Okaloosa County BOCC — July 29, 2014

Budget Workshop Okaloosa County Board of Commissioners Tuesday, July 29, 2014– 8:30 AM Water & Sewer Administration Building I. Update from Previous Workshop II. Purchasing – page 2 III. Human Resources – page 9 IV. Veteran's Services – page 16 V. Risk Management – page 20 VI. Facilities Maintenance – page 27 VII. Capital Improvement Program (CIP) – page 65 VIII. Capital Outlay Fund – page 69 IX. Information Systems – page 84 X. Fleet Operations – page 106 XI. Board of County Commissioners – page 110 XII. County Administrator – page 113 XIII. Library Cooperative – page 116 XIV. Tentative Millage Discussion XV. Public Comments Okaloosa County adheres to the Americans with Disabilities Act and will make reasonable accommodations for access to this meeting upon request. Please call the County Administrator’s Office at (850) 651-7515 to make a request. For Hearing Impaired, Dial 1-800-955-8771 (TDD), and 1-800-955-8770 (Voice). Requests must be received at least 48 hours in advance of the meeting in order for Okaloosa County to provide the requested service. Revised: 7/25/2014 3:35 PM Page 1 of 1  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 29, 2014 TO: Honorable Chairman and Members of the Board FROM: Ernie Padgett, County Administrator SUBJECT: Purchasing The attached document provides the Performance Based Budget for the Purchasing Department. Packet Pg. 2  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: PURCHASING DEPARTMENT PROGRAM DESCRIPTION: The Purchasing Department acquires goods and services in a timely and efficient manner and at the best prices available, ensures inventory control for all County property and manages all County Contracts & Leases. REVENUE: Purchasing is funded within the General Fund. Supporting revenue of the General Fund are ad valorem taxes, communications service tax, local business tax, permits and fees, state shared revenue, charges for services, judgments and fines, proceeds from surplus sales, miscellaneous revenue and transfers from other funds. EXPENDITURES: Expenditures Budget FY12 FY13 FY14 FY15 Category Actual $ Actual $ Original $ Approved $ Personal Services 326,133 330,232 389,006 376,830 Operating Expenses 21,980 27,690 18,540 69,690 Capital Outlay 0 0 0 0 Other 0 0 0 0 Total 348,113 357,922 407,546 446,520 HISTORICAL STAFFING SUMMARY: Category FY12 FY13 FY14 FY15 Full-time 6 5 6 6 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 6 5 6 6 MAJOR ACCOMPLISHMENTS LAST YEAR:  Processed purchasing dollar volume of $12,179,740.  Managed the Purchasing Card Program and continued the utilization of the “e-payables.” Total card purchase dollar amount $2,907,281. This has resulted in the largest rebate check to date $49,839.01.  Managed 646 contracts and 172 leases with on-line access to County staff and the public.  Managed 64 formal bids for goods and services.  Inventoried 7,028 fixed assets for all departments with a value of $67,549,178. Packet Pg. 3  Managed on-line surplus auctions which maximized our proceeds return to over $100,000. Previous yearly surplus proceeds have produced an average of $8000.  Participated in Central Gulf Coast Chapter of National Institute of Governmental Purchasing (NIGP) Annual Reverse Trade Show  Currently working on one project for Eglin AFB which will result in payments into the General Fund of $8,226.96. PROGRAM GOAL: To provide a centralized source of procurement for the departments of Okaloosa County in a cost effective method, to coordinate annual inventory of Fixed Assets as required by State Statutes and to assist all departments with Contracts & Leases. KEY OBJECTIVES: 1. Ensure all purchasing functions comply with County, State and Federal requirements. 2. Ensure that all activities are handled in an ethically correct manner. 3. Provide support to all County departments, Finance, County Administrative Staff, Commissioners and Taxpayers. 4. Maintain open records for review by the citizens of Okaloosa County. 5. Process all requests for goods and services in a timely manner and ensure best pricing is obtained. 6. Coordinate in an efficient manner all contract and lease negotiations. 7. Schedule and facilitate annual inventory of all County property valued at over $1,000. 8. Promote professional development of staff through certification in the field of procurement. PERFORMANCE MEASURES: Estimated Actual Estimated Performance Measures FY12/13 FY13/14 FY14/15 # of Purchase Orders issued 3,100 2,150 2,100 $ Amount of Purchase Orders Issued 22,500,000 12,179,740 13,000,000 # of Bids Issued 56 68 75 Purchasing Card Volume 4,000,000 3,559,930 4,000,000 Purchasing Card Rebate 32,000 49,839.01 60,000 # of Employees Trained (CC, Logistics POD, 130 230 150 Purchasing Workshops) Value of Fixed Assets 60,280,327 63,764,140 67,549,178 Completed Annual Inventory – Number of Fixed 6,332 6,595 7,028 Assets Packet Pg. 4  PURCHASING FY15 BUDGET Success from Surplus Sales $60,000 $54,833 $49,976 $50,000 $40,000 General Fund No surplus sale in 2013 $30,000 TDD $20,000 Airport $13,790 $10,359 $6,171 $7,999 $10,000 $1,950 $0 2009 2010 2011 2012 2013 2014 Packet Pg. 5  PURCHASING FY15 BUDGET MAJOR ACCOMPLISHMENTS • Processed purchasing dollar volume of $12,179,740 • Purchasing Card Program – Total card purchase dollar amount $2,907,281 – Resulting rebate check - $49,839.01 • Managed database with On-line access to County staff and the public for 646 contracts & 172 leases • Facilitated solicitation of formal bids for goods and services – 64 YTD, projected 110 • Inventoried 7,028 fixed assets – Asset value $67,549,178 Packet Pg. 6  STAFFING LEVELS 8 7 6 5 4 3 2 1 0 2009 2010 2011 2012 2013 2014 2012 Reduced staff - Buyer Position Eliminated 2014 Staff addition – Re-established Contracts & Leases Coordinator Currently have a Temporary Assistant – Evaluating long term staff needs Packet Pg. 7  PURCHASING -KEY OBJECTIVES • Compliance Partner – Ensure purchasing and solicitation functions comply with County, State, & Federal requirements – Support Clerk in review of purchasing functions – AGO Compliance • Address any findings • Assist Departments with purchases – Process Requisitions timely – Facilitate P-Card program • Support/Advise Departments in Solicitation/Development of Contracts – Educate on policies and procedures – Ensure contracts provide services/commodities as specified • Coordinate Annual Inventory of Fixed Assets – Address any issues, make corrections as necessary Packet Pg. 8  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 29, 2014 TO: Honorable Chairman and Members of the Board FROM: Ernie Padgett, County Administrator SUBJECT: Human Resources The attached document provides the Performance Based Budget for Human Resources. Packet Pg. 9  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: HUMAN RESOURCES PROGRAM DESCRIPTION: In support of County departments, the Human Resources Department provides technical and consultation services in the areas of: legal and regulatory compliance; policy development; recruitment; selection; employment; orientation; separation; employee relations; discipline and grievances; employee recognition; performance management; job classification; compensation; employee communications; training and development; attendance and leave management; Human Resources information systems; and records. REVENUE: Human Resources is funded within the General Fund. Supporting revenue of the General Fund are ad valorem taxes, communications service tax, local business tax, permits and fees, state shared revenue, charges for services, judgments and fines, miscellaneous revenue and transfers from other funds. EXPENDITURES: Expenditures Budget FY12 FY13 FY14 FY15 Category Actual $ Actual $ Original $ Approved $ Personal Services 427,488 431,150 500,648 517,224 Operating Expenses 45,226 67,893 53,576 59,694 Capital Outlay 14,031 0 0 4,000 Other 0 0 0 0 Total 486,745 499,043 554,224 580,918 HISTORICAL STAFFING SUMMARY: Category FY12 FY13 FY14 FY15 Full-time 8 7 8 8 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 8 7 8 8 MAJOR ACCOMPLISHMENTS LAST YEAR:  Provided over 2800 hours of training, including providing computer based Prohibited Harassment refresher training to all employees.  Spearheaded the creation of the County’s fraud response policy.  Increased participation of the Recognition Program (PRIDE/HERO Awards) almost 300%.  Coordinated and hosted state required Ethics training for public officials from over 15 local governmental agencies. Packet Pg. 10  Received a 100% compliance rating during an audit conducted by the Florida Department of Law Enforcement for handling highly regulated electronic fingerprints and criminal history records. PROGRAM GOAL: As an internal support service, Human Resources develops and administers programs, policies and procedures that enhance organizational effectiveness; ensures quality recruitment, retention, training, and development of employees; and provides practical and effective solutions to workplace challenges. KEY OBJECTIVES: 1. Establish staffing strategies and initiatives that meet organizational objectives by attracting and retaining a well-qualified, high-performance, diverse workforce. 