the chiller. He asked why an employee cannot turn the switch. Mr. Parisot felt there should be further discussion on some of these items. Mr. Boyles recommended the commissioners get with Mr, Padgett and Mr. Turner to discuss these requests and return with the list. He questioned the allocation for the transfer switch but did recommend consideration for a notification system in both the new Shalimar building and the Crestview Courthouse. Mr. Turner stated the generator for the Fort Walton Beach facility is not large enough to run everything and will require re-wiring for emergency security. He said the Airports Department has offered Facilities Maintenance a generator for that facility for use with the transfer switch. Mr. Boyles was of the opinion only one of the high price tag items (transfer switch or notification system) should be done this year. Mr. Parisot asked why Airports is replacing its generator if it is serviceable. Mr. Turner said it is being replaced to include another building which was constructed. Extended discussion took place regarding a proposal to replace the roof on the old Crestview Hospital at a cost of $432,000. The discussion included comments on problems with flat roofs and a suggestion tc take a different approach on replacing these types of roofs. Mr. Amunds said one of the purposes of