Okaloosa County BOCC — October 5, 2013 — 7-30-13 budget workshop — reading text

July 30, 2013 Budget Workshop A Budget Workshop of the Okaloosa County Board of County Commissioners was called to order at 8:30 a.m. at the Water & Sewer Administration Building in Fort Walton Beach. Members present were Don Amunds, Chairman; Dave Parisot, Vice Chairman; Wayne Harris; Nathan Boyles, and Kelly Windes. Also present were Gary Stanford, Finance Director, and Dave Skarzynski, Budget Analyst, Clerk's Office; Ernie Padgett, County Administrator; and members of the press. Mr. Parisot asked everyone to stand for a moment of silence in remembrance of the passing of Colonel Bud Day, U.S.A.F., retired. Library Cooperative Ms. Vicki Steevers, Okaloosa County Library Cooperative Coordinator, gave many scenarios of how the libraries help residents from use of computers for research, course study, or to find jobs; to children’s program; to free tax return service for seniors. Ms. Steevers said 70,000 people in the county hold library cards and the Cooperative is a very successful model for the six member cities. Those cities are Crestview, Destin, Fort Walton Beach, Niceville, Mary Esther, and Valparaiso. Ms. Steevers stated libraries are not part of the essential services category, such as roads, but she considers libraries essential because citizens have the right to the information infrastructure which is provided by libraries. She said since 2008, the Board’s allocations to the libraries have been cut by 59%. Ms. Steevers spoke about the increased costs in software licensing and aging computers. Mr. Amunds stated on page 4 there are $14,347 in reserves for 2013 but the proposed budget for FY 2014 shows zero dollars. Ms. Steevers stated she has not yet finished spending, adding she has until the end of this fiscal year to make larger purchases. Mr. Boyles stated he is the liaison to the Library Cooperative. He pointed out the county does not own any libraries but the cities do. He said the cities are under no obligation to allow the unincorporated residents to use those facilities but the July 30, 2013 -l- Minute Book 69, Page 245 Okaloosa County Board of County Commissioners Library Cooperative is a good deal for the county. Mr. Boyles said we should be aware of this good partnership. Mr. Wendell Batey, Crestview, said in the big scope of the budget forecast, an increase in gas taxes and the millage rate will not apply to libraries. He stated that he may not understand the critical need for a Library Coordinator and asked if the $90,000 in personnel allocations could be used to better serve the libraries. Ms. Steevers replied that expenses for personnel are mandated by the State in order to receive state aid. She explained part of that is for shared services and $32,000 is for software fees and licenses, Mr, Parisot noted the county provides a number of in-kind services to the libraries, such as IT technology. He said there is no cost to the libraries for the fiber optic technology. Purchasing Mr. Richard Brannon, Purchasing Director, listed major accomplishments of the department, including working with Eglin Air Force Base on two projects. He noted the department manages 596 contracts and 170 leases with on-line access for county staff and the public. Mr. Brannon stated staff is currently working on 24 bids. Staff was cut from 13 people to five. In 2008, he said the Contracts and Leases position was eliminated. Mr. Brannon said “We are just about under water” and request that position be added back. Mr. Amunds asked if the new procedures by the Board and the Clerk's Office have had a large impact. Mr. Brannon replied there have been impacts not only for Purchasing but all departments. Mr. Parisot felt the cuts from 13 staff members in Purchasing to five was cutting it too thin and said he supports adding a position back. Mr. Boyles said he is hesitant to add the position but understands Mr. Brannon says the position is critical and he will defer to his judgment. Mr. Windes remarked that he has heard complaints from other departments that things are moving too slowly and he supports the position. Human Resources Mrs. Kay Godwin, Human Resources (HR) Director, stated she would like to take a few moments to speak about the employees as a whole. She expressed her confidence in the fact the county has . July 30, 2013 -2- Minute Book 69, Page 246 Okaloosa County Board of County Commissioners some of the hardest working and talented employees who have found ways to do more with less. Mrs. Godwin said the employees have had no pay adjustments in five years. In comparison to the CPI, she said employees have fallen behind by 9.5% and at the same time there has been a 28% increase in health insurance rates. Mrs. Godwin stated that on behalf of the employees she would appreciate the salary adjustment being seen as a priority. Mrs. Godwin stated the HR Department is more than “a smile and a file.” She detailed the multiple functions provided by the department. Because of these many services, Mrs. Godwin said she is not asking for a new position but to restore a position which was deleted last year. She stated like the Purchasing Department, HR was cut too thin and is falling behind. Mr. Batey asked if this is the right venue to speak about retirement contributions. He said in reviewing the proposed budget he sees at least a 30% increase in this area in all departments. Mrs. Godwin explained that the county is a compulsory member of the State retirement system, stressing the county has no say in the increased contribution. She said the State passed along the increase to the counties and it is an unfunded mandate. Mrs. Godwin acknowledged it is a huge increase and also pointed out it did not provide the employees with any increased benefits. Veterans Services Mrs. Beatrice Love-Moore, Director of Veterans Services, stated the duty of the department is to advise, assist and council veterans and their dependents in obtaining maximum