Okaloosa County BOCC — 2013 meeting #1123 (date undetermined) — Budget Policy Document FY14 — reading text

$20,000,000 $0 2009 2010 2011 2012 2013 Reserves Budget Page 24  Capital Project Budgeting Policies Capital Improvement Program The Capital Improvements Program (CIP) guides the development of public facilities needed to meet a determined level of service, including roads, parks, utility infrastructure, government buildings, major equipment and renovations to existing buildings, over a five year period. The CIP provides the financial foundation necessary to implement the Comprehensive Plan. The CIP must be financially feasible which means that sufficient revenues are currently available or will be available from committed funding sources for the first 3 years, or will be available from committed or planned funding sources for years 4 and 5. The County’s CIP includes the five-year growth projections identified in the Capital Improvements Element (CIE) of the Comprehensive Plan as well as non-CIE capital improvements not directly related to the Comprehensive Plan. On an annual basis, Okaloosa County prepares and adopts a Five-Year CIP consistent with the requirements of the Comprehensive Plan. The CIP is presented to the Board of County Commissioners as a separate report from the budget printout. Under this format, departments provide a description of capital having an anticipated cost of $5,000 or more and include any known operational impacts, such as additional personnel or equipment. The annual budget will include sufficient appropriations to fund capital projects identified in the first year of the Five-Year CIP. Any project approved for funding will have an adequate budget for operation and maintenance. 45,018,974 Capital Expenditure History by Fund Type $50,000,000 $45,000,000 21,399,726 $40,000,000 16,993,670 $35,000,000 12,541,257 14,991,943 13,048,534 11,570,767 $30,000,000 $25,000,000 7,028,000 6,089,039 6,301,503 2,709,160 $20,000,000 1,716,129 1,735,182 1,764,960 1,805,413 1,372,816 2,183,674 448,994 857,333 107,500 $15,000,000 $10,000,000 $5,000,000 $0 FY09 FY10 FY11 FY12 FY13(Budget) General Fund Special Revenue Funds Capital Outlay Funds Enterprise Funds Project Funding The Budget staff will determine the amount of resources (revenue and balances) available for capital projects. Proposed projects will be prioritized and the available funds allocated accordingly. Okaloosa County will levy the millage necessary to ensure concurrency with the level of service standards adopted in the Comprehensive Plan. Capital Outlay Funds’ prior year taxes, other revenue, built-up reserves and bond proceeds in general government capital improvement, equated to budgeted construction expenditures and reserves totaling $4,999,685 for the beginning of Fiscal Year 2013. Also, at the beginning of Fiscal Year 2013, $10,755,000 in Page 25 road project capital improvements were funded from motor fuel taxes, interest earnings and reserves. In addition to the general government capital improvements, the capital improvements in the Enterprise Funds are funded through user charges of those funds. In the Water and Sewer enterprise operation the capital improvements amounted to approximately $7,500,000 in Fiscal Year 2013. The Airport Enterprise operation budgeted approximately $2,700,000 in capital improvements, while the Convention Center budgeted approximately $2,500,000, during this same period. Solid Waste and Emergency Medical Services funded a small amount of capital improvements during Fiscal Year 2013, while Inspection had none. The future year’s Capital Improvement Program shows leveling off or declines in capital projects as funds are limited. Proposed Projects/Updates Courthouse Facilities Shalimar Courthouse Annex. With the completion of the Courthouse Annex Extension in October of 2011 and a judicial determination on the annex Reverter Clause, the Board moved to begin developing plans in the current Fiscal Year 2013 budget for the renovation of the Shalimar Courthouse Annex. The Board entered into a contract with Lord & Son for design-build services for the renovation of the annex and approved funding for Phase I design services. In addition, the Board authorized the formation of a renovation project Task Force made up of representatives of the user groups who will eventually occupy the renovated annex or who will otherwise be significantly affected by the reallocation of the space. The Task Force held its first meeting on November 30, 2012 and held several meetings after that with the purpose to reallocate the available space at the annex and make recommendations to the Board based on their decisions. One of the most significant driving factors behind the renovation of the annex has been to provide county owned or controlled space for operations that are leasing office space from the private sector. With some significant leases set to expire before the end of Fiscal Year 2014 and some others that have reverted to month-to-month arrangements, time is of the essence to make space available for those operations to eliminate those rental payments. The Task Force Committee and design team made a presentation to the Board during the March 19th meeting recommending consolidation of certain county operations into the Shalimar facility. These facilities include two courtrooms, judicial and court support offices, offices for the Board of County Commissioners, the BCC chambers, County Administrator, County Attorney, Supervisor of Elections, Tax Collector, Guardian ad Litem, Property Appraiser, certain Clerk of Courts offices, and other selected operations. The committee further recommended Sheriff Investigations, Civil Process, and Warrants & Records be relocated to a separate new building to be constructed on the Sheriff’s administrative compound in Shalimar. Once the relocations are finalized, the current rents paid could be reduced by approximately $800,000 per year. The initial estimated cost for the proposed annex renovation is $11,500,000 and the new Sheriff facility has been estimated at $1,750,000. Public Safety Sheriff’s Brackin Street Building. The roof on the North District Command building has begun leaking and is at the end of its useful life. To protect the building from further damage, the roof needs to be replaced. Funding of $110,000 will be needed in Fiscal Year 2014 to replace the roof. Page 26 County Jail. One of the chillers at the jail is at the end of its useful life. Facility Maintenance staff was able to make minimal emergency repairs a couple of years ago to keep the unit running for a short time. When this unit fails, it’ll take several months to go through the process of taking bids, ordering the unit, and then waiting for it to be manufactured and delivered. If the failure happens in the summer months, the entire inmate population may have to be relocated to available space in facilities in other counties. Funding of $225,000 would be needed in Fiscal Year 2014 to replace the chiller. The roof on the county jail is leaking in several places. The source of some of the leaks goes beyond simple patch and repair attempts. Some roof replacement and associated damage repair is the only way to stop the leaking. This is not a simple matter of stopping the water damage to the roof support systems. The water intrusion is creating hazardous situations for staff and inmates. In addition, gutters were never installed on certain portions of the facility which is contributing to some of the water intrusion and facility damage issues. Funding of $225,000 will be needed in Fiscal Year 2014 to get proper gutters installed where needed and replace leaking portions of the roof and repair water damage. Board Facilities Brackin Building. Space planning for the Property Appraisers new offices on the second floor of the Brackin Building is nearly complete. If the Board agrees, funding of $65,000 will be needed in Fiscal Year 2014 to remodel the space. Old Fort Walton Beach (FWB) Hospital. A renovation plan is in development for the old FWB Hospital to provide operational space for a number of county operations that are currently in rented space. Space is currently being designed for the County Information Systems Department and records storage for the State