2. Provide technical and advisory assistance to managers within the organization regarding staffing, compensation, discipline and employee relations issues. 3. Establish and maintain a systematic, cost-effective program of development for managers, supervisors and employees. 4. Maintain organizational compliance with employment laws and county policies. 5. Administration of Human Resource functions. PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY12/13 FY13/14 FY14/15 Total number of FTE’s in Government (FY) 743 755 777 Total FTE’s for Human Resources Department (FY) 7 8 8 Input Total employee compensation (salary) (FY) $25,179,753 $26,875,851 $29,962,702 Number of requisitions during period (FY) 149 132 132 Number of Disciplinary Action (FY) 30 14 14 Output Total number of employee drug tests (FY) 487 479 479 Number of employees receiving tuition reimbursement (FY) 8 4 4 Total employee turnover rate (FY) 13% 8.9% 8.9% Compensation (salary) cost per FTE (FY) $33,889.30 $35,597.15 $38,562.04 Efficiency Number of qualified applicants per requisition (FY) 28 27 27 HR FTE Ratio (FY) 106:1 94:1 97:1 Average number of days to fill a position (FY) 54 57 54 Number of employees who left prior to one year of service 38 20 20 Effectiveness (FY) Percentage of trainees rating the programs as satisfactory or 99% 99% 99% above (FY) Number of promotions (FY) 36 35 35 Packet Pg. 11  BCC Employee Salaries 14 12 10 8 Cumulative CPI Cumulative COLA 6 Wage Gap 4 Actual CPI FY 09 4.3% FY 10 .10% 2 FY 11 2.7% FY 12 1.5% 0 FY 13 2.9% FY 09 FY 10 FY 11 FY 12 FY 13 FY 14 FY 14 1.9% Supplement to FY 15 Budget Presentation - HR Packet Pg. 12  BCC Full-Time Staffing 841 810 800 775 778 756 743 755 740 600 FT Budgeted Positions 400 200 0 2007 2008 2009 2010 2011 2012 2013 2014 Supplement to FY 15 Budget Presentation - HR Packet Pg. 13  BCC Turnover 12% 10.70% 10.10% 10% 8.50% 8.30% 8.30% 8% 6.90% 6% Total Turnover 4% 2% 0% 2009 2010 2011 2012 2013 2014 Supplement to FY 15 Budget Presentation - HR Packet Pg. 14  HR Activities ¨ 2,256 – Average number of Training Hours provided ¤ 1,048 – Average number of employees trained ¨ 97 – Average number of New Hires ¤ 61 candidates failed to pass background check in the past year ¨ 59 – Average number of Employee Relations actions ¨ 123 – Average number of Employees Placed on FMLA Source Data: 2009 - 2013 Supplement to FY 15 Budget Presentation - HR Packet Pg. 15  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 29, 2014 TO: Honorable Chairman and Members of the Board FROM: Ernie Padgett, County Administrator SUBJECT: Veterans Services The attached document provides the Performance Based Budget for Veterans Services. Packet Pg. 16  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: ECONOMIC ENVIRONMENT DEPARTMENT/PROGRAM: VETERANS SERVICES PROGRAM DESCRIPTION: To advise, assist and council veterans and their dependents in obtaining maximum benefits from the Department of Veterans Affairs which they are entitled as a result of their military service. REVENUE: Veterans Services is funded within the General Fund. Supporting revenue of the General Fund are ad valorem taxes, communications service tax, local business tax, permits and fees, state shared revenue, charges for services, judgments and fines, miscellaneous revenue and transfers from other funds. EXPENDITURES: Expenditures Budget FY12 FY13 FY14 FY15 Category Actual $ Actual $ Original $ Approved $ Personal Services 129,945 132,552 143,065 153,672 Operating Expenses 9,647 9,085 8,651 8,276 Capital Outlay 0 0 0 5,500 Other 0 0 0 0 Total 139,592 141,637 151,716 167,448 HISTORICAL STAFFING SUMMARY: Category FY12 FY13 FY14 FY15 Full-time 3 3 3 3 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 3 3 3 3 MAJOR ACCOMPLISHMENTS LAST YEAR:  Updated office procedures to ensure services offered maximized use of available personnel, especially during months of staff shortage. The use of technology to access Dept of Veterans Affairs records played a major role in meeting the needs of those we serve.  Increased the number of ready to-rate claims filed with the Dept of Veterans Affairs on behalf of area veterans and other claimants by 90% over the previous year.  Provide timely response to requests from the County Property Appraisals Office for verification of the “combat” status of Disabled Veterans for homestead exemption purposes. Packet Pg. 17  Interfaced with the Okaloosa County Inmate Population Manager, Okaloosa County Vet Court’s Coordinator and the VA’s Justice Outreach Coordinator to provide appropriate assistance to eligible incarcerated veterans for Veteran’s Court and other VA specific programs.  Created a symbiotic relationship with other local VA and State Agencies to ensure all client needs are met in a timely manner.  Enhanced outreach procedures by improving training and workshops with Assisted Living Facilities, Health and Rehabilitation Facilities (Nursing Homes) and Home Health Care Agencies Staff. These procedures ensure that timely claims are filed to obtain financial assistance for those who qualify.  Scheduled and coordinated transportation for 195 veterans to the Pensacola VA Medical Facility. This program is successful due to coordination with volunteer van drivers. PROGRAM GOAL: The Okaloosa County Veterans Affairs Department is to assist all former, present and future members of the United States Armed Forces and their dependents in preparing claims for and securing compensation, pension, educational and other benefits or privileges to which they may be entitled under Federal and State Laws or Regulations by reason of their military service. The offices coordinate and disseminate information on federal, state, county and private veterans’ programs and benefits. KEY OBJECTIVES:  To effectively and efficiently respond to all client requests  Serve all veterans/dependents including shut-ins, assisted care facilities, incarcerated & homeless veterans  To maintain an acceptable dollar return to the County from claims submitted for Federal and State benefits  Maintain client support and ensure critical needs are met Packet Pg. 18  PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY 12/13 FY 13/14 FY 14/15 Number of Full-Time Positions 3 3 3 Input Personnel Services 129,409 143,065 Operating Expenditures 9,859 8,651 2 Number of Client Contacts (in-offices, phones, email) 9,209 8000 10,000 Number of outreach contacts including shut-ins, assisted Output care facilities, incarcerated, homeless veterans & veteran 230 110 250 briefings Number of Veterans in Okaloosa County1 31,890 32,208 32,468 Percentage of claims filed in office with one-on-one 96% 98% 98% counseling with veterans and/or dependents Efficiency Percentage of claims filed with one-on-one counseling 3% 1% 1.5% though outreach visits Percentage of claims initiated via other means (mail, fax, 1% 1% .5% computer) Effectivenes Client award for approved claims $8,405,000 $8,000,000 $ 9,500,000 Days for outreach 53 35 50 *NOTE: 1Veteran population estimates, as of September 30, 2013, are produced by the VA Office of the Actuary (VetPop 2011). 2Anticipated reduction in numbers anticipated due to Staff shortage for 8 months. Packet Pg. 19  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 29, 2014 TO: Honorable Chairman and Members of the Board FROM: Ernie Padgett, County Administrator SUBJECT: Risk Management The attached document provides the Performance Based Budget for Risk Management. Packet Pg. 20  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: RISK MANAGEMENT / SELF – INSURANCE FUND PROGRAM DESCRIPTION: The Risk Management Department is responsible for the safety of employees, and the conservation of the physical and financial assets of the Board of County Commissioners, the Clerk of Court, the Tax Collector, the Property Appraiser, and the Supervisor of Elections. Our major activities include administration of the Self-Insurance Fund; including general liability, workers’ compensation, auto and property insurance, the Employee Benefit Program, Contract Review, Public Records Requests and Claim Management. In addition, we act as Coordinator of the Americans with Disabilities Act (ADA) for the County. REVENUE: Risk Management is an internal service fund. Supporting revenue are charges for services to County user departments and Constitutional Officers participating in the program. EXPENDITURES: RISK MANAGEMENT ADMINISTRATION Expenditures Budget FY12 FY13 FY14 FY15 Category Actual $ Actual $ Original $ Approved $ Personal Services 180,571 200,025 195,335 204,994 Operating Expenses 8,917 7,255 13,333 14,587 Capital Outlay 0 0 5,770 1,000 Interfund Transfer 0 0 1,433,000 880,000 Reserves 0 0 1,081,014 1,661,479 Total 189,488 207,280 2,728,452 2,762,060 SELF INSURANCE Expenditures Budget FY12 FY13 FY14 FY15 Category Actual $ Actual $ Original $ Approved $ Personal Services 1,309,532 564,059 1,250,000 1,000,000 Operating Expenses 12,120,468 13,125,127 12,100,243 12,039,757 Capital Outlay 0 0 0 0 Reserves 0 0 0 0 Total 13,430,000 13,689,186 13,350,243 13,039,757 Packet Pg. 21 HISTORICAL STAFFING SUMMARY: Category FY12 FY13 FY14 FY15 Full-time 3 3 3 3 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 3 3 3 3 MAJOR ACCOMPLISHMENTS LAST YEAR:  Obtained a health insurance refund of $1.7 million through the Proshare program.  