benefits from the Department of Veterans Affairs to which they are entitled as a result of military service. The department is staffed by three people. The Crestview office is opened two days a week and the Fort Walton Beach is opened for three days. Mrs. Love-Moore stated the current Veterans Counselor is not accredited and she is asking for funds to allow that individual to become fully accredited. Upon inquiry by Mr. Amunds, the cost for this accreditation is §1,300. Mr. Harris stated this department has been gutted more and more and he believes our county has the largest concentration of veterans in the state. He said the increase is appropriate. Mr. Parisot noted the department staff was cut from six to three, he believes they do a great job and have a good reputation with state organizations. July 30, 2013 -3- Minute Book 69, Page 247 Okaloosa County Board of County Commissioners Mr. Batey stated he is a veteran and appreciates what this office does. He asked if there is a way to reach out to the VFW or American Legion to take over these tasks. Mrs. Moore said the membership in these organizations is quite low and she has found the younger veterans don’t want to do this type work (be veterans service officers). She stated there must be consistency with the individuals who fill these positions. Mr. Parisot added there are also privacy act considerations. Mr. Boyles and Mr. Harris noted there is a tremendous return on the investment with Veterans Services. Risk Management Mrs. Godwin stated this department is responsible for the safety of employees and the conservation of the physical and financial assets of the Board of County Commissioners, Clerk of Courts, Tax Collector, Property Appraiser, and Supervisor of Elections. Major activities include administration of the Self-Insurance Fund which includes general liability, worker’s compensation, auto and property insurance, Employee Benefit Program, contract review, public records requests, and claim management. Mrs. Godwin advised the county is looking for a 10% reduction in health insurance premiums. They also anticipate receiving $2.8 Million from Florida Blue for participation in the ProShare Program. No employee contribution to the health insurance is recommended. She stated the department is holding its own with no request for additional employees. Mr. Parisot said the reason for no employee contribution is because of the ProShare revenue which is based on lower claims. Mrs. Godwin concurred but added the employee is responsible for paying for family coverage, co-pays, and deductibles. Court Services Mrs. Robin Wright, Trial Court Administrator, stated she will briefly address the courts and Pre-trial Services. She explained the Judicial Innovations account is funded by a 25% share of a $65 fee imposed by the state on all court cases. The Chief Judge determines how those revenues are to be used. Mrs. Wright advised the primary focus is on case management. Mr. Amunds stated the Judge Ben Gordon Visitation Center was previously funded through Judicial Innovations. However, last year it was anticipated the Visitation Center would no longer July 30, 2013 -4- Minute Book 69, Page 248 Okaloosa County Board of County Commissioners receive an allocation from that revenue source. Consequently, the Board allocated $12,500 to the Center, then a matching amount was provided through Judicial Innovations. Mr. Amunds questioned the amount of reserves for this account and said it is his understanding that in Walton County the Visitation Center is funded by the Judicial Innovations Fund. He asked why the difference in policy when Walton County is in the same judicial circuit. Mr. Amunds also pointed out the Sheriff is asking for $100,000 to provide security at the Visitation Center. He stated that judges’ orders require supervised visitation at this facility but are not funding it. Mr. Amunds requested the Chief Judge reconsider his position on this allocation. Mrs. Wright stated Mrs. Sharon Rogers (Visitation Center Director) was told the Judiciary could not continue to fund the facility and she should begin to look for grants for funding. She said last year the Judiciary decided not to fund the Center and sent a letter to Mrs. Rogers to that effect. Mrs. Wright said they subsequently funded half of the allocation. She stated she doesn’t know about the contribution for Walton County but knows Escambia and Santa Rosa Counties do not use Innovation Funds for that purpose. Mrs. Wright reiterated there are other areas the Judiciary wants to focus on. She stated the Chief Judge has authorized the budget for Judicial Innovations and she is presenting it to the Board today. Mr. Amunds stated he would like for Mr. Padgett to meet with the Chief Judge and the Clerk of Courts for Walton County to determine the use of Judicial Innovation funds in that county. He said if the Judge thinks the citizens of Okaloosa County are second best, then he doesn’t think the commissioners should approve this budget. Mr. Amunds advised that he wants to make certain these facts are accurate. Mr. Boyles commented he has no objection for staff to review the funds. He then asked Mrs. Wright to provide him with an overview of the Judicial Innovation Funds to which she complied. Mr. Amunds said the Board cannot tell the Judge what to put in his budget but it does have the authority to approve or deny that budget. He stated what is right for one county, should be right for the other. Mr. Amunds added that if he is incorrect, he will apologize. Mr. Boyles stated the Judiciary is a public servant and he believes they have their best interest in mind. However, he noted the priority may be different in other counties. He added July 30, 2013 -5- Minute Book 69, Page 249 Okaloosa County Board of County Commissioners that like Mr. Amunds he spoke with the County Attorney on the issue. Mr. Boyles stated the Chief Judge may be in the best position to make those decisions. Mr. Parisot supported the