Okaloosa County BOCC — September 20, 2016 — July 26, 2016 Budget Workshop (1) — reading text

Windes concurred with Mr. Boyles and received Board consensus for Mr. Hofstad to follow up on the matter. EXTENSION SERVICES Ms. Pamela Allen, Interim County Extension Director, explained the Extension Services (ES) is funded within the General Fund, including both the State and Federal partnerships, that provide about $800,000 of funding to Okaloosa County in addition to the $339,000 provided by Okaloosa County. She said a $3 return-on- investment 1is received for -every dollar of General Fund contribution to the ES. Ms. Allen said last years’ budget reflects a half-time Program Assistant position that is needed for the growing program. She said the 4-H Program reached over 1500 youths through club, camps, day camps, and military programs. Ms. Allen said the topics included science, engineering and technology, healthy living, leadership and citizenships which are things youth are interest in learning. She said there has been a growing interest in their 4- H agriculture programs such as livestock production, small farms and gardening. She stated the school system no longer supports Future Farmers of BAmerica (FFA) or agriculture education. She proceeded by highlighting some of their other success stories such as the Master Gardner Program, 4-H Adult volunteers, Home and Community volunteers, the Master Naturalist program and the Farmers’ Market. Ms. Allen said a major objective for next year is to continue to deliver new and innovative programs in the area of agriculture, small farms, Family Consumer Science, Horticulture, Natural Resource, Marine Science and 4-H Youth Development. Mrs. Ketchel thanked Ms. BAllen and said she looks forward to working with Extension Services in getting the Farmer’s Market running in the next couple of weeks and said she would like to ensure the WIC Program remains active at the Farmers Market. Mr. Boyles said he was a product of the 4-H Program in Okaloosa County and stated he is excited about the Master Naturalist program. VETERAN SERVICES Mrs. Beatrice Love-Moore, Veteran Service’s Director, stated their office consists of a staff of three; Director, an administrative position and a Veterans Counselor. Veterans Services has an office July 26, 2016 -6- Minute Book 75 Page 68 Okaloosa County Board of County Commissioners in Crestview (open Tuesday and Thursday) and an office in Shalimar {open Monday - Friday). Mrs. Love-Moore stated there are 32,731 Veterans in Okaloosa County and provided a brief overview of the types of services available to them. She noted 2,500 claims was submitted by her office last year. Mrs. Love-Moore highlighted the following 2015 accomplishments: o 96% of claims adjudicated within 3-9 months e 97% of the claims submitted electronically; a cost saving on postage e Scheduled and coordinated transportation for veterans to the Pensacola VA Medical Facility; drivers are volunteers ¢ Provided assistance and information to Veterans during the Annual Homeless Stand Down ¢ Income verification e Property Tax exemption e 13 VA briefing Mrs. Love-More noted FY 15-16 budget was $182,000 and this year’s budget request is for $179,000. She also requests reclassification of their administrative position to a counselor’s position. Mrs. Ketchel commented on the extended length of time it takes the Veteran’ Administration Office to adjudicate a claim and the probability of not continuing with the Homeless Stand Down’s. Mrs. Love-Moore stated discontinuing the Homeless Stand Down’s was contingent upon the standing up of the Homeless Shelter. 1In response to Mrs. Ketchel, Mrs. Love-Moore provided more insight on the duties of Veteran Counselor. Mr. Boyles said Veterans Services does a good job and cost effectively. BOARD OF COUNTY COMMISSIONERS Mrs. Kay Godwin, Deputy County Administrator, said there are 36 opportunities for the public to hear meetings; 24 BCC meetings and 12 Workshops. She said with the completion of the Administrative Building, the Board has $856,000 annual saving in rent and they were able to secure bounding for the Crestview Courthouse. Mrs. Godwin stated the Board has updated their policy and procedures. The Board funds the Courier five days each week. She said the Board is composed of 5 elected officials and 3 staff. Mrs. Godwin reported the Board’s overall budget has decreased by 1.8%. July 26, 2016 -7- Minute Book 75 Page 69 Okaloosa County Board of County Commissioners COUNTY ADMINISTRATOR Mrs. Kay Godwin, Deputy County Administrator, said the County Administrator has developed stronger community partnerships; Staff is currently working on RESTORE Project with US Department of Treasury; the Public Information Officer had shy of 700 media contacts during the fiscal year; and continues to meet compliance goals through departmental risk assessments--4 are ongoing or will complete by end of year. Mrs. Godwin explained that a Budget and Compliance Manager position was added to the staffing profile and the Administrative Manager position was eliminated. She said they are requesting to add a RESTORE Act and Grants