Conducted the annual Employee Health Fair where 207 employees participated. PROGRAM GOAL: To provide professional support in the areas of employee health, wellness and safety while protecting County assets through aggressive Workers’ Compensation, property, auto and general liability claims management. KEY OBJECTIVES: 1. Plan, organize and coordinate a comprehensive insurance management, accident prevention, and County wide loss control program. 2. Act as advisor and consultant to County Management, BCC, Constitutional Officers, directors, managers and supervisors on loss control, insurance, self-insurance, and contract & claims administration. 3. Administer the review and processing of all workers’ compensation, property, auto, and liability claims. 4. Coordinate employee health and wellness functions including employee benefit and employee health fairs. 5. Responsible for the County Safety Committee and acts as the County Americans with Disabilities Act (ADA) Coordinator Packet Pg. 22  PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY12/13 FY13/14 FY 14/15 Workers Compensation Number of Medical Only Claims 45 38 42 Number of lost time claims 16 11 14 Number of lost time days 632 770 800 Auto Claims Input/Output Number of no fault auto claims (e.g. parked vehicle) 12 29 20 Number of at fault auto claims 16 19 18 Liability/E&O Claims Number of liability/E&O claims 13 0 0 Property Claims Number of property claims 0 0 0 Health & Wellness Number of employees participated in Health Fair 207 269 300 Number of employees participated in Benefits Fair 275 264 300 Workers Compensation Number of worker days lost to injury per full time employee .64 .77 .06 Number of worker days lost to injury per workers' comp 10.36 70.00 14.29 Number of workers' comp claims per 100 FTE's 6.14 4.93 .10 Number of workers' comp claims per 100,000 hours worked 3.28 2.63 3.01 Percentage of lost time cases returned to work in 7 days 19 29 25 Efficiency/Effectiveness Percentage of lost time cases returned to work in 21 days 44 29 29 Percentage of lost time cases returned to work greater than 56 71 71 21 days Auto Claims Number of at fault auto claims per total vehicles .02 .033 .028 Number of at fault auto claims per 100,000 miles driven .33 .417 .40 Property Claims Property loss per $100 property value 0 0 0 Premiums per $100 property value at risk .39 .35 .33 Health & Wellness Percentage of employees participated in Health Fair 21 27 .30 Percentage of employees participated in Benefits Fair 28 29 .30 Packet Pg. 23  Health Insurance Plan Changes EE Only Base Plan FY 08 FY 09 FY 10 FY 11 FY 12 to Current Calendar Year Deductible $0 $0 $500/$1500 $500/$1500 $500/$1500 Out of Pocket $3000/$6000 $3000/$6000 Maximum $2000/$4000 $2500/$5000 $3000/$9000 $6000/$12000 $6000/$12000 Co-Insurance 90/10 90/10 80/20 80/20 80/20 Rx 15/30/50 15/30/50 15/30/50 15/50/80 15/50/80 Employee Contribution $20.00 $40.00 $40.00 $40.00 $0* * Employee Contribution offset by ProShare Refund Supplement to FY 15 Budget Presentation - RM Packet Pg. 24  Health Premium Cost Individual Base Plan $850 $805.57 $800 $782.11 $752.03 $738.34 $750 $725.01 $688.34 $700 $650 $629.90 $602.95 Family Base Plan $600 $450 $424.00 $550 $395.82 $400 $388.61 $411.65 $500 $362.30 $381.60 $450 $350 $331.54 $317.35 $400 FY 08 FY 09 FY 10 FY 11 FY 12 FY 13 FY 14 FY 15 $300 $250 Supplement to FY 15 Budget Presentation - RM $200 FY 08 FY 09 FY 10 FY 11 FY 12 FY 13 FY 14 FY 15 Packet Pg. 25  Health Premium Savings - ProShare FY 10 FY 11 FY 12 FY 13 Premiums Paid $8,110,943 $8,557,620 $8,534,381 $8,889,190 Total Expenses $7,246,767 $6,955,897 $6,759,808 $6,954,633 ProShare Refund $331,899 $800,862 $1,774,573 $1,934,577 Total Premium $8,260.08 $9,024.36 $9,385.32 $9,666.84 Effective Premium $7,922.04 $8,179.80 $7,433.76 $7,563.00 % Savings 4.09% 9.36% 20.79% 21.79% Supplement to FY 15 Budget Presentation - RM Packet Pg. 26  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 29, 2014 TO: Honorable Chairman and Members of the Board FROM: Ernie Padgett, County Administrator SUBJECT: Facilities Maintenance The attached documents provide the program based budget and other presentations for the Facilities Maintenance Department. Packet Pg. 27  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: FACILITIES MAINTENANCE/ ADMINISTRATIVE SERVICES UNIT PROGRAM DESCRIPTION: The Administrative Services Unit of the Facilities Maintenance Department provides program budget planning and management, work order processing, department level accounting, contract management, payment processing for county facilities utility bills, construction project planning and accounting, purchase order processing, inventory management, a variety of customer service activities, and general support of the department’s other functional units. REVENUE: Facilities Maintenance is funded within the General Fund. Supporting revenue of the General Fund are ad valorem taxes, communications service tax, local business tax, permits and fees, state shared revenue, charges for services, judgments and fines, miscellaneous revenue and transfers from other funds. EXPENDITURES: Expenditures Budget FY12 FY13 FY14 FY15 Category Actual $ Actual $ Original $ Approved $ Personal Services 261,363 251,189 275,733 291,235 Operating Expenses 182,237 196,142 182,148 213,862 Capital Outlay 0 0 0 0 Other 0 0 0 0 Total 443,600 447,331 457,881 505,097 HISTORICAL STAFFING SUMMARY: Category FY12 FY13 FY14 FY15 Full-time 4 4 4 4 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 4 4 4 4 MAJOR ACCOMPLISHMENTS LAST YEAR:  Received and successfully processed over 1800 individual requests for service.  Successfully implemented sustainable facility modifications which are resulting in over $100,000/year in utilities savings.  Reconfigured service delivery processes to provide services to over 1,100,000 s.f. of county buildings without adding staff. Packet Pg. 28 PROGRAM GOAL: Provide quick and efficient processing of all customer service requests. Provide timely processing of all requests for payment from product/service providers. Provide courteous, professional assistance to those who contact the FM department for information and other requests. Protect the assets in the care of the Facilities Maintenance Department. Ensure the proper and timely accounting for all departmental transactions. KEY OBJECTIVES: 1. Improve work order processing and tracking through improved processes. 2. Ensure budgetary, personnel, and purchasing functions comply with County policies and procedures. 3. Continue to improve departmental inventory management to make the most efficient use of county resources. 4. Maintain service levels in the face of declining resources. 5. Implement sustainable initiatives to reduce utilities consumption in all non-enterprise county facilities by 2%-5% by the end of the fiscal year. PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY11/12 FY12/13 FY13/14 Input Total Work Orders Processed 3,767 3,500 4,000 Output Total Work Orders Closed 3,767 4,000 4,000 Efficiency Percent Completion 99% 100% 100% Effectiveness Customer Satisfaction with work order time-to-completion 99% 100% 100% Packet Pg. 29  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: FACILITIES MAINTENANCE/ CUSTODIAL SERVICES PROGRAM DESCRIPTION: The Custodial Services Unit of the Facilities Maintenance Department provides daily janitorial services to over 418,000 square feet of county office space, common areas, and restrooms. REVENUE: Facilities Maintenance is funded within the General Fund. Supporting revenue of the General Fund are ad valorem taxes, communications service tax, local business tax, permits and fees, state shared revenue, charges for services, judgments and fines, miscellaneous revenue and transfers from other funds. EXPENDITURES: Expenditures Budget FY12 FY13 FY14 FY15 Category Actual $ Actual $ Original $ Approved $ Personal Services 390,810 375,598 394,251 416,416 Operating Expenses 58,810 63,297 60,691 71,258 Capital Outlay 0 0 0 0 Other 0 0 0 0 Total 449,620 438,895 454,942 487,674 HISTORICAL STAFFING SUMMARY: Category FY12 FY13 FY14 FY15 Full-time 10.67 10.67 10.67 12.67 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 10.67 10.67 10.67 12.67 MAJOR ACCOMPLISHMENTS LAST YEAR:  Provided secure, professional, and reliable custodial services to an annual aggregate of over 90,000,000 square feet of county office space cleaned over the most recent twelve months.  Provided professional daily custodial services to over 35 individual locations with only ten staff.  Provided daily custodial services to an average of more than 41,000 s.f. per day per custodian. Packet Pg. 30 PROGRAM GOAL: Provide secure, reliable, and consistent professional custodial services to county facilities at the lowest possible cost to the taxpayers. KEY OBJECTIVES: 1. Ensure budgetary, personnel, and purchasing functions comply with County policies and procedures. 