Okaloosa County BOCC — February 12, 2013 (meeting #1122) — reading text

Agenda Okaloosa County Board of Commissioners Tuesday, February 12, 2013– 1:00 PM Crestview Courthouse I. Synopsis Report of Board Department Reduction Impacts (FY 2008 - 2012) a. Report of Board Department Reduction Impacts (FY 2008 - 2012) for consideration in discussion and approval of FY 2013 - 2014 Okaloosa County Strategic Plan II. Future Staffing, Projects and Infrastructure Needs a. Look Ahead on Staffing, Projects and Infrastructure Needs for consideration in discussion and approval of proposed FY 2013 - 2014 Okaloosa County Strategic Plan III. Revenue Source Options a. Review of Revenue Source Options for consideration in discussion and approval of FY 2013-2014 Okaloosa County Strategic Plan IV. Proposed FY 2014 Strategic Plan and Board Direction a. Overview of Proposed FY 2014 Strategic Plan and Board Identification of Commissioner Priorities V. Public Input VI. Adoption of Okaloosa County Strategic Plan in Preparation of Fiscal Year 2013-2014 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: 2/7/2013 4:27 PM Page 1 of 1  1.a BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: February 12, 2013 TO: Honorable Chairman and Members of the Board FROM: James D. Curry SUBJECT: Report of Board Department Reduction Impacts (FY 2008 - 2012) DEPARTMENT: County Administrator BCC DISTRICT: ALL In preparation for discussion and approval of the FY 2013-2014 Okaloosa County Strategic Plan, a synopsis of the impact of County budget reductions from FY 2008 - 2012 provides a historical perspective on the current state of each BCC department, including staffing, infrastructure, and responsibilities. A comprehensive review of these impacts provides a baseline for future capital projects as well as sustainment of infrastructure, staffing, and other resources. The attached report outlines the impact of budget reductions from FY 2008 - 2012 on BCC departments as well as the adjustments made by each BCC department to sustain operations and mission success. Staff recommends the board review the report. RECOMMENDED BY: APPROVED BY: James D. Curry, County Administrator Packet Pg. 2  1.a.a SYNOPSIS REPORT OF BCC DEPARTMENT REDUCTION DURING THE PAST 5 YEARS This report outlines the budget and staffing reductions, by Board of County Attachment: 2013-2014 Synopsis Report (1363 : Report of Board Department Reduction Impacts (FY 2008 - 2012)) Commissioners department, incurred by Okaloosa County over the past 5 years. Included in this synopsis are the significant impacts that have occurred as a result of these reductions. Two enterprise funded departments are not included in this report, Airports and Tourist Development, as both are funded through other sources. Also not captured in this report are significant capital projects for which debt was issued through the general fund, notably a $26 million expenditure for the Okaloosa County Courthouse Annex Extension. Administrative Services The County underwent a reorganization in Fiscal Year 2012, reassigning duties and eliminating the entire Administrative Services department and most of the budget including the positions of Assistant County Administrator and Executive Assistant II. Among the duties formerly held by the Administrative Services department now assigned to other departments, • The Public Works Director oversees the current Public Works functions as well as Facility Maintenance, Fleet Operations, Information Systems and County Extension; • The Public Safety Director controls the current Public Safety functions as well as the Corrections Department, Law Library and Court Services; • In addition to the Human Resources Department, the Human Resources Director is responsible for Risk Management, Purchasing and Veterans Services; • The Library Cooperative and the Board staff in Crestview report to the Administrative Manager. Agricultural Extension During the last two budget cycles, the Extension Department has experienced almost a 25% reduction in the County budget plus reductions in the UF/IFAS budget. The loss of two positions (4-H Program Assistant & Office Supervisor) has impacted the workload of all program areas and also greatly increased the workload and responsibilities of the two Program Technicians. Additionally, the loss of these positions resulted in the cancellation of the Money Adventures Day Camp that previously included the participation of 100 youths. Packet Pg. 3  1.a.a Horticulture & Sea Grant Program funding reductions have resulted in a 50% reduction in Program Assistants to instruct Master Naturalists Courses, impacting the number of youths served. After a reduction of $87,000 in funding to the Family Nutrition Program (FNP), the Attachment: 2013-2014 Synopsis Report (1363 : Report of Board Department Reduction Impacts (FY 2008 - 2012)) program assistant position was cut, impacting nutrition education