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

interface with Walton County officials on this issue. As discussion continued on this subject, Mr. Windes said he believes the County Administrator has his marching orders. Mrs. Wright suggested he look at the entire circuit. Mr. Stanford explained the funding sources for the Law Library, Teen Court, and Legal Services. He also referenced the $65 court assessment as did Mrs. Wright earlier in her presentation on the Judicial Innovation Fund. Each of the agencies listed above receive 25% of that funding source. Upon inquiry by Mr. Parisot, Mr. Stanford replied he cannot answer whether or not it is legal to take a portion of the funds from one of these agencies and move it to another. Mrs. Wright stated they have a grant to cover four of the Pre- Trial positions but it does not fully cover their costs. She detailed the different positions in this department. Mrs. Wright also addressed the importance of giving officers real- time data when responding to domestic violence calls. She spoke of working with IT and Law Enforcement to provide this valuable information. Mr. Amunds stated Pre-Trial Services does an awesome job. Mr. Parisot complimented Kelli Huckabee and what she has accomplished with a limited staff. Mrs. Sharon Rogers stated she runs the Judge Ben Gordon Visitation Center. She acknowledged that she has been told by Mrs. Wright for years the allocation for the facility was going away. Mrs. Rogers said she is dependent on the funding as a cash match for grants and other things. She told the Board she has never stopped looking for money. Mrs. Rogers referred to comments made by Judge Barron who was of the opinion the judges would protect this need. She pointed out the Okaloosa facility serves Escambia County and Santa Rosa County citizens for domestic violence but receives no support from Santa Rosa County. Mrs. Rogers provided a brief history of the Visitation Center. Upon inquiry from Mr. Amunds, Mrs. Rogers said they have received $25,000 from Walton County since the facility was opened. She believed it came from Judicial Innovations. Upon inquiry by Mr. Parisot, Mrs. Rogers stated they received $5,500 from United Way last year and they use both off-duty Sheriff's July 30, 2013 -6- Minute Book 69, Page 250 Okaloosa County Board of County Commissioners deputies and Shalimar police officers. Mr. Parisot asked if Airport Police could be used. Mr. Boyles acknowledged this to be a tough issue for him. He asked if consideration had been given to locating the center at the Courthouse Annex Extension where law enforcement is always present. Mrs. Rogers replied if there is space available, that would be a great solution. Mr. Amunds commented there is a courtroom not being used in the new facility on Lewis Turner Boulevard. Mr. Boyles noted input from the Courts should be obtained. Mr. Harris expressed concern the judges order visitation at the Visitor Center but do not want to pay for it. Mrs. Rogers Stated she has never heard anything from the judges about being disappointed in the Center. She said safety of the children is a priority. Mrs. Rogers stated she does not want to put this small organization between the Courts and the Board. She added that she would like for the judges to advocate for the Center. Recess - The meeting was recessed at 10:30 a.m. and reconvened at 10:40 a.m. Risk Management Ms. Marsha Sanders asked to address the Risk Management budget. She noted that for two years there were zero dollars in reserves but now there is more than $1 Million. She also asked about raising the deductible from 3% to 5%. Mrs. Godwin put the Risk Management budget on the screen. She said she believes Ms. Sanders is referring to the first two columns of the chart which show expenditures for 2011 and 2012 but were not populated out. She said $2 Million is the estimated reserves set aside for property claims. Regarding the second question about increasing the deductible for windstorm, she said staff looked at the practices of other counties and the industrial standard and that is what is being done. Mrs. Godwin advised there is a maximum $5 Million out of pocket. In a serious event, FEMA will reimburse that percentage. Corrections Chief Corrections Officer Paul Lawson expressed gratitude for other agencies and services which work in conjunction with the Corrections Department. Thanks were given to the Clerk of July 30, 2013 -7- Minute Book 69, Page 251 Okaloosa County Board of County Commissioners Courts, Veterans Services, and Pre-Trial Program. He also thanked the Water & Sewer Director and HR Director for speaking up on behalf of the employees. Chief Lawson stated the Prisoner Benefit Fund is supported by the sale of commissary items. He continued by providing the Mission Statement for the Corrections Department. Slides were provided showing the average population by fiscal year from 1995 to date and showing the average daily population from August 2011 through July 2013. Chief Lawson also described the capacities for various pods and the number of officers needed. He stated they can manage up to 650 inmates. He then detailed the increases for additional officers, personnel services, and two vans for inmate transport. Chief Lawson said he has one last slide. He said the current budget request is for $2,742,000. His new request is for $2,460,000 which represents a reduction of $275,000. Chief Lawson stated the cost for five full-time Correctional Officers is $275,000. This would result in a new increase to this budget request for FY 2014 at zero dollars. Upon inquiry by Mr. Parisot, Chief Lawson stated the original budget was prepared prior to the bid opening for inmate health care. As a result of the decrease in the inmate health care, those funds could be used to hire five additional officers. Upon inquiry by Mr. Harris, Chief Lawson stated ABL Food Service has the contract for providing meals for inmates. The cost is just over 81 cents per meal per inmate. Capital Improvement Program Mr. John Hofstad, Public Works Director, stated FY 2014 of the Five-Year CIP shows $25 Million in projects. He said the expenses for each department are different. The largest share is in the Road & Bridge Construction Fund with $7,031,000 and in the Water & Sewer Enterprise Fund with $7,208,000. Upon inquiry by Mr. Parisot, Mr. Stanford confirmed that unused project dollars are rolled over from the previous year. Mr. Hofstad added they plant “seed” money each year for future projects. At Mr. Boyles’ request, Mr. Hofstad explained the Unincorporated Parks Municipal Services Taxing Unit (MSTU). The MSTU was the July 30, 2013 -8- Minute Book 69, Page 252 Okaloosa County Board of County Commissioners result of lawsuits filed by the municipalities on dual taxation and the resulting Stipulation and Agreement (dated 1984). Continuing with the presentation on the CIP, Mr. Hofstad described stormwater allocations. He also noted that Facilities Maintenance Director Don Turner covered many of the capital projects in his presentation last week. When asked by Mr. Amunds about the new intersection for Martin Luther King Jr. Boulevard, Mr. Hofstad replied there is an opportunity to advance some of the projects with adoption of additional gas taxes. Mr. Boyles referred to replacement requests for vehicles and said it would be helpful to have more detailed information regarding the age and mileage on the vehicles. Mr. Amunds stated Mr. Padgett is going to work with Fleet on the mileage of different vehicles. He said some vehicles with less usage and lower mileages, such as the two TDD vans, could be put in service elsewhere. Mr. Hofstad told Mr. Boyles all that information is available and can be provided to him. Mr. Steve Czonstka, Niceville, said the opening slide showed CIP projects for FY 2014 at $25 Million but the projects for FY 2015 total $40 Million. He asked why the difference. Mr. Hofstad answered that it is mostly the renovation costs of existing facilities, noting the renovation project for the Shalimar Annex is being moved up a year. Mr. Boyles pointed out the Five-Year CIP is for planning purposes and we are only looking at FY 2014 now. Mr. Wendell Batey, Crestview, asked if the military motor pool concept has been considered for the county’s fleet of vehicles. Mr. Amunds explained certain vehicles are purchased with enterprise fund dollars and can only be used in that particular enterprise department. Mr. Harris considered the motor pool concept a good one but said each department has specific needs and needs certain vehicles/equipment readily available. He said because of the aging fleet, maintenance costs are high and this is throwing good money after bad. Mr. Batey asked if consideration has been given to leasing vehicles rather than purchasing them. Mr. Hofstad replied that concept was employed with the motor grader fleet and was born out of necessity because leasing was less expensive than buying. July 30, 2013 -9- Minute Book 69, Page 253 Okaloosa County Board of County Commissioners Information Systems Mr, Don Vanderhoek, Information Systems Director, gave the background, the mission statement, and described the three divisions of this department. He advised the fiber optic network makes them a full-blown utility. Mr. Vanderhoek stated he will be returning the Board in the near future to discuss wi- fi for the Crestview Courthouse. Mr. Vanderhoek said just like Fleet and the facilities, the fleet of computers are aging. He advised there are 301 pcs dating from 2008 which should be replaced. In addition to the pes, Mr. Vanderhoek said the servers are also aging and recommended replacement with VM ware. He summarized by saying next year the exchange server for email needs to be replaced, as well as the disc storage system. Upon inquiry by Mr. Parisot about not upgrading equipment, Mr. Vanderhoek said there will be a compatibility problem with pcs, an issue for storage of documents, possible loss of data, and a risk of tremendous down time. Mr. Steve Menchel, Destin, asked about the use of VM ware for other functions. Mr. Vanderhoek said the Supervisor of Elections is part of the Board's network. However, the other Constitutional Officers have specific Constitutional roles/ duties regarding control of their data network and system. He explained they need control over their proprietary data. Fleet Operations Mr. John Vaughn, Fleet Operations, expressed the importance of replacing equipment and vehicles in a timely manner. He stated that in 2007 the county vehicles were maintained for less than $1 Million annually. Mr. Vaughn projected the cost to maintain the fleet in 2014 at more than $2 Million. He attributed this to the age of the vehicles and equipment, noting that we have fewer vehicles in the fleet than in 2007. Mr. Vaughn also requested two positions previously cut to be restored for FY 2014. Upon inquiry by Mr. Parisot, Mr. Vaughn said even with beginning a vehicle replacement program, there will still be aging vehicles to be maintained and it will take several years to get out of this situation. Upon inquiry by Mr. Boyles, Mr. Vaughn stated the target for replacement is 150,000 miles. He said, however, it is different for the type of vehicle and its use. Mr. Boyles commented that July 30, 2013 -10- Minute Book 69, Page 254 Okaloosa County Board of County Commissioners the current program does not seem to be working and authority should be given to the Fleet Maintenance Manager. Mr. Harris agreed but noted the situation we are in with the aging fleet is not on Mr. Vaughn but on the Board. Mr. Boyles pointed out the compressed natural gas vehicles are slowly unveiled in this area and, hopefully, we can look at that as an alternative. Mr. Vaughn replied he would like to dip his toes in that for 2014. Recess - The meeting was recessed at 12:30 p.m. and reconvened at 12:43 p.m. Line Item Pages, Commissioner Parisot Mr. Parisot