2. Provide adequate custodial services to county offices at the lowest possible cost. 3. Maintain service levels in the face of declining resources. PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY11/12 FY12/13 FY13/14 Input Cost of Services $454,266 $454,942 $493,210 Output S.F. of offices provided Custodial Service 418,386 418,386 418,386 Efficiency S.F. cleaned/custodian 41,839 S.F. 41,839 S.F. 41,839 S.F. Effectiveness Cost/S.F. (per year) $1.09 $1.09 $1.18 Packet Pg. 31  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: FACILITIES MAINTENANCE/ GROUNDS KEEPING UNIT PROGRAM DESCRIPTION: The Grounds Keeping Unit of the Facilities Maintenance Department provides programmed periodic lawn and landscape care, parking lot and sidewalk cleaning, carpet cleaning, and exterior pest control services for assigned facilities, and small equipment maintenance and repair services for all the functional units of the Facilities Maintenance Department. REVENUE: Facilities Maintenance is funded within the General Fund. Supporting revenue of the General Fund are ad valorem taxes, communications service tax, local business tax, permits and fees, state shared revenue, charges for services, judgments and fines, miscellaneous revenue and transfers from other funds. EXPENDITURES: Expenditures Budget FY12 FY13 FY14 FY15 Category Actual $ Actual $ Original $ Approved $ Personal Services 190,597 183,178 195,187 206,161 Operating Expenses 27,934 30,066 28,888 33,918 Capital Outlay 0 0 0 0 Other 0 0 0 0 Total 218,531 213,244 224,075 240,079 HISTORICAL STAFFING SUMMARY: Category FY12 FY13 FY14 FY15 Full-time 4.33 4.33 4.33 5.33 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 4.33 4.33 4.33 5.33 Packet Pg. 32 MAJOR ACCOMPLISHMENTS LAST YEAR: 1. Provided regular quality lawn cutting, edging, trimming, hedging, and tree trimming services to over 30 individual locations with around the county. 2. Professionally maintained over 35 individual parking areas at county facilities throughout the county. 3. Cleaned over 200,000 square feet of carpet in county facilities. 4. Successfully completed over 2,000 individual equipment repairs and maintenance activities. 5. Successfully operated and maintained several complex landscape irrigation systems at county facilities. 6. Treated the grounds for insect and pest control at more than 37 county facilities PROGRAM GOAL: To provide quality landscape care, irrigation system maintenance and repair, carpet cleaning, small engine and equipment repair and maintenance, and outside pest control at a low cost. KEY OBJECTIVES: 1. Ensure budgetary, personnel, and purchasing functions comply with County policies and procedures. 2. Provide adequate grounds keeping services to county facilities at a low cost. 3. Ensure the safe operation of all work related equipment. 4. Maintain current service levels in the face of declining resources. PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY12/13 FY13/14 FY14/15 Cost of providing lawn care, pest control, hedging, Input trimming, tree service, parking lot cleaning and landscape $221,661 $223,160 $233,076 irrigation maintenance, and carpet cleaning. Output Grounds maintenance (acres/week) 107.0 107.0 107.0 Efficiency Acres/groundskeeper 35.67 35.67 35.67 Effectiveness Cost per year to maintain (acre/year) $2,071.60 $2,085.61 $2,178.28 Packet Pg. 33  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: FACILITIES MAINTENANCE/ BUILDING MAINTENANCE UNIT PROGRAM DESCRIPTION: The core mission of the Building Maintenance Unit is to provide routine and preventative maintenance to county owned and operated buildings and to certain leased offices, as proscribed by the terms of the lease, and to provide high-quality, professional, low-cost remodeling services to meet the needs of those who do business in county facilities. REVENUE: Facilities Maintenance is funded within the General Fund. Supporting revenue of the General Fund are ad valorem taxes, communications service tax, local business tax, permits and fees, state shared revenue, charges for services, judgments and fines, miscellaneous revenue and transfers from other funds. EXPENDITURES: Expenditures Budget FY12 FY13 FY14 FY15 Category Actual $ Actual $ Original $ Approved $ Personal Services 1,423,141 1,367,745 1,449,699 1,531,203 Operating Expenses 349,378 376,037 327,661 384,711 Capital Outlay 0 0 66,000 46,100 Other 0 0 0 0 Total 1,772,519 1,743,782 1,843,360 1,962,014 HISTORICAL STAFFING SUMMARY: Category FY11 FY12 FY13 FY14 Full-time 25 25 25 25 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 25 25 25 25 Packet Pg. 34 MAJOR ACCOMPLISHMENTS LAST YEAR: 1. Completed 4 separate remodeling projects completely in-house within the allowed budgets and in under 12 weeks, so the former Shalimar Annex could be completely vacated on or before May 5th. 2. Completed numerous emergency storm repairs to a variety of county facilities. 3. Successfully completed over 4,000 service requests at more than 80 individual county-owned and leased facilities. 4. Completed sustainable upgrades to over 300 individual devices at county facilities. 5. Successfully completed enclosing the former drive-thru to provide an additional office at the Tax Collector’s offices at the Brackin building. PROGRAM GOAL: Preserve and protect county owned facilities and to provide safe and adequately clean and comfortable county government buildings at a low cost to the taxpayers. Provide pre-approved minor remodeling services to accommodate the operational needs of the various service delivery units occupying county facilities. Provide pre-approved major remodeling, renovation, and construction services. Provide owner representation and project management on various assigned county construction projects. Maintain the county jail to be in compliance with regulatory requirements. KEY OBJECTIVES: 1. Ensure budgetary, personnel, and purchasing functions comply with County policies and procedures. 2. Preserve and protect the counties buildings at a low cost to the taxpayers. 3. Maintain and extend the useful life and utility of assigned county facilities. 4. Reduce overall utility consumption through the promotion and utilization of conservation techniques and the installation of more utility efficient devices. 5. Ensure the safe operation of all work related equipment. PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY12/13 FY13/14 FY14/15 S.F. Jail Maintained 115,111 115,111 115,111 Input Total Cost of FM services to Jail $204,445 202,665 210,965 All Other County Facilities Maintained (s.f.) 996,802 996,802 996,802 Cost/S.F. to for FM services to Jail $1.78/S.F. 1.76$/S.F. 1.81$/S.F. Output Cost of providing routine and preventative maintenance, $1.05 /S.F. $1.05 /S.F. $1.08 /S.F. and repairs Efficien Maintenance items completed 98% 95% 95% Projects completed 95% 95% 95% Effectiveness Industry Cost/s.f. Comparison $1.50/$3.25 $1.50/$3.25 $1.50/$3.25 Cost of construction projects $21.50/S.F. $22.50/S.F. $24.50/S.F. Packet Pg. 35 FACILITIES MAINTENANCE FY ’15 BUDGET REQUEST Packet Pg. 36  SUMMARY • THE FY ’15 FACILITIES MAINTENANCE BUDGET REQUEST INCLUDES THE FOLLOWING: – TOTAL FUNDING OF $3,230,683 – THIS REPRESENTS AN INCREASE OF ABOUT $250,000 OR 8.4% OVER 2014 Packet Pg. 37  SUMMARY • THE INCREASE IS MADE UP LARGELY OF: – 3 ADDITIONAL STAFF POSITIONS – A SUBSTANTIAL LIST OF MAJOR MAINTENANCE PROJECTS – MARKET INCREASES IN THE GOODS AND SERVICES FM PURCHASES – ONE REPLACEMENT VEHICLE Packet Pg. 38  SERVICE AREA INCREASES TOTAL SERVICE AREA 1,400,000 T O T 1,200,000 A L S Q 1,000,000 A R F 800,000 E T A 600,000 I N 400,000 200,000 0 2 2 2 2 2 2 2 2 2 2 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1 1 1 1 1 1 6 7 8 9 0 1 2 3 4 5 6 FISCAL YEAR Packet Pg. 39  ADDITIONAL STAFF 1 NEW CUSTODIAN & 2 NEW STRUCTURAL STAFF Packet Pg. 40  ADDITIONAL STAFF FM HISTORICAL STAFFING LEVELS (All full-time positions) FY '06 FY '07 FY '08 FY '09 FY '10 FY ' 11 FY '12 FY '13 FY '14 FY '15 ADMINISTRATIVE UNIT 5 5 5 4 4 4 4 4 4 4 BUILDING MAINTENANCE UNIT 25 30 30 27 27 25 25 25 25 27 CUSTODIAL SERVICES UNIT 11 2/3 11 2/3 11 2/3 10 2/3 10 2/3 10 2/3 10 2/3 10 2/3 10 2/3 11 2/3 GROUNDS KEEPING UNIT 4 1/3 4 1/3 4 1/3 4 1/3 4 1/3 4 1/3 4 1/3 4 1/3 4 1/3 4 1/3 DEPARTMENT TOTAL STAFFING 46 51 51 46 46 44 44 44 44 47 Packet Pg. 41 ADDITIONAL STAFF – CUSTODIAN FM CUSTODIAN SERVICE AREA GROWTH 600,000 T O 500,000 T A L 400,000 A R E 300,000 A C 200,000 L E A 100,000 N E D 0 2 2 2 2 2 2 2 2 2 2 2 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1 1 1 1 1 1 5 6 7 8 9 0 1 2 3 4 5 6 FISCAL YEAR Packet Pg. 42 ADDITIONAL STAFF – CUSTODIAN THE INDUSTRY STANDARD FOR A PROFESSIONAL CUSTODIAN IS CLEANING 12,000 SQ. FT./SHIFT IF AN AVERAGE HOUSE IS ABOUT 1,500 SQ. FT., THEN A PROFESSIONAL CUSTODIAN WOULD NEED TO CLEAN 8 HOUSES/SHIFT Packet Pg. 43 ADDITIONAL STAFF – CUSTODIAN EACH FM CUSTODIAN IS RESPONSIBLE FOR ALMOST 41,000/SHIFT THAT’S ABOUT 28 OF THESE HOUSES/SHIFT Packet Pg. 44 ADDITIONAL STAFF – CUSTODIAN TO PUT IT ANOTHER WAY: IF YOU LIVE IN A NEIGHBORHOOD OF THESE AVERAGE HOUSES, AN FM CUSTODIAN CLEANS YOUR HOUSE AND EVERY HOUSE ON YOUR BLOCK AND EVERY HOUSE ON EVERY BLOCK FOR 7 BLOCKS AND DOES IT EVERYDAY. X7 Packet Pg. 45 ADDITIONAL STAFF – CUSTODIAN FM CUSTODIAN SERVICE AREA GROWTH 600,000 T O 500,000 T A L 400,000 A R E 300,000 A C 200,000 L E A 100,000 N