Okaloosa County BOCC — January 6, 2015 — Nov 18 2014 minutes — reading text

representation was cut from five to four members. Mr. Harris remarked he has a conflict with another obligation when the TPO meetings. Mr. Boyles made motion, seconded by Mr. Goodwin, to appoint Mrs. Ketchel, Mr. Goodwin, Mr. Boyles, and Mr. Windes to the TPO. 5 yeas. November 18, 2014 -6~ Minute Book 72, Page 57 Okaloosa County Board of County Commissioners OLD BUSINESS - STAFF UPDATE ON RISK ASSESSMENT Mrs. Kay Godwin, Human Resources Director, said her presentation is provided as an update to the report made by Carr Riggs & Ingram (CRI) several months ago. She stated the Board adopted a formal Anti-Fraud Policy. Fraud awareness and ethics classes were conducted for BCC employees, including executives, managers and employees at all levels. Mrs. Godwin noted that not only did the Commissioners and County Administrator endorse the classes but attended the training as well. Additionally, the fraud reporting feature on the county’'s website was updated to enhance the public’s ability to provide tips anonymously. Mrs. Godwin reported the number of credit cards issued to BCC employees has been reduced, the card rules have been revised, new controls implemented and training has been wupdated for credit card holders. Purchasing pclicies and procedures continue to be reviewed and updated to include standardized procedures for returned materials. Continuing, Mrs. Godwin stated consideration is being given to an amendment to the 1leave policy which would require Kkey employees to take an annual vacation lasting one week while another employee performs duties during that time. Two additional security cameras have been installed at the Water & Sewer inventory building and inventory c¢ycle counts are performed weekly. The Airports Department has purchased and implemented software designed for tracking and billing airport fees and leases. Information Technology (IT) is implementing upgrades to improve disaster recovery and redundancy efforts. She advised that additional funding will be needed for comprehensive IT risk assessment. This funding would include an additional person for security and networking. Mrs. Godwin stated some of CRI's recommendations pertained to the Clerk’'s Office, saying Mr. Peacock will make comments later. She said the Clerk hired Sam Scallan as the Director of Internal Auditing in January 2014. Mr. Scallan is developing a formal risk assessment and work plan; he has conducted internal audits of BCC functions, including both surprise cash counts and routine inventory counts. She reported Mr. Scallan said policies and procedures for billing and collection of revenue are being established by the Finance Department. Once finalized, BCC departments will develop or revise policies and procedures which are consistent with the overall policy. Mrs. Godwin stated the Clerk’'s Office has implemented compensating November 18, 2014 -7- Minute Book 72, Page 58 Okaloosa County Board of County Commissioners controls in the accounts payable section to compensate for insufficient staff levels. She said an important point to make is there is really 1limited staffing to handle some of these regquirements. Mrs. Godwin stated the CRI Report recommended someone under the Board’'s employ be designated as the coordinator for the overall fraud risk assessment program. Mrs. Godwin advised that about 75% of the recommendations have been completed or are in the process of being implemented. She stated the remainder will require additional funding and/or staffing. Mr. Boyles commented one of the items identified was being thin at the top. He said balance 1is needed and he advocates re- creation of an Assistant County Administrator position. Mr. Windes agreed. Mr. Peacock agreed with the comments regarding staffing. He said he has spent a great deal of time the past year and a half reviewing the audit. Mr. Peacock stated he has looked at the role of Clerk and Comptroller and development of a balance. He advised that over the next few months he will continue to work on a plan and will bring it to the Board to see if the Clerk and Board can partner. He added that he has had great response from his staff and from the county departments. Mr. Peacock said he believes we can go forward on a team basis. He stated he would like to have until January to bring the plan forward. Mr. Harris stated he had opportunity to speak with department heads and they have nothing but good things to say about the Clerk. He thanked Mr. Peacock for his positive comments and working as a team. Mrs. Ketchel agreed with Mr. Peacock, saying she would like an opportunity to sit down with him. She also supported waiting until January to review the plan. Mr. Hofstad remarked that will give staff time with regard to decisions on the County Administrator position and to work on a budget plan for the next year. PUBLIC HEARING - REQUEST BY STEVEN BENNETT ETAL TO VACATE PORTION OF SECOND AVENUE IN TOWNSITE OF PORT DIXIE Mr. Stanford read the advertised legal notice for public hearing to consider the request of Steven Bennett, Cathy Halprins, November 18, 2014 -8- Minute Book 72, Page 59 Okaloosa County Board of County Commissioners Frederick Forte, and Bennett Farm & Land Investment LTD to vacate a portion of Second Avenue in the Townsite of Port Dixie described as follows: The north 20 feet of Second Avenue lying south of and adjacent to Lots 1 through 14, inclusive, Block 21, Townsite of Port Dixie according to plat recorded in Plat Book 1, Page 64, 65, and 66 Also, The south 20 feet of Second Avenue lying north of and adjacent to the east 20 feet of Lot 24, Block 2, Town- site of Port Dixie according to plat recorded in Plat Book 1, Page 64, 65, and 66, Mr. Autrey reviewed the reguest to vacate the portion of Second Avenue between Meigs Drive and Third. He noted there are portions of Second Avenue which have already been vacated. Mr. Autrey reguested all stipulations remain in place, adding that he has not received any objections to this request. Mr. Steve Bennett, petitioner, stated he is available to answer any questions. There being no other comments, Mr. Boyles made motion, seconded by Mr. Harris, to approve the vacation of right-of-way as advertised with all restrictions remaining in place. 5 yeas. RESOLUTION NO. 14-212 NEW BUSINESS - APPOINTMENT TO GULF COAST CONSORTIUM Mr. Boyles made motion, seconded by Mr. Harris, to appoint Mr. Windes as the primary and Mrs. Ketchel as secondary representatives to the Gulf Coast Consortium. 5 yeas. NEW BUSINESS - LEGISLATIVE PRIORITES FOR 2015 Mr. Hofstad stated this is continuation of an item previously before the Board. He advised the legislative issues and funding issues have been separated. Mr. Boyles said the Florida Association of Counties (FAC) will meet this week to discuss legislative priorities and recommended the county wait wuntil after the FAC meeting to set its priorities. He also recommended the Board adopt the funding priorities list as presented on an interim basis, subject to amendment. November 18, 2014 -9- Minute Book 72, Page 60 Okaloosa County Board of County Commissioners Mr. Boyles made motion, seconded by staff to bring back the legislative meeting and (2) adopt the funding amendment. 5 yeas. PUBLIC COMMENTS There were none. Mrs. Ketchel, to (1) direct priorities list at the next priorities 1list subject to ADJOURNMENT There being no further business to come before the Board, the meeting was adjourned at 9:15 a.m. J. D. PEACOCK II CHARLES K. WINDES, JR., CHAIRMAN CLERK OF CIRCUIT COURT BOARD OF COUNTY COMMISSIONERS AD INTERIM ‘ (These minutes were transcribed by Teresa Ward.) November 18, 2014 -10- Minute Book 72, Page 61 Okaloosa County Board of County Commissioners