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

these workshops is to gather information on the types of items people want, such as PA systems and elevators, but it is staff's and the Board's responsibility to determine if there is a need. He urged his fellow commissioners to be cautious about. the items listed, saying they are not necessarily the recommendations of staff. Mr. Amunds asked why a $26,000 allocation for a replacement generator for the EMS station on Essex Road is in this budget and not the EMS enterprise fund. Mr. Turner said that is a good question and he does not have an answer. July 29, 2014 -11- Minute Book 71, Page 180 Okaloosa County Board of County Commissioners Mr. Turner gave estimates on the three major capital improvement projects: e Shalimar Annex - $10 Million e Sheriff's compound addition - $1.5 Million e® Crestview Courthouse addition/renovations - $8.5 Million He said this would be a total of $20 Million in long-term debt. Mr. Parisot and Mr. Amunds both stated they think these numbers are low. Mr. Turner replied the design phase is about $27 Million to $28 Million. Mr. Parisot referred to the settlement costs to the Meigs Trust for the Shalimar Annex site and the expenses to demolish the facility and now to rebuild it. Mr. Windes remarked that it is all water under the bridge at this point. Mr. John Hofstad, Public Works Director, came forward to explain the four parks projects. INFORMATION SYSTEMS Mr. Don Vanderhoek, Information Systems Director, stated the mission of the Information Systems Department is to create and maintain an information infrastructure that emphasizes data sharing among departments and integrates county computing and network resources as a Single enterprise. The three divisions in this department are: Systems and Networks, Applications, and Geographic Information Systems. Mr. Vanderhoek used slides and graphs to show the county network, department budgets from FY 2008 to proposed FY 2015, and allocation funds among the three divisions for FY 2015. The total IS proposed budget for the coming year is $2,522,284 and includes the addition of one person. He also said there is no recommendation to replace any PCs this year but will offer that recommendation next fiscal year. Mr. Vanderhoek reported the servers still need replacing, noting that 42 servers are 2008 models or older. Another subject of discussion was the VOIP telephone system. FLEET OPERATIONS Mr. John Vaughn, Fleet Operations Manager, stated a big step has been taken in beginning to replace vehicles. He supported the continuation of buying vehicles and equipment to make the fleet July 29, 2014 -12- Minute Book 71, Page 18] Okaloosa County Board of County Commissioners more efficient. Mr. Vaughn reported 213 vehicles have more than 100,000 miles on them. Charts showing fleet repair/maintenance costs from 2008 to 2014 and the age of the fleet (2007 to project 2015) were displayed. Mr. Vaughn said in November 2013 they experimented with a temporary transfer of an employee from the Road Department to Fleet who does driver training and testing for CDLs. He stated this transfer is working well and would like to make it permanent. He detailed the major accomplishments, key objectives, and performance measures for the department. RECESS - The workshop was recessed at 12:16 p.m. and reconvened at 12:27 p.m. LIBRARY COOPERATIVE Ms. Vicki Stever, Library Cooperative Coordinator, told the Board of the passing of long-time library advocate Flo Lembeck. She then began her presentation, telling the Board there is a $10 return on every dollar invested in the Library Cooperative. Ms. Stever stated there are 555 public libraries in the State of Florida and six of them are in Okaloosa County. She said these centers give a community the ability to transform itself. This past year 46,000 individuals went to the libraries and the librarians answered more than 234,000 questions. Mr. Harris commended Ms. Stever on her presentation. He said there is not a day the parking lot at the Crestview Library is not full. Mr. Parisot stated he fully supports libraries but said he requested a line item budget for the Cooperative but has yet to receive it. He said the burden of support for operation of the libraries could be taken off the taxpayers by requiring library users to pay for library cards. Mr. Parisot expressed concern about a belief that everything in this county should be free. He reiterated he thinks a user fee would be appropriate for the libraries. Mr. Parisot felt a line item budget should be provided to the Board before the Library Cooperative’s budget is approved. Mr. Boyles pointed out there is a local agreement in place. He said libraries provide equal access to everyone. Mr. Boyles stated he supports the Library Cooperative system and called it tremendously valuable. He felt Mr. Parisot should be provided July 29, 2014 -13- Minute Book 71, Page 182 Okaloosa County Board of County Commissioners the information he has requested but did not see a need to place the Library Cooperative budget back on the next workshop agenda. Mr. Amunds agreed the Library Cooperative provides a great service, He suggested Ms. Stever provide Mr. Parisot with a detailed budget and sit down with him to discuss it. Mr. Amunds said if there are any issues, they could be brought to Mr. Padgett'’s attention. He did not feel this item should be returned for discussion on a future agenda. Ms. Steever remarked that