E D 0 2 2 2 2 2 2 2 2 2 2 2 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1 1 1 1 1 1 5 6 7 8 9 0 1 2 3 4 5 6 FISCAL YEAR Packet Pg. 46  ADDITIONAL STAFF – CUSTODIAN • THE STEEP INCREASE IN AREA IN FY ’16 IS DUE TO THE COMPLETION OF THE NEW OKALOOSA COUNTY ADMINISTATION BUILDING IN SHALIMAR. • THIS WILL ADD OVER 63,000 sq. ft. TO THE COUNTY’S FACILITIES PROTFOLIO AND TO THE CUSTODIANS’ AREA OF RESPONSIBILITY. • THE GRAPH (BELOW) ASSUMES THAT ONE CUSTODIAN WILL BE ADDED IN FY ‘15 AND 2 MORE CUSTODIANS WILL BE ADDED IN FY ‘16. Packet Pg. 47 ADDITIONAL STAFF – CUSTODIAN AVERAGE SERVICE AREA/CUSTODIAN 45,000 A V 40,000 E R P 35,000 A E G R 30,000 E C A U 25,000 R S E T 20,000 A O D 15,000 C I L A E N 10,000 A N 5,000 E D 0 2 2 2 2 2 2 2 2 2 2 2 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1 1 1 1 1 1 5 6 7 8 9 0 1 2 3 4 5 6 Packet Pg. 48  ADDITIONAL STAFF – PEST CONTROL • FM’s Pest Control Specialist position was eliminated a few years ago due to budget cuts. • Our former Pest Control Specialist was still working for FM as a carpenter, so we were able to continue to provide the service … for a while. • I advised the County Administrator when the position was eliminated that we would have to bring the position back when the time came. Packet Pg. 49  ADDITIONAL STAFF – PEST CONTROL • That time has come. The staff member who currently provides the service is retiring at the end of this calendar year. • The pest control service can be outsourced. – The last time we put the work out for quotes, the lowest price was over $90,000/year ++. • The service can be provided internally for less than $40,000/year. Packet Pg. 50  ADDITIONAL STAFF – BUILDING SUPERINTENDENT • With broad-based building maintenance skills, this position will be staged at the south courthouse. • When the new OC Administration Building is completed, the Building Superintendent will be primarily responsible for the south courthouse and the OC Administration Building. • This new position will free up current HVAC staff to attend to their core responsibilities and will be available to provide back-up at other facilities as needed. Packet Pg. 51  ADDITIONAL STAFF THE ADDITIONAL STAFF POSITIONS MAKE UP JUST UNDER ½ OF THE BUDGET INCREASE REQUESTED FOR FY ‘15 Packet Pg. 52  MAJOR MAINTENANCE PROJECTS • THE DEFINITION FM USES FOR A MAJOR MAINTENANCE PROJECT IS A MAINTENANCE ITEM THAT IS ESTIMATED TO COST OVER $1000 IN MATERIALS OR SERVICES TO COMPLETE. • THE EXACT QUANTITY OF MAJOR MAINTENANCE PROJECTS VARIES WIDELY FROM YEAR-TO-YEAR. • THE FY ‘14 BUDGET FOR THIS LINE ITEM WAS $16,400 Packet Pg. 53  MAJOR MAINTENANCE PROJECTS • THE TOTAL AMOUNT REQUESTED FOR THE 15 MAJOR MAINTENANCE PROJECTS FOR FY ‘15 IS $78,500. • INCLUDED ON THE LIST OF PROJECTS IS: Packet Pg. 54  MAJOR MAINTENANCE PROJECTS • ROOF COATING MATERIALS FOR VARIOUS COUNTY BUILDINGS. • SCHEDULED LAMP REPLACEMENTS FOR THE UVC LIGHT PROGRAM. • X-RAY MACHINE AND SECURITY CAMERA INSPECTION AND MAINTENANCE AT COUNTY COURTHOUSES. • SECURITY DEVICE REPLACEMENT, EXPANSION, AND MAINTENANCE. • AND A VARIETY OF SIMILAR ITEMS. Packet Pg. 55  FM FY ‘15 BUDGET REQUEST • THE BULK OF THE REMAINDER OF THE INCREASE IN THE BUDGET REQUEST IS TO FUND MARKET INCREASES IN COST OF THE GOODS AND SERVICES THAT THE FACILITIES DEPARTMENT PURCHASES. Packet Pg. 56 I’M NOT QUITE THROUGH YET, BUT LET’S PAUSE FOR: QUESTIONS? Packet Pg. 57  SPECIAL REQUEST • RECENTLY, THE HEALTH DEPARTMENT MADE A REQUEST THAT FM PROVIDE CUSTODIAL SERVICES FOR ALL THREE OF THEIR FACILITIES. • THE HEALTH DEPARTMENT CURRENTLY OUTSOURCES THEIR CUSTODIAL SERVICES. • THE COUNTY PAYS A PORTION OF THE CONTRACT AND THE STATE PAYS A PORTION. • THIS WILL ADD OVER 66,000 sq. ft. TO THE CUSTODIANS’ AREA OF RESPONSIBILITY. Packet Pg. 58  SPECIAL REQUEST • IF THE BOARD APPROVES THIS REQUEST, THE BOARD WILL NEED TO APPROVE FUNDING: – FOR 2 CUSTODIAN POSITIONS – ADD $7,000 TO FM JANITORIAL SUPPLIES – ADD $1000 TO GENERAL GOVERNMENT EQUIPMENT FOR ADDITIONAL CUSTODIAL EQUIPMENT – AND AUTHORIZE FLEET TO TRANSFER AN ADDITIONAL VEHICLE TO FM. Packet Pg. 59  SPECIAL REQUEST • SERVICE COST BREAKDOWN – Payroll Expense = $64,171 – Equipment = $ 1,000 – Supplies = $ 7,000 – Vehicle Fuel & Maint. = $ 1,829 »TOTAL $74,000 Packet Pg. 60 Packet Pg. 61 Packet Pg. 62 Packet Pg. 63 Packet Pg. 64  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 29, 2014 TO: Honorable Chairman and Members of the Board FROM: Ernie Padgett, County Administrator SUBJECT: Capital Improvement Program (CIP) The attached document provides the budget for the Capital Improvement Program. Packet Pg. 65 Packet Pg. 66 FM CIP REQUEST FY ‘15 Packet Pg. 67  FM CIP REQUEST - FY ‘15 Amount Project Name Narrative Mileage $8,500 Lawn Mower - north Replace existing mower 3/4 Ton Service Truck - Replace $28,000 Vehicle 99G7566 168489 $6,000 FM - Ice Machine Replace Ice Machine Packet Pg. 68  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 29, 2014 TO: Honorable Chairman and Members of the Board FROM: Ernie Padgett, County Administrator SUBJECT: Capital Outlay Fund The attached document provides the budget for the Capital Outlay Fund. Packet Pg. 69 CAPITAL OUTLAY PROJECTS FY ‘15 Packet Pg. 70  THERE ARE 27 INDIVIDUAL CAPITAL PROJECTS REQUESTS FOR FY ‘15 ON THE FOLLOWING SLIDES, THE PROJECTS ARE REGROUPED TO PROVIDE A CLEARER PICTURE OF THE PROJECTS Packet Pg. 71  JAIL – 6 ITEMS Amount Project Name Narrative Upgrade/replace control panels, air compressors, etc. Relating to detention $16,000 Jail - Central Control equipment over Central Control Replace 4 ea. rusted out doors $7,000 Jail - Replace Doors Repair Pod & Pod Ventilation System $11,000 Jail - Pod Repairs $18,000 Jail - Tankless Hot Water Replace six (6) Rinnai Tankless Hot Water Heaters Heaters $16,000 Jail - Sally Port Doors Replace Two (2) Sally Port Roll-Up Doors $120,000 Jail - Razor Wire Replace or Repair the razor wire as needed Packet Pg. 72  CRESTVIEW COURTHOUSE – 2 ITEMS Amount Project Name Narrative $7,000 Crestview Courthouse - Continue recoating project on roof Roof $10,000 Crestview Courthouse - Replace old duress system duress system Packet Pg. 73  SOUTH JUDICIAL – 3 ITEMS Amount Project Name Narrative S. Judicial - locks & card Add, replace, or repair various locks and $20,000 readers card readers $65,000 S. Judicial – Chiller Transfer Switch and switchgear to provide Emergency Power emergency power to chiller S. Judicial - Mass Add PA system in new courthouse $60,000 Notification System Packet Pg. 74  So. STATE ATTORNEY – 2 ITEMS Amount Project Name Narrative $10,000 St. Attorney (so.) - Carpet Replace carpet at SA south office $88,000 St. Attorney (so.) - Install elevator at SA south office Elevator Packet Pg. 75  VARIOUS LOCATIONS – 6 ITEMS Amount Project Name Narrative Old Crestview Hospital - Replace roof (approx 32k sq. ft.) $432,000 Roof $35,000 old Ag Extension Office - Remodel for other Uses Remodel $125,000 old FWB Hospital - To create useable space for county needs Renovation $26,000 Public Safety - Generator Replace generator to EMS Essex Road for EMS $7,000 GAL (So.) - Replace Replace all windows in former EMS supply Windows building $40,000 N. PW - New Generator Install Larger Generator and move existing to Supply Bldg. Packet Pg. 76  MAJOR PROJECTS – 3 ITEMS Amount Project Name Narrative $10,000,000 Shalimar Annex Complete Renovation per approved plans Sheriff's Admin $1,500,000 Compound - Addition Construct and finish 10,000 2-story building Crestview Courthouse Add 4 courtrooms & secured entrance and $8,500,000 remodel existing building Add/Rem Packet Pg. 77  MEIGS TRUST PAYMENT – 1 ITEM Amount Project Name Narrative $400,000 Shalimar Annex Year three payment Packet Pg. 78  PARK’S PROJECTS – 4 ITEMS Amount Project Name Narrative $85,000 Veteran's Park Construct buildings at Veteran's Park (rollover) $19,053 Veteran's Park Improvements at Veteran's Park (rollover) $60,000 Derelict Vessel Removal Removal of derelict vessels per State of Florida (FWC) Design and Build seawall at Longwood $15,000 Longwood Park Seawall Park (rollover) Packet Pg. 79 THAT’S ALL 27 PROJECTS Packet Pg. 80 Packet Pg. 81 Packet Pg. 82 Packet Pg. 83  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 29, 2014 TO: Honorable Chairman and Members of the Board FROM: Ernie Padgett, County Administrator SUBJECT: Information Systems The attached documents provide the Program Based Budget for the Information Systems Department. Packet Pg. 84  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: INFORMATION SYSTEMS/APPLICATIONS & ADMINISTRATION PROGRAM DESCRIPTION: The mission of the Information Systems Department is to create and maintain an information infrastructure that emphasizes data sharing among departments and integrated County computing and network resources as a single enterprise. the Applications Division is the link between the business requirements and technology solutions for application system needs. REVENUE: Information Systems is funded within the General Fund. Supporting revenue of the General Fund are ad valorem taxes, state shared revenue, licenses, permits, charges for services, interest, other miscellaneous revenue and transfers from other funds. EXPENDITURES: Expenditures Budget FY12 FY13 FY14 FY15 Category Actual $ Actual $ Original $ Approved $ Personal Services 405,514 407,757 422,988 430,547 Operating Expenses 115,313 137,028 128,483 153,612 Capital Outlay 0 0 0 0 Other 0 0 0 0 Total 520,827 544,785 551,471 584,159 HISTORICAL STAFFING SUMMARY: Category FY12 FY13 FY14 FY15 Full-time 5 5 5 5 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 5 5 5 5 MAJOR ACCOMPLISHMENTS LAST YEAR:  Iseries400/Users: Upgraded Datagate for Iseries/400 and converted all AVR Classic 4.0 Windows Applications to the new AVR 5.0 Classic and deployed to the necessary users. Also aided in the Software Install for County Users upgrading to Windows 7.  