Okaloosa County BOCC — April 5, 2016 — Budget Letter FY 2017

TO: Departments FROM: Frank Hart, Budget & Compliance Manager DATE: April 22, 2016 SUBJECT: Fiscal Year 2017 (FY 2017) Budget Submissions This memorandum formally begins the annual budget preparation process. Below is guidance to follow for the submission of the FY 2017 budget requests. While developing the FY 2017 budget requests keep in mind that resources are finite and incorporate the County values: continual improvement of infrastructure; health, safety, and well-being of the citizens; preservation of natural resources; responsible economic development; leadership; and stewardship. The budget system will be available for submissions starting April 22, 2016. The system will close on May 20, 2016. Departments need to have their data entry completed by this date; as County Administrators reviews will begin on June 1, 2016. The budget system contains historical data for the past fiscal year and actual expenditures through March 31, 2016. Employee information from the Human Resource system will be loaded into the budget system based on the current employees as of March 31, 2016. New positions funding will be entered in the “New” column by Human Resources along with a note detailing the new position(s) by Friday, May 13, 2016. Please remember that departments are responsible for entering any requested overtime. Risk Management and Fleet Operations are preparing allocations for insurance and fleet maintenance charges. These allocations will be made available for review to the user departments and subsequently inputted in the budget system by the budget staff by Friday, May 13, 2016. Notes section, last year’s notes have been carried forward for your convenience. Ensure that notes are updated accordingly and provide detailed information on the following items:  Contract Services  Out of County Travel and Per Diem  Land  Buildings  Improvements Other Than Buildings  Equipment  Line item changes (+/-) from the current year’s budget if the change is 5% or more and equal to or greater than $1,000.  Fleet related items must specify whether the request is new or replacement. If it is a replacement vehicle, enter the year of the vehicle being replaced and mileage as follows: Description Year Mileage Amount 4x4 Pickup Replace 1990 000001 $30,000 4x4 Pickup New $30,000 Fleet Operations will contact each department currently utilizing fleet vehicles and or equipment to develop replacement requests for the new budget year. Current and future Information Technology (IT) related requests (GIS/IT/Telecommunications/Computer Equipment, Software and Data) need to be submitted to IT using this intranet form http://gisvm109/pmit/ prior to entering the request in the budget system. IT will assess the County’s technology needs and prioritize as necessary. When entering travel expenses, lodging is allocated in line item 540005 while other Out of County Travel expenses (airfare, commercial rental vehicles, fuel, mileage and meals) are allocated in line item 540002. If you are attending a conference, the registration or attendance fees are allocated in 555001 training/education expenses. If you are renting a vehicle from the County’s Fleet Operations, allocate those expenses in 544644 R/L Fleet Vehicles. Grant expenditures should be included in base or new program to the extent the operating or local match monies are required. Support:  Budget and policy questions contact Frank Hart (683-6222)  Employee and new position questions contact Human Resources (683-6200)  Vehicle and Equipment or other fleet related questions contact Fleet Operations (689-5775)  Information Services for IT related questions contact Dan Sambenede