Coordination Manager position and said $110,000 is available in revenue to offset the cost. Mrs. Godwin said there is an overall decrease to the County Administrators budget and the addition of the RESTORE Act and Grants Coordination Manager position. Mrs. Ketchel asked if the $110,000 would pay for the salary or be applied to the salary of that person. Mrs. Godwin said it would go to the County in general or be applied to the administrative cost. LIBRARY COOPERATIVE Ms. Vicky Stever, Okaloosa County Library Cooperative Coordinator, said the member cities in the Cooperative are Crestview, Destin, Fort Walton Beach, Mary Esther, Niceville and Valparaiso. She gave several scenarios about why libraries exist, why they do what they do and why should anybody care. Mrs. Stever said Okaloosa County libraries empower communities through education, creation and exploration in an environment where people can change their own lives with fair and equal access to the tools that help people succeed. She said Okaloosa County believes in the values of education and a healthy economy. She explained more than 1/3 of Okaloosa County residents have library cards; nearly 550,000 library visits; more than 739,000 items are loaned; over 1,900 classes and events; six libraries sharing more than 320,000 items; and have over 71,000 active library accounts. Ms. Stever said the County contributes to the Cooperative monetarily and with in-kind services. In return, all Okaloosa County residents have fee-free services at all member libraries. She said 59% of the county population lives outside the boundaries of the six cities. She stated the Cities library budget is 37% higher than 5 years ago and County support is 34% less. She said July 26, 2016 -8- Minute Book 75 Page 70 Okaloosa County Board of County Commissioners the Library Cooperative is a major component in our County’s strong education system and delivers quality education to everyone. Mr. Boyles said he served on the Library Cooperative Board for the past 4 years for the Commission and has learned a tremendous amount about what the library system does in Okaloosa County. He said the citizens of Unincorporated Okaloosa County can use any library within the Cooperative and are treated as if they are a resident in the city which the library is located. He said the county government receives a tremendous return on a limited investment. He explained that Okaloosa County pays for the operation of the Cooperative through two employees who work hard to provide the cocordination between the Cooperative and the balance of the dollars which are a direct aid to offset some of the operating costs for each library within the Cooperative. Mr. Boyles said the Library Board adopted a request for a 10% increase overall including the direct aid to the libraries within the Cooperative. He said through the process of balancing the budget, the Cooperative funding has been reduced to a 5% increase. Mr. Boyles recommended a 10% increase be provided to Cooperative; an addition of $21,401. He suggests a portion of the funding earmarked for cameras and the Mass Notification System in the County Administration Building be used. In response to Mrs. Ketchel, Mr. Stewart stated under the current Legislation the use of Tourist Development funds is not authorized to provide funding to the Library Cooperative. Mr. Goodwin said the water softeners disused by Mr. Puckett may be a funding source. Following discussion, Mr. Boyles amended his recommendation to include finding a funding source through any means necessary and that this item comes back before the Board as an individual item. Consensus was received from Mr. Windes, Mrs. Ketchel and Mr. Goodwin (Mr. Harris was not present). Mr. Hofstad stated he would update the Board at the next Budget Workshop. PURCHASING Ms. Zan Fedorak, Purchasing Manager, said Purchasing is the front line of defense in the procurement process. She said bids, Request for Procurement (RFPs) and Request for Qualifications (RFQs) are used for purchases over $50 and the process is staff intensive. She explained purchases between $2,500 - $50,000 require 3 quotes. Ms. Fedorak stated. Purchasing assists departments with the management of contracts and they currently have over 1,400 contracts, leases and grants. She explained that Purchasing July 26, 2016 —19= Minute Book 75 Page 71 Okaloosa County Board of County Commissioners manages all Fixed Assets (8$76,000,000) for Okaloosa County by identifying, tagging, tracking annually (7,500) and preparing items for surplus when necessary. She said this revenue source goes into the General Fund and stated a total of $57,000 has been received. Additionally, she said Purchasing also manages the Purchasing Card Program which is another revenue source, trains, assigns spending controls and assume possible infractions. Ms. Fedorak briefed on Purchasing’s Special Projects which will include the Crestview Courthouse. She noted lack of staffing, employee turnover, increased workload, automation, training and policies and procedures as challenges within the Purchasing Department. She noted the following new staff position: