Okaloosa County BOCC — July 29, 2014 — reading text

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 $