Risk Management: Added features to the ‘Risk/Manager’ Application, during run time, to programmatically create spreadsheets in the designs provided from Symetra to simplify balancing of monthly Insurance reports. Packet Pg. 85   Facility Maintenance: In the beginning stages of the design and development of a Work Order System that interfaces with the existing Project Control System, using the Uniform Building Identification Module.  Converted the Sheriff’s Department over to our Mitel phone system. This conversion of over 180 phones and over 400 voicemail boxes will save the County around $35,000 per year. PROGRAM GOAL: The purpose of the Information Systems Department is to provide and maintain an organized, shared information infrastructure that enables the County to share data, services, and reduce duplication of effort. The management of technology and data in a coherent, organized County-wide effort is necessary to insure limited money, resources, and time are wisely allocated and efficiently utilized to provide effective, efficient government in Okaloosa County. KEY OBJECTIVES: 1. Continue to evaluate and leverage more effective and efficient technologies. 2. Monitor and assess future needs for enhanced data management capability through use of computerized information systems. 3. Ensure budgetary, personnel and purchasing functions comply with County policies and procedures. 4. Provide effective and thorough review of all annual department goals. 5. Provide effective response to County Administrator and County Commission needs and requests. PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY12/13 FY13/14 FY14/15 Full Time Personnel (inc. Director & Exec. Assistant) 5 5 5 Input Total Operating expenditures 535,719 551,471 583,129 Work Orders for BCC Departments/Constitutional Offices 1,428 1,987 2,117 Voice over Internet Protocol (VoIP) Phone Installations 65 53 130 Output County Web page hits 2,692,341 2,013,153 2,379,772 Library Co-Op Web page hits 262,894 Ratio of Work Orders to Staff 476 662 706 Efficiency Effectiveness Percentage of Phone Service Availability 99.3 99.5 99.0 Percentage of Full Web Availability 99.5 98.9 99.1 Percentage of iSeries (AS/400) Server Availability 99.1 99.4 99.0 Packet Pg. 86  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: INFORMATION SYSTEMS/GEOGRAPHIC INFORMATION SYSTEM PROGRAM DESCRIPTION: The purpose of the GIS Division is to plan, organize and manage the construction, operation and maintenance of the Okaloosa County fiber optic network system and associated telecommunications as well as all Geomatics and related technology activities to deliver an organized, shared geospatial-centric information infrastructure that enables our county to manage data and resources using a cost effective county-wide enterprise approach. REVENUE: Information Systems is funded within the General Fund. Supporting revenue of the General Fund are ad valorem taxes, state shared revenue, licenses, permits, charges for services, interest, other miscellaneous revenue and transfers from other funds. EXPENDITURES: Expenditures Budget FY12 FY13 FY14 FY15 Category Actual $ Actual $ Original $ Approved $ Personal Services 542,006 483,990 536,173 621,820 Operating Expenses 89,405 114,228 92,164 95,497 Capital Outlay 2,565 14,954 30,000 50,000 Other 0 0 0 0 Total 633,976 613,172 658,337 767,317 HISTORICAL STAFFING SUMMARY: Category FY12 FY13 FY14 FY15 Full-time 8 8 8 9 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 8 8 8 9 Packet Pg. 87 MAJOR ACCOMPLISHMENTS LAST YEAR:  Managed the restoration of one major subsurface fiber optic utility cut at the Wright Land Fill.  Completed the 7SFG Fiber Optic Project; providing a necessary fiber optic link between Eglin AFB and the 7SFG Compound, resulting in approximately $1.3 million in revenue to the county.  Managed the installation of over 11 miles of new fiber optic cable to Duke Field, Gen Bond Blvd and various other locations including the necessary conduit systems.  Completed the county Cartegraph system migration to VMware and thin client technology, thus enhancing our datacenter approach and reducing the overall hardware footprint for the county.  Designed and built the hardware and software infrastructure in preparation to take over the administration of the Property Appraiser main website.  Migrated enterprise GIS databases to SDE and GIS Server and implemented policy to provide for continued support and maintenance.  Continued to make progress toward implementing credit card processing for county permitting and inspections.  Major system upgrades to OCWS Trimble/GIS/VMWare infrastructure.  Daily administration, management and maintenance of all GIS related hardware, software, over 95 geospatial datasets, over 25 websites, over 210 custom reports and various departmental personnel necessary to keep the enterprise GIS/IT related functions of the County operational and effective. PROGRAM GOAL: The goal of the GIS Division is to provide robust, user friendly access to “on demand” geospatial data and systems for critical government services that affect the citizens of our county and manage the county fiber optic / telecommunications network as a mission critical utility. KEY OBJECTIVES: 1. Continue to leverage key development environments to produce maintainable, highly effective software applications. 2. Create a highly available (HA) GIS/IT infrastructure to insure mission critical applications and data services are available 24x7. 3. Coordinate and facilitate interdepartmental and interagency cooperation to reduce duplication of effort and wasted resources. 4. Work with federal, state and local governments to create and facilitate cost-sharing strategies. 5. Increase access to the county fiber optic network by extending critical infrastructure to more partners. 6. Find ways to more effectively operate and maintain outside plant telecommunication infrastructure. 7. Increase efficiency of current staff by developing better GIS/IT tools to increase fiber optic outside plant operations and maintenance activities to help prevent communication outages due to fiber optic cuts and utility relocates. 8. Increase efficiency with technological innovation. Packet Pg. 88 PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY12/13 FY13/14 FY14/15 Full Time Personnel 8 8 9 Total Operating expenditures 616,581 658,337 759,459 Input Sunshine One Locate Tickets (Fiber) 4,028 5,035 5,300 RTK GPS Fiber Locates (Fiber) 1,800 3,000 5,000 External Requests for Data and Services 1,025 1,100 1,500 Processed Basic Geospatial Data Edit Functions (GIS 2,500 3,000 3,200 geospatial data sets) Output Maintain custom reports for various departments 200 210 220 GIS related website hits 75,000 90,000 100,000 Management of geospatial and other mission-critical data sets (in terabytes) 6 6.5 7.5 Weekly Ratio of Sunshine One Locates to Staff (2) 77 97 110 Efficiency Percentage of Geospatial/Other Mission- Critical Data Set Effectiveness 100 100 99.99 Availability Packet Pg. 89  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: INFORMATION SYSTEMS/ SYSTEMS & NETWORKS PROGRAM DESCRIPTION: The Systems and Networks Division maintains technical communication architecture utilizing both the County Fiber network and Ethernet network to ensure proper functioning of network topology and routers. This Division also configures and maintains the County Internet and Intranet/Email servers, while supporting over 800 clients that continually access the various systems. REVENUE: Information Systems is funded within the General Fund. Supporting revenue of the General Fund are ad valorem taxes, state shared revenue, licenses, permits, charges for services, interest, other miscellaneous revenue and transfers from other funds. EXPENDITURES: Expenditures Budget FY12 FY13 FY14 FY15 Category Actual $ Actual $ Original $ Approved $ Personal Services 440,649 450,636 463,919 470,899 Operating Expenses 102,489 82,413 122,349 297,759 Capital Outlay 31,079 1,077 235,000 85,000 Other 0 0 0 0 Total 574,217 534,126 821,268 853,658 HISTORICAL STAFFING SUMMARY: Category FY12 FY13 FY14 FY15 Full-time 7 7 7 7 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 7 7 7 7 MAJOR ACCOMPLISHMENTS THIS PAST YEAR:  Extended and installed Aruba wireless at Crestview Courthouse from the FWB Annex Extension giving wireless service to all entities involved.  Replaced or upgraded approx 350 Windows XP PC’s.  Maintained legacy server and client hardware.  Upgrades performed on ECCC and EOC’s major software application.  