Okaloosa County BOCC — February 4, 2014 — Minutes — reading text

Padgett stated the group can make periodic reports to the December 17, 2013 ~21- Minute Book 70, Page 188 Okaloosa County Board of County Commissioners Board as a whole or individually to each commissioner. Mr. Amunds stated he will volunteer to be on this task force. Mr. Dowd asked if the commissioner on the committee would be a voting member, saying that could create difficulties. Mr. Amunds felt the commissioner would not vote but would help put information together. Mr. Dowd asked “like a staff group?” Mr. Amunds replied, “like a RFP.” Mr. Parisot asked if the meetings would be advertised. Mr. Boyles said he believes it is appropriate to designate the individual as a liaison to the contractor. Mr. Boyles made motion to that effect. Discussion ensued regarding terminology. Mr. Windes then seconded the motion to name Mr. Amunds as the liaison commissioner. Mr. Parisot raised a question about another commissioner being in attendance at these meetings. 4 yeas, 1 nay. (Mr. Parisot voted no.) TOURIST DEVELOPMENT — AUTHORIZATION TO ADVERTISE RFP FOR CATERING SERVICES AT CONVENTION CENTER Mr. Ed Schroeder, Tourist Development Department (TDD) Director, requested authorization to advertise a Request for Proposals (RFP) /statement of qualifications for catering services at the Emerald Coast Convention Center (ECCC). He also recommended the following individuals be appointed to the selection committee: Bill Leaman, Convention Center Manager; Ed Schroeder, TDD Director; Rick Owen of the County Administrator’s Office; Jack Allen, Purchasing Services Manager; and a county commissioner. Mr. Harris made motion, seconded by Mr. Windes, to authorize the issuance of the RFP for catering services at the ECCC and to approve the selection committee as recommended by the department head. 5 yeas. Mr. Parisot suggested next year’s liaison commissioner to the TDD serve as the Board’s representative on this committee. Mr. Windes stated that is his district and he will retain the liaison position for TDD. However, he said he would like for someone else to sit on the catering review committee and suggested Mr. Boyles serve in that capacity. Mr. Windes made motion, seconded by Mr. Harris, to nominate Mr. Boyles to serve on the catering services selection committee. 5 yeas. OLD BUSINESS - CONSIDERATION OF A COMPLIANCE OFFICER Mr. Padgett referred to his agenda packet and stated the genesis for this position has been prior years’ audits. He recommended creation of the position of Compliance Officer to be assigned to December 17, 2013 -22- Minute Book 70, Page 189 Okaloosa County Board of County Commissioners the County Administrator’s Office and to develop duties and responsibilities. Specific duties would include: e Conduct reviews for compliance of internal policies, procedures and practices, general ledger account balances, grants, contracts, revenue collection, purchasing, disbursements, inventory as well as facilities and equipment management e Determine whether the BCC departments are performing their planning, custodial accounting or control activities in compliance with policies, procedures, standards, laws, and regulations, and in a manner consistent with objectives and standards of administrative practices and applicable federal, state, and local laws and ordinances e Develop internal control policies, processes, and procedures and make recommendations Mr. Padgett stated documents are handed off to the Clerk’s Office and the Clerk’s Office is under an obligation to make certain every “i” is dotted and ever “t” is crossed. He noted comments are coming back about the deficiencies of the documents. Mr. Padgett said he wants to make sure the handoffs to the Clerk’s Office are correct according to the Board’s own policies. He told the commissioners we need to move in a positive direction to obtain compliance and the individual in this position needs authority to work with departments to help them. Mr. Harris and Mr. Windes voiced support of the position. Mr. Padgett stated the Clerk’s Office will continue its role and the Compliance Officer will enhance the interface with the Clerk's Office. Mr. Windes made motion, seconded by Mr. Harris, to approve the creation of the Compliance Officer position and development of duties and responsibilities, including the ones listed above. 5 yeas. OLD BUSINESS - UPDATE ON AGO REPORT AND RESPONSE Mr. Padgett stated Rick Owen has assisted him by working with the commissioners on the modified Preliminary and Tentative Audit Findings from the Auditor General’s Office (AGO). He referred to the agenda packet and stated they are available to answer questions. Mr. Owen reported the response is succinct and to the point. The AGO had requested the county modify its response to smooth December 17, 2013 -23- Minute Book 70, Page 1909 Okaloosa County Board of County Commissioners out the language and remove duplications. Upon inquiry, Mr. Owen noted the Preliminary and Tentative Audit Findings do overlap the previous report period. Upon inquiry by Mr. Windes, Mr. Padgett stated they have worked well with the AGO. He advised it has not been adversarial but the county has been firm. Mr. Parisot referred to Finding #13: Several County Commissioners received monthly travel allowances based = on typical months’ travel statements that were outdated, included unallowed milage, or did not include adequate descriptions of the travel claimed. Mr. Padgett commented the AGO’s primary concern was that more effort should be made when submitting the typical monthly travel statement. Mr. Parisot also referenced Finding #14: The BCC had not adopted policies and procedures for making contributions to private nonprofit) corporations. Also, the BCC did not consistently document how contributions to the corporations served an authorized public purpose, require the corporations to enter into a written agreement stating the purpose for which the contributions should be used, or obtain a subsequent accounting from the corporations as to how the contributions were ultimately used. Mr. Parisot said he feels the county should establish written policies in this regard. Mr. Boyles noted the last line of the county’s response says “..the County will strengthen its procedures to establish how contributions serve a public purpose.” Mr. Parisot replied the county does not have written policies right now. Mr. Windes made motion, seconded by Mr. Parisot, to approve the proposed changes to the AGO report and Board responses. 5 yeas. Mr. Amunds asked Mr. Padgett to work with staff to come up with a report card on what changes have been implemented. PUBLIC COMMENT No one came forward to speak at this time. December 17, 2013 ~24- Minute Book 70, Page 191 Okaloosa County Board of County Commissioners ADJOURNMENT There being no further business to come before the Board, the meeting was adjourned at 10:00 p.m. DON W. HOWARD DON R. AMUNDS, CHAIRMAN CLERK OF CIRCUIT COURT BOARD OF COUNTY COMMISSTONERS (These minutes were transcribed by Teresa Ward.) December 17, 2013 -25- Minute Book 70, Page 192 Okaloosa County Board of County Commissioners