she received Mr. Parisot's request at eight o‘clock this morning and did not have time to get the information to him. Mr, Parisot posed questions about the use of the State Aid to Libraries Grant and funding an administrative position. Mr. Windes stated he knows the importance of libraries and believes it is the consensus of the Board not to revisit this item at the next meeting. Ms. Sandra Dreading came forward and told Mr. Parisot he is compaxing apples to oranges when he compares the Shalimar Library with 450 paying patrons and the Crestview Library with it thousands of library users and volunteers. Mr. Steve Czonstka said he applauds Mr. Parisot’s view on economy and understands the hierarchy of Public Safety and Essential Services. He stated he supports and contributes to the libraries and is supportive of user fees, BOARD OF COUNTY COMMISSIONERS Mr. Rick Owen, Administrative Manager, referred to the daunting issues during the ice storm and rain events experienced earlier this year. He said the Board had administrative staff available to answer telephone calls and solve problems. Mr. Owen commended staff on their efforts during those emergency events. In addition to the three administrative staff members, this department has a courier who logs 42 stops per day and about 3,000 miles per month. He advised there are no staff or expenditures increases in the proposed budget and the increase for FY 2015 reflects state mandates. July 29, 2014 o14- Minute Book 71, Page 183 Okaloosa County Board of County Commissioners COUNTY ADMINISTRATOR Mr. Owen stated Roland Sims, in addition to manning the phones, is responsible for the electronic agenda. He stated Kathy Newby is the Public Information Officer and does a good job. Mr. Owen stated one year ago the Board added the position of RESTORE Act Coordinator. Subsequently, he said Mr. Padgett discussed the position further with the commissioners and that task has been rolled into what staff does in the office. Costs have been reduced by eliminating that position. Mr. Owen stated the Administrator also sought and received approval for a Compliance Officer but has now determined it was an “over reach.” He said they have much confidence in the Internal Auditor and the Clerk’s Office. Mr. Owen stated they are back down to four positions and the budget will be reduced by $50,000. Mr. Padgett recommended that $50,000 be moved into Reserves. Mr. Windes extended thanks to Mr. Sims and Mrs. Newby. Mr. Parisot thanked Cathy Cardreon, Sandy Mack, and Mary Carson who work in the County Commissioners’ offices. TENTATIVE MILLAGE RATE DISCUSSION Mr. Padgett stated this discussion and decision can be held at the next workshop and still make the deadline. UPDATES FROM PREVIOUS WORKSHOP Mr. Padgett stated there was conversation regarding FEMA reimbursements. He stated Mr. Hofstad will make a report next week. Mr. Amunds stated he wants to make certain that all support documents are available prior to the meeting, noting the confusion from a speaker coming to the podium with a thumb drive which no one has had prior access to. Mr. Padgett replied there is a policy in place but noted that policy makes no reference to elected officials. Mr. Windes stated elected officials should have some latitude. Mr. Amunds called it a transparency issue. He said if it is an item on the agenda, we need to show the public the information is available. He added it also gives the commissioners time to review and ask questions. Mr. Boyles felt it is a matter of flexibility and the Chairman should make the decision on whether to receive or not receive the information via thumb drive but encouraged speakers to at least have handouts. Mr. Harris stated the rule is to provide the July 29, 2014 -15- Minute Book 71, Page 184 Okaloosa County Board of County Commissioners information two weeks prior to the meeting/workshop. He said it is a matter of protecting the system from viruses. Mr. Harris also agreed the Chairman should have the prerogative on accepting information in this manner. Upon inquiry by Mr. Parisot, Mr. Owen stated the IS Department checks thumb drives on a standalone computer. Mr. Harris stated it is difficult to read the PowerPoint slides on the televisions in the Crestview Chambers. PUBLIC COMMENTS Mr. Steve Czonstka stated there are not many citizens present for these workshops. He referred to the Sheriff's presentation at the last workshop and said the public feels left out when the commissioners are looking at the items on their IPads and there is nothing on the screen for them to see. Mr. Parisot responded all Constitutional Officers’ budgets have been on the website for the last two months. Other issues addressed by Mr. Czonstka were possible increase of the Unincorporated County Parks MSTU millage rate, possible use of gas taxes for stormwater issues and his inability to understand the Sheriff's compensated absence fund and called it a bookkeeping gimmick. Mr. Harris stated no decisions have been made. Mr. Czonstka also noted the centennial of Okaloosa County is next year. He said the Board should think about establishing a museum cooperative. ADJOURNMENT There being nothing further to be discussed, the workshop was adjourned at 1:35 p.m. DON W. HOWARD CHARLES K. WINDES, JR., CHAIRMAN CLERK OF CIRCUIT COURT BOARD OF COUNTY COMMISSIONERS (These minutes were transcribed by Teresa Ward.) July 29, 2014 -16- Minute Book 71, Page 185 Okaloosa County Board of County Commissioners