Purchase and install new Backup system from tape library to disk platform. Packet Pg. 90  Implementation of network and computer components in support of the Airport Operations Center. PROGRAM GOAL: Provide a secure, reliable network along with skilled, competent, professional and courteous technical support to all Okaloosa County network and application users enabling BCC employees and partners to better serve the citizens of Okaloosa County through efficient technical initiatives. KEY OBJECTIVES: 1. Upgrade the County domain to Active Directory 2008 or above to stay current with the new OS’s due to the retirement of 2003 Server. 2. Replace Server 2003 hardware with virtual machines and provide redundancy by expansion and implementation of second VMWare setup. 3. Give users a current Office client and email product. 4. Keep all legacy hardware and software applications current with updates and patches. Replace as necessary. 5. Continue to train staff on all relevant technologies to ensure proper support of the infrastructure. PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY12/13 FY13/14 FY14/15 Full Time Personnel 7 7 8 Input Total Operating expenditures 522,654 841,451 908,646 SAN Helpdesk Ticket Entries 7,000 6,776 6,728 Output SAN Helpdesk Unlogged Calls 900 1,240 1,300 Avg. duration hours of Help Desk Ticket 1.6 3 2.5 Efficiency Ratio of Helpdesk Tickets to SAN Staff 1,100 968 1,121 Effectiveness Percentage of Positive Survey Results 99.0 99.0 91.6 Percentage of Server Availability 97 99 98 Percentage of Network Availability 99.9 99.0 99.3 Packet Pg. 91 Packet Pg. 92 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 mission must be accomplished in a continually improving fashion in order to support the overall goals of the County. The Information Systems Department is composed of the following three Divisions: Systems and Networks (SAN) Applications (APPS) Geographic Information Systems (GIS) Packet Pg. 93 OKALOOSA COUNTY NETWORK NORTH COUNTY NHE • Spam Filter • Surf Control • Anti-Virus OVERSEES SHE Computers Data Networks Phone Systems Internet/Email SOUTH COUNTY GIS Security/Backups Fiber Optic Wireless (WiFi) Packet Pg. 94 DEPARTMENT BUDGETS $2,900,000 $2,280,034 Plus additional $2,700,000 $317,150 in new $2,031,076 Telcom Account $2,522,082 Plus additional $2,500,000 $306,300 in new $2,391,090 Telcom Account $2,300,000 $2,135,058 $2,100,000 $2,019,995 $1,900,000 $1,814,003 $1,674,954 $1,700,000 $1,500,000 FY 07/08 FY 08/09 FY 09/10 FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 Packet Pg. 95 IS DEPARTMENT BUDGET $317,150 FY 14/15 SAN Division $853,658 APPS Division GIS Division $767,317 New Capital Account $584,159 TOTAL = $2,522,284 Packet Pg. 96 IS DEPARTMENT BUDGET $317,150 FY 14/15 Personnel Expenses Operating Expenses $681,868 $1,523,266 New Capital Account TOTAL = $2,522,284 Packet Pg. 97 IS DEPARTMENT BUDGET Increase Last Year increase Summary of Increase $3,000,000.00 $184,907.60 • Microsoft Enterprise Agreement $2,500,000.00 • Professional Services • 1 New position • Increases in Life Ins. & Retirement $2,000,000.00 • Expenses for railroad crossing permits • Travel (SunPass) $1,500,000.00 • Communication Services (Air Cards) • Contract Services $1,000,000.00 • Fiber maintenance $500,000.00 $- Requested TOTAL = $2,522,284 Packet Pg. 98 AGE OF EXISTING PCs 250 Not recommending any new PCs in FY15. Will recommend replacing 100 in FY16 to get back on a 5-6 year rotation cycle. 200 150 100 50 0 New 1 Year 2 Years 3 Years 4 Years 5 Years 6 Years 7 Years Last Year's Count Current Count Packet Pg. 99 AGE OF EXISTING SERVERS 14 42 Servers are 2008 or older running Windows 12 Server 2003. These MUST be replaced or moved to Virtual Environment in FY15 10 8 6 4 2 0 New 1 Year 2 Years 3 Years 4 Years 5 Years 6 Years 7 Years 8 Years 9 Years 10 Years Packet Pg. 100 Vmware Without Virtualization With Virtualization Application Operating System Hardware VMware provides hardware virtualization that presents a complete x86 platform to the virtual machine Allows multiple applications to run in isolation within virtual machines on the same server reducing number of physical servers required Virtualization increases performance, reduces power and cooling requirements and simplifies operation and maintenance Packet Pg. 101 SUMMARY OF IMMEDIATELY NEEDED STRATEGIC INVESTMENTS • Expand VMware to reduce the need to purchase multiple new servers • Upgrade Exchange Server software/hardware • Purchase Microsoft Enterprise Agreement Packet Pg. 102 SUMMARY OF NEXT YEAR’S CRITICALLY NEEDED STRATEGIC INVESTMENTS • Exchange Server Email Upgrade • Renew Enterprise Agreement • IPV4 to IPV6 Conversion Packet Pg. 103 Past and current leaders of Okaloosa County have expressed a strong desire to LEVERAGE TECHNOLOGY as a means to streamline operations, SAVE MONEY, improve performance, and make Government more open and responsive to the needs of the people. • This requires continual strategic investments in technology. Packet Pg. 104 Packet Pg. 105  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 29, 2014 TO: Honorable Chairman and Members of the Board FROM: Ernie Padgett, County Administrator SUBJECT: Fleet Operations The attached documents provide the Program Based Budget and presentation for the Fleet Operations Department. Packet Pg. 106  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: FLEET OPERATIONS PROGRAM DESCRIPTION: Fleet Operations provides fueling, maintenance and fleet management to all BCC departments and several outside agencies throughout the county. REVENUE: Fleet Operations is an internal service fund. Supporting revenue are charges for services to County user departments and other agencies. EXPENDITURES: Expenditures Budget FY12 FY13 FY14 FY15 Category Actual $ Actual $ Original $ Approved $ Personal Services 1,073,084 1,127,572 1,226,235 1,291,858 Operating Expenses 4,378,113 4,857,414 4,902,500 4,889,127 Capital Outlay 0 0 0 113,000 Other 0 0 0 0 Total 5,451,197 5,984,986 6,128,735 6,293,985 HISTORICAL STAFFING SUMMARY: Category FY12 FY13 FY14 FY15 Full-time 18 18 20 21 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 18 18 20 21 MAJOR ACCOMPLISHMENTS LAST YEAR:  Managed combined county/agency fleet that drives 5.8 million miles per year  Processed 54,142 fuel transactions for 896,183 total gallons  Completed 6,027 shop work orders. Up 8% from previous year  Kept average percent of fleet out-of-service at 2.5%. Up 9% from previous year. PROGRAM GOAL: To provide quality fleet management, fueling and maintenance services for all County departments and agencies served. To assure the safety of County employees and the general public while taking care of county assets. To make Fleet Operations a good place to work. Packet Pg. 107  KEY OBJECTIVES: 1. Keep an aging fleet functional 2. Maintain percent of fleet down at around 2.5% 3. Reduce operating costs with infusion of new equipment. PERFORMANCE MEASURES: 200Kshort Actual Estimated Adopted Performance Measures FY12/13 FY13/14 FY14/15 Staff Size 18 20 21 Input Non-Fuel Operating Budget $2,573,495 $2,519,106 $2,431,233 Fuel and Fuel Tax Budget $2,976,552 $3,287,862 $3,697,502 Total Work Orders 6,027 6,200 6,526 Output PM Work Orders 1,238 1,240 1,240 Percent of PM Orders to Total Work Orders 21% 20% 19% Efficiency Average Percent of Fleet Down 2.5% 2.7 3.0 Percent of Maintenance Revenue from BCC Vehicles and 82% 83% 83% Equipment Effectiveness Maintenance Revenue from Agencies $341,485 $343,882 $378,733 BCC Miles Driven 4,234,670 4,200,000 4,200,000 Packet Pg. 108  FLEET REPAIR/MAINT COSTS $2,154,620 $2,500,000 $1,875,898 $1,592,413 $1,455,758 $2,000,000 $1,416,873 $1,192,113 $1,110,676 1,787,306 1,733,035 $1,500,000 Actual $1,000,000 $500,000 $0 2008 2009 2010 2011 2012 2013 Projected 2014 0 AGE OF FLEET 14 12 10 8 6 VEHICLES 4 2 EQUIPMENT 0 2007 2008 2009 2010 2011 2012 2013 Projected Projected 2014 2015 Packet Pg. 109  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 29, 2014 TO: Honorable Chairman and Members of the Board FROM: Ernie Padgett, County Administrator SUBJECT: Board of County Commissioners The attached document provides the Program Based Budget for the Board of County Commissioners Department. Packet Pg. 110  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: BOARD OF COUNTY COMMISSIONERS PROGRAM DESCRIPTION: The Board of County Commissioners is the chief legislative and governing body for Okaloosa County. The Board formulates policy and directs the County Administrator and County staff to implement their policies. The Commission consists of five elected members. REVENUE: Board of County Commissioners is funded within the General Fund. Supporting revenue of the General Fund are ad valorem taxes, communications service tax, local business tax, permits and fees, state shared revenue, charges for services, judgments and fines, miscellaneous revenue and transfers from other funds. EXPENDITURES: Expenditures Budget FY12 FY13 FY14 FY15 Category Actual $ Actual $ Original $ Approved $ Personal Services 569,865 580,438 644,107 710,844 Operating Expenses 130,889 142,825 122,468 120,011 Capital Outlay 0 0 0 0 Other 0 0 0 0 Total 700,754 723,263 766,575 830,855 HISTORICAL STAFFING SUMMARY: Category FY12 FY13 FY14 FY15 Full-time 9 9 9 9 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 9 9 9 9 MAJOR ACCOMPLISHMENTS LAST YEAR:  Developed and provided briefings on state and federal legislative priorities.  