Okaloosa County BOCC — December 4, 2012 — reading text

vacancy should occur on the Airport police force, the reserve officers would provide a source for finding a replacement quickly. Mr. Harris made motion, seconded by Mr. Parisot, to approve the initiatives. Mr. Curry asked for clarification that the motion does include the temporary position for the accreditation process. Mr. Harris amended his motion to include the accreditation manager. Mr. Parisot confirmed his second. 5 yeas. AIRPORTS – DESTIN AIRPORT RUNWAY CONSTRUCTION Mr. Donovan provided the tentative construction schedule for the runway project at the Destin Airport. The project will require 23 nightly closures from 6:00 p.m. until 6:00 a.m., beginning January 7, 2013 until January 28, 2013. Complete closure of the airport will be required for seven days beginning February 4, 2013 until February 11, 2013. The project is expected to be completed prior to March 18. Information on these closures has been sent to all tenants at the Destin Airport. December 4, 2012 -14- Minute Book 68, Page Okaloosa County Board of County Commissioners Packet Pg. 160  8.5.a Mr. Donovan said questions have been raised regarding noise and lighting for nearby homes during construction. He stated the levels of activity will be lower than what the aircraft generate. OLD BUSINESS – FAC LEGISLATIVE CONFERENCE AND GULF CONSORTIUM MEETING, REPORT FROM COMMISSIONER PARISOT Mr. Parisot distributed copies of his report on his attendance at the Florida Association of Counties (FAC) Legislative Conference and at the Gulf Consortium meeting. He said Okaloosa County needs to appoint an alternate to the Consortium. Mr. Parisot reported Grover Robinson, County Commissioner from Attachment: Minutes - December42012 (1314 : Approval of Minutes) Escambia County, has been appointed as the interim Administrative Officer for the Consortium, adding the election of Consortium officers is scheduled for January 18. He advised that during the initial year, directors can self-nominate with approval of their Boards. Mr. Parisot stated he plans to prepare a nomination package and will bring it to the Board for review on December 18. With regard to Governor Scott’s involvement in the Consortium, he said the Governor initially had wanted to appoint the Consortium Chairman with veto power, as well as 6 or 7 additional directors. Grover Robinson (Escambia County Commissioner), Bryan DeSloge (Leon County Commissioner and FAC President), Doug Darling (FAC consultant) and Chris Holley (FAC Executive Director) met with the Governor’s staff earlier this month. Currently, the request from the Governor’s Office is for the Consortium to indicate a willingness to work with the Governor. A motion was made and approved unanimously at the Gulf Consortium meeting to support a partnership with the Governor to implement the RESTORE Act. Mr. Parisot referred to “Pot 1” and said the U.S. Treasury has informed FAC that draft rules are being reviewed by federal agencies with hopes the public comment period will occur in December. A primary interest is the lack of a formula for the allocations of the Pot 1 funds to the eight disproportionately affected counties. Representatives of the eight counties will meet as a sub-group of the Consortium on December 7 to discuss the Pot 1 formula. Mr. Amunds commented that he cannot support the appointment of the Consortium Chairman by the Governor with veto powers. Mr. Parisot stated that has been taken off the table. December 4, 2012 -15- Minute Book 68, Page Okaloosa County Board of County Commissioners Packet Pg. 161  8.5.a Mr. Amunds asked if there is interest from other commissioners to serve as an alternate in the event Mr. Parisot is unable to attend. Mr. Boyles spoke up and said he will be happy to serve but he will defer to Mr. Windes. Mr. Windes stated he will be happy to serve. Mr. Parisot made motion, seconded by Mr. Boyles, to appoint Mr. Windes as the alternate to the Consortium. 5 yeas. Mr. Parisot recommended a letter regarding Mr. Windes appointment be provided to FAC. NEW BUSINESS – COUNTY ADMINISTRATOR’S RETIREMENT PLAN Attachment: Minutes - December42012 (1314 : Approval of Minutes) Mr. Curry stated that he entered the DROP Program in 2008 and must leave his employment with the county by October 2013. He felt it was important for the new Board to be in place before bringing his plans forward and encouraged the commissioners to begin the replacement process as quickly as possible. Mr. Curry reported that he conducted a survey across the state on this topic, saying the replacement process could take as little as three months or as much as nine months. Mr. Curry pointed out the new County Administrator will inherit the Fiscal Year 2014 budget and said it will be advantageous for the replacement to be on board before certification of the budget takes place. Mr. Curry reiterated the importance of beginning the search and recommended the use of a professional firm to seek applicants. Mr. Windes said he believes it is important to begin sooner rather than later and would like to have the selection completed by sometime in May. Mr. Windes made motion, seconded by Mr. Harris, to direct the Human Resources Department (HR) to take proposals from recruiting firms at the next meeting. Mr. Harris asked when the County Administrator budget meetings and negotiations with the Constitutional Officers take place. Mr. Curry answered he meets with the Constitutional Officers and department heads beginning in May. Discussions and work on the budget continues from June 1 until July 15. Mr. Amunds recommended HR have the RFQ prepared and presented at the next Board meeting and felt the RFQ should go out by the first of the year. He added that he likes the idea of using a head hunter and the public expects the search to be done nationally. December 4, 2012 -16- Minute Book 68, Page Okaloosa County Board of County Commissioners Packet Pg. 162  8.5.a Mr. Parisot asked Purchasing Director Richard Brannon if he will prepare the RFQ (request for quotes). Mr. Brannon said the process would be much the same as for a bid but he does not believe there is sufficient time to get quotes and qualifications before the next Commission meeting. He noted that if the quote is less than $25,000, it does not have to come back before the Board. Mr. Curry responded that he believes the selection should come back to the Board. He said the specifications could be crafted and advertised but questioned whether or not proposals could be submitted prior to the meeting on December 18. Human Resources Director Kay Godwin stated they can give the proposers one week to submit packages. Attachment: Minutes - December42012 (1314 : Approval of Minutes) Mr. Windes said he will leave his motion as stated. Mr. Harris withdrew his second. Mr. Windes clarified that he is asking for proposals from recruiting firming by the next meeting. After further discussion, Mr. Harris renewed his second. 5 yeas. NEW BUSINESS – INTERNAL AUDITOR FOR BCC Mr. Windes highlighted the initiative he spoke about at the last meeting. He said an Internal Auditor for the Board will improve internal controls, minimize future fraud, and foster/document best practices. The Internal Auditor would report directly to the Board but will work with the County Administrator, department heads, the Clerk of Courts and Clerk’s employees. The focus would be on policies and procedures with a risk assessment to be performed annually. The purpose of the position is to identify all auditable activities of the Board of County Commissioners and to evaluate each activity based on risk factors. Mr. Windes stated the most important thing is to be a good steward of the people’s money and history has proven there could be more oversight. He said the proposal has received the blessings of the County Administrator, the Human Resources Department (HR), and the external auditing firm. Mr. Windes stated that he is not asking for a decision now but would like for the proposal to be reviewed. Mr. Windes made motion to direct HR to bring back a policy structure, to create a job description for the position, and a reporting process. Mr. Amunds stated the commissioners are policy makers and not accountants. He felt having an Internal Auditor would provide another layer of checks and balances and agreed with the provision this individual should report directly to the Board. December 4, 2012 -17- Minute Book 68, Page Okaloosa County Board of County Commissioners Packet Pg. 163  8.5.a Mr. Amunds said a new Internal Auditor could work on best practices hand-in-hand with the Clerk of Courts and provide a fresh perspective to avoid further problems. He noted this would help us to be more accountable and provide greater transparency to the public. Mr. Amunds pointed out the Clerk’s Office does a good job with auditing, noting the Finance Officer always asks for additional information. Mr. Harris said it is important for the public to realize the Board has great auditors and great people in the Clerk’s Office but “you will not stop a thief.” He agreed it is imperative for this position to report directly to the Board. Attachment: Minutes - December42012 (1314 : Approval of Minutes) Mr. Boyles recommended delaying final action until the final report is issued by the Auditor General. He also stated he would like to have information from other counties on how they handle this issue. At this point Mr. Parisot seconded Mr. Windes’ motion for discussion. Mr. Parisot read through the PowerPoint presentation attached to the agenda package and posed several questions: • Who will provide administrative support? • Where would this person’s office be located? • Would the Internal Auditor have access to expenditures of Constitutional Officers funded by the BCC? • The Clerk of Courts has an internal audit position. Has it provided a look at BCC departments and programs? Mr. Parisot said there are some weaknesses in the auditing program and maybe another set of eyes is needed. He questioned why the current accounting system has failed to find glaring deficiencies. Mr. Parisot referred to the issues in the Tourist Development Department (2012), the kickback scheme in the Sheriff’s Office (2008) and the issue in the Tax Collector’s office where employees who opted out of the health insurance program received payment into deferred comp (2005-09). Mr. Harris replied there are three types of audits: financial, operational and forensic. He stated a financial audit will not find fraud or theft. Mr. Don Howard, Clerk of Circuit Court, stated everyone in this room is very concerned about the recent past and the propriety of actions of some people. He referred to some of the questions brought forward by Mr. Parisot, saying he has some of