for 5,000 elementary students per month. Corrections As a result of reduced jail population, six full-time positions were eliminated, saving approximately $361,000 in Fiscal Year 2011, and an additional six full-time positions were cut in Fiscal Year 2012 saving $400,000. After the reductions were made in Fiscal Year 2012, inmate population steadily increased from a low in the sub-400s to over 700 necessitating the addition of five correctional officer positions in Fiscal Year 2013. If the jail population remains at current levels or continues to increase, five additional correctional officers would be needed. As department equipment purchases have been pushed back each year, mission essential equipment is rapidly becoming beyond repair. This includes vehicles, secure detention equipment, food service equipment, and laundry equipment. Facilities Maintenance Over the past five years, the Facilities Maintenance (FM) Department’s budget has been reduced by 20% (from $3.5 million to $2.8 million). During the same period, staffing has been reduced by15% (from 51 positions to 44). With more than one million square-feet of space that must be maintained, FM’s custodians have a total area responsibility of more than 40,000 square feet per day. This is an increase of more than 20,000 square feet per day. Because of this 100% increase in service responsibility, reduced daily services are now provided and special cleaning services have been mostly eliminated. Landscaping and grounds keeping services have also been substantially reduced. Because of reduced budgets, the number of projects that can be undertaken has reduced by more than 50% resulting in a growing list of deferred maintenance projects. This results in declining appearance of County-owned buildings. FM staff has identified more than $3 million in roof repairs and replacements that remain unfunded. Although in-house remodeling services are Packet Pg. 4  1.a.a available and have proven to be cost effective, staff reductions have reduced the number of these projects that can be accomplished. There have been no new County vehicles assigned to the FM department in more than five years. Service vehicles are out of service for mechanical failure Attachment: 2013-2014 Synopsis Report (1363 : Report of Board Department Reduction Impacts (FY 2008 - 2012)) with much more frequency due to the high mileage. Fleet Operations The department has seen budget cuts in the key areas of staffing and vehicle/equipment replacements. Since cutbacks began in Fiscal Year 2007/08, vehicle and equipment replacements have been almost nonexistent for BCC departments. Also, since that year, Fleet Operations’ staff has been reduced by 10%. Staff reduction came not because of a lack of shop work but simply because of mandated cutbacks. The combination of six years of no new replacement fleet units and a Fleet Operations staff reduction has been catastrophic. Operating a fleet of old vehicles and equipment has resulted in huge leaps in shop labor hours. The volume of work orders and the length and complexity of repair tasks have been daunting. The number and size of parts transactions has also grown. In an effort to minimize downtime, Fleet Operations has utilized overtime and commercial repairs extensively. This has resulted in soaring maintenance costs and not enough vehicles and equipment in reliable condition for our work crews to operate efficiently. Growth Management To continue meeting the established goals in the face of a shrinking budget, the Growth Management Department has taken steps to reduce its costs. Included in these cuts is a 50% reduction in staff, including vacant positions, from 53 in Fiscal Year 2006/07 to 26 by Fiscal Year 2011/12. Additionally, total department cost; actual expenses, staff and operations; has been reduced by 57% from $3.3 million in Fiscal Year 2006/07 to $1.9 million in Fiscal Year 2012, excluding the $422,078 paid to the County’s General Fund Cost Allocation from the Inspections Enterprise Fund. In addition to staff reductions, other cost cutting measures include relocating staff from all divisions to rent-free facilities to reduce rent by $117,527, and returning numerous vehicles to the County fleet while not purchasing any new vehicles. Packet Pg. 5  1.a.a The department has also made no capital equipment purchases (printers, scanners, etc) and has amended the code to allow less expensive advertising requirements. The floodplain management program was revised to reduce mailing and notice costs, and computers are now replaced on an as-needed Attachment: 2013-2014 Synopsis Report (1363 : Report of Board Department Reduction Impacts (FY 2008 - 2012)) basis. Human Resources The department has realized a 21.2% budget reduction from $610,000 in Fiscal Year 2006/07 to $481,000 in Fiscal Year 2012/13. While the department has experienced a 12.5% decrease in staffing, the workload has