Oversaw completion of Auditor General audit of County. Prepared Tourist Development Department for follow-up visit from Auditor General.  Focused on public safety; led County through major storm events; shut down government during ice storm and significant rain events to protect public and employees. Packet Pg. 111 PROGRAM GOAL: Formulate public policy to meet community needs and provide effective, efficient government. To consider, evaluate and make wise decisions on county business. To improve delivery of public services to the highest level possible and to capitalize on alternative revenue generation without increasing the tax burden on our citizens. KEY OBJECTIVES: 1. To formulate public policy while always being mindful of Sunshine Laws and citizen accountability. 2. To decide on county business after doing due diligence on the subject. 3. To maintain and increase revenue streams without increasing the tax burden. 4. To enhance county government’s public image. 5. To increase public awareness of issues and opportunities. PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY12/13 FY13/14 FY14/15 FTEs for Public Information 1 1 0 FTEs for Board support 2 2 2 Number of meeting summaries produced 24 24 24 Number of regular Board meetings held 24 24 24 Number of Workshops held 3 4 4 Packet Pg. 112  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 29, 2014 TO: Honorable Chairman and Members of the Board FROM: Ernie Padgett, County Administrator SUBJECT: County Administrator The attached document provides the Program Based Budget for the County Administrator Department. Packet Pg. 113  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: COUNTY ADMINISTRATOR’S OFFICE PROGRAM DESCRIPTION: The County Administrator serves as the administrative head of the county and, with the exception of the County Attorney, is responsible for the administration and operations of all departments under the direction of the Board of County Commissioners. REVENUE: The County Administrator is funded within the General Fund. Supporting revenue of the General Fund are ad valorem taxes, communications service tax, local business tax, permits and fees, state shared revenue, charges for services, judgments and fines, miscellaneous revenue and transfers from other funds. EXPENDITURES: Expenditures Budget FY12 FY13 FY14 FY15 Category Actual $ Actual $ Original $ Approved $ Personal Services 360,223 407,591 440,265 397,277 Operating Expenses 42,646 61,184 42,173 35,136 Capital Outlay 0 0 3,000 Other 0 0 0 Total 402,869 468,775 482,438 435,413 HISTORICAL STAFFING SUMMARY: Category FY12 FY13 FY14 FY15 Full-time 4 4 5 5 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 4 4 5 5 Packet Pg. 114 MAJOR ACCOMPLISHMENTS LAST YEAR:  Developed and provided a balanced budget consistent with Board directives and expectations.  Integrated RESTORE Act coordinator functions into existing staff duties. Eliminated coordinator position.  Created motivational leadership environment; hosted Management Retreat at Emerald Coast Convention Center; provided annual departmental staff training  Based on Board direction, developed state and federal legislative priorities.  Coordinated with Florida Association of Counties to develop strategy for engaging the Department of Juvenile Justice for detention rules challenge.  Effectively managed 16 county departments consisting of over 700 employees.  Continued to improve online agenda software; made several key modifications and trained new personnel.  Interfaced with State Auditor General conducting County-wide audit; supplied supporting documents. Drafted County responses for Board approval. PROGRAM GOAL: To ensure that Okaloosa County government is a superior, efficient and cost-effective organization designed to provide quality programs, services and facilities consistent with the goals and objectives of the community. KEY OBJECTIVES: 1. Enhance and maintain internal controls in administering assigned responsibilities in accordance with applicable laws, rules, regulations, contracts, grant agreements, and guidelines. 2. Prepare Okaloosa County for opportunities available from the RESTORE Action in preparation of the disbursement of funds. 3. Continue to transition Okaloosa County to a Program/Performance-based budget in all county departments. 4. To make use of available technology so as to effectively use limited human resources. PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY12/13 FY13/14 FY14/15 FTEs for County Administrator 1 1 1 Input FTEs for Administrator Support 2 2 2 FTEs for Public Information 1 1 1 Balanced budget created 1 1 1 Number of BCC agendas created 24 24 24 Output Number of workshop agendas created. 3 4 4 Number of press releases created 196 152 152 Packet Pg. 115  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 29, 2014 TO: Honorable Chairman and Members of the Board FROM: Ernie Padgett, County Administrator SUBJECT: Library Cooperative The attached document provides the Performance Based Budget for the Library Cooperative. Packet Pg. 116  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: CULTURE/RECREATION DEPARTMENT/PROGRAM: LIBRARY COOPERATIVE PROGRAM DESCRIPTION: The Okaloosa County Public Library Cooperative is an independent inter- governmental agency governed by a board of seven appointed members. It is a partnership between the cities of Crestview, Destin, Fort Walton Beach, Niceville, Mary Esther, Valparaiso and Okaloosa County to provide library services for all county residents. REVENUE: The Library Cooperative is funded within the General Fund. A transfer-in from the Debt Service Fund provides funding for the Library Cooperative. Anticipated Board support for Fiscal Year 2015 is $565,001. EXPENDITURES: Expenditures Budget FY12 FY13 FY14 FY15 Category Actual $ Actual $ Original $ Approved $ Personal Services 90,220 71,884 85,966 87,016 Operating Expenses 74,674 169,959 90,369 86,360 Capital Outlay 0 0 0 0 Grants & Aids 428,000 410,880 428,003 428,000 Reserves 0 0 0 0 Total 592,894 652,723 604,338 601,376 HISTORICAL STAFFING SUMMARY: Category FY12 FY13 FY14 FY15 Full-time 1 1 1 1 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 1 1 1 1 Packet Pg. 117 MAJOR ACCOMPLISHMENTS LAST YEAR:  Provided library services to over 604,000 visitors.  85,953 hours of computer use in libraries supported patrons in job searches, educational and recreation.  Increased attendance at library programs for third consecutive year; 46,241 people served.  Expanded digital library service with 41% more electronic titles, 44% more users and 230% increase in downloads (over 14,000) in the first three quarters of FY2014.  Partnered with AARP to provide free income tax preparation to 2,432 low-to-moderate income residents, with an economic impact of $1.6M net refunds.  Trained 54 library staff members in effective communications and safety procedures to handle real-world security issues in their facilities. PROGRAM GOAL: The Okaloosa County Public Library Cooperative (OCPLC) provides convenient, free access to information, ideas, books and technology that enriches, educates and empowers the residents of Okaloosa County. Our libraries will foster the spirit of exploration, the joy of reading, and the pursuit of knowledge for all ages and cultures. It will offer individual enlightenment in every aspect of information and technology in a welcoming environment that provides challenge, collaboration and entertainment through proactive service that exceeds customer expectations. KEY OBJECTIVES: 1. Coordinate library service among members to ensure high quality & equitable access throughout the county. 2. Provide resources to meet diverse informational, recreational, educational, and cultural needs. 3. Develop print and technology literacy in residents of all ages, beginning with the very young. 4. Encourage economic growth and enhance development of a skilled, ready workforce through programs, services and materials that address needs of job seekers and area businesses. 5. Support educational endeavors with study areas, computers, wireless Internet and supplemental resources. 6. Accommodate the increase in service population due to county growth and the libraries’ absorption of the military community due to Eglin library closure. Packet Pg. 118 PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY12/13 FY13/14 FY14/15 Number of Full-Time Equivalents (FTEs) 2 2 2 Input Access to Service Outlets, Square Foot per Capita .45 .45 .45 Circulation Totals 714,642 716,000 718,000 Output Library Material Holdings 310,302 310,000 310,000 Number of Registered Card Holders 70,908 72,000 72,000 Library Materials Holdings per Capita 1.72 1.72 1.72 Efficiency Library Visits per Capita 3.34 3.2 3.3 Circulation of Materials per Capita 3.95 3.6 3.8 Effectiveness Collection Circulation/Turnover Rate 2.3 2.2 2.3 Total program attendance 46,241 48,000 48,000 Reference Questions Answered 234,152 230,000 230,000 Packet Pg. 119