Okaloosa County BOCC — July 30, 2013 (meeting #1144) — reading text

 Currently working on two projects for Eglin AFB which will result in payments into the General Fund of $11,500.00  Managed 596 contracts and 170 leases with on-line access to County staff and the public.  Managed 56 formal bids for goods and services.  Inventoried 6,506 fixed assets for all departments with a value of $62,366,663.05.  Held a Purchasing Card refresher class for all cardholders.  Held training classes for all Distribution Site Workers (PODs)  Completed a full year with the “e-payable” charge card system – replacing some check payments with charge card payments. Combined with the Purchasing Card we spent $3,478,206.30 as an organization, which gave us a rebate of $38,260.27 that was deposited into the General Fund.  Made major revisions to the Purchasing Manuals. PROGRAM GOAL: To provide a centralized source of procurement for the departments of Okaloosa County in a cost effective method, to coordinate annual inventory of Fixed Assets as required by State Statutes and to assist all departments with Contracts & Leases. KEY OBJECTIVES: 1. Ensure all purchasing functions comply with County, State and Federal requirements. 2. Ensure that all activities are handled in an ethically correct manner. 3. Provide support to all County departments, Finance, County Administrative Staff, Commissioners and Taxpayers. 4. Maintain open records for review by the citizens of Okaloosa County. 5. Process all requests for goods and services in a timely manner and ensure best pricing is obtained. 6. Coordinate in an efficient manner all contract and lease negotiations. 7. Schedule and facilitate annual inventory of all County property valued at over $1,000. 8. Promote professional development of staff through certification in the field of procurement. 9. Respond promptly to all Auditing requirements. Packet Pg. 10 PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY11/12 FY12/13 FY13/14 # of Requisitions received 1,950 2,700 2,000 # of Purchase Orders issued 1,935 2,700 2,000 $ Amount of Purchase Orders Issued $14,886,098 $22,000,000 $18,000,000 # of Bids Issued 56 60 60 Purchasing Card Volume $3,478,206 $4,000,000 $4,000,000 Purchasing Card Rebate $38,260.27 $50,000 $50,000 Vendor Survey Satisfaction % (Bid Surveys) 100% 100% 100% # of Employees Trained (P-Card, Logistics POD, Purchasing 250 120 150 Workshops) # of Vendors Trained (Trade Show Presentations, Small 100 250 150 Business Seminars, How to do Business) Completed Annual Inventory of all Fixed Assets 100% 100% 100% Packet Pg. 11  PURCHASING DEPARTMENT WORKLOAD BID/PROJECT DESCRIPTION DEPARTMENT STATUS Marler Park Boat Ramp PW/TDD Agenda 07/16/2013 Auditing Services BCC Agenda 07/16/2013 Eglin Fire Station AP Open 07/25/2013 Skycap Services AP Opens 07/26/2013 Hanger Door Replacement AP Opens 07/25/2013 Inmate Barber Services COR Closes 07/26/2013 Foxwood Drainage PW Opens 08/01/2013 Inmate Telephones COR Opens 08/02/2013 Bond Underwriting AP Opens 08/02/2013 Biosolids Disposal WS Opens 08/08/2013 Electric Motor Repair WS Opens 08/08/2013 CDC Ship Agreement GM Opens 08/09/2013 Liquid Chlorine WS Opens 08/15/2013 Manhole Rehabilitation WS Agenda 08/06/2013 West Hanger Parking – Bob Sikes AP Agenda 08/20/2013 Cathodic Water Tank Protection MIL/PURCH Contract Phase Motor Grader Lease PW Contract Phase School Board Emergency Bud Lease PW Contract Phase Engineering Services TDD Reviewing Specs Hazardous Waste Removal PW Reviewing Specs Auctioneer Services PURCH Reviewing Specs Beach Cleaning Services TDD Reviewing Specs Emergency Debris Removal PW Reviewing Specs Fire Alarm/Sprinkler System Inspection FM Reviewing Specs We currently have 44 miscellaneous lease agreements, MOU’S maintenance agreements; inter local agreements, service agreements and contracts/lease amendments that are pending in our review process. Packet Pg. 12  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 30, 2013 TO: Honorable Chairman and Members of the Board FROM: Ernie Padgett, County Administrator SUBJECT: Human Resources The attached document provides the Performance Based Budget for Human Resources. Packet Pg. 13  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: HUMAN RESOURCES PROGRAM DESCRIPTION: In support of County departments, the Human Resources Department provides technical and consultation services in the areas of: legal and regulatory compliance; policy development; recruitment; selection; employment; orientation; separation; employee relations; discipline and grievances; employee recognition; performance management; job classification; compensation; employee communications; training and development; attendance and leave management; Human Resources information systems; and records. REVENUE: Human Resources is funded within the General Fund. Supporting revenue of the General Fund are ad valorem taxes, communications service tax, local business tax, permits and fees, state shared revenue, charges for services, judgments and fines, miscellaneous revenue and transfers from other funds. EXPENDITURES: Expenditures Budget FY11 FY12 FY13 FY14 Category Actual $ Actual $ Original $ Approved $ Personal Services 434,577 427,488 424,539 503,056 Operating Expenses 46,195 59,257 55,888 53,576 Capital Outlay 0 0 0 0 Other 0 0 0 0 Total 480,772 486,745 480,427 556,632 HISTORICAL STAFFING SUMMARY: Category FY11 FY12 FY13 FY14 Full-time 8 8 7 8 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 8 8 7 8 Packet Pg. 14 MAJOR ACCOMPLISHMENTS LAST YEAR:  Offered Prohibited Harassment refresher training to 750 employees via computer based training and provided over 2300 hours of training to over 900 employees.  Revised HR Policy Manual and updated procedures for organizational compliance with federal and state employment laws: Employment Eligibility Verification (I-9), Family Medical Leave Act and Military Leave of Absence.  Increased participation of the Recognition Program (PRIDE/HERO Awards) by 150%.  Integrated Risk Management into a division of Human Resources. PROGRAM GOAL: As an internal support service, Human Resources develops and administers programs, policies and procedures that enhance organizational effectiveness; ensures quality recruitment, retention, training, and development of employees; and provides practical and effective solutions to workplace challenges. KEY OBJECTIVES: 1. Establish staffing strategies and initiatives that meet organizational objectives by attracting and retaining a well-qualified, high-performance, diverse workforce. 2. Provide technical and advisory assistance to managers within the organization regarding staffing, compensation, discipline and employee relations issues. 3. Establish and maintain a systematic, cost-effective program of development for managers, supervisors and employees. 4. Maintain organizational compliance with employment laws and county policies. 5. Administration of Human Resource functions. Packet Pg. 15 PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY11/12 FY12/13 FY13/14 Total number of FTE’s in Government (FY) 740 743 748 Total FTE’s for Human Resources Department (FY) 8 7 8 Input Total employee compensation (salary) (FY) $28,272,966 $27,025,545 $28,929,632 Number of requisitions during period (FY) 109 145 145 Number of Disciplinary Action (FY) 42 32 32 Output Total number of employee drug tests (FY) 479 477 477 Number of employees receiving tuition reimbursement (FY) 7 6 6 Total employee turnover rate (FY) 9.12% 8.82% 8.82% Compensation (salary) cost per FTE (FY) $38,207 $36,374 $38,676 Efficiency Number of qualified applicants per requisition (FY) 142 105 105 HR FTE Ratio (FY) 93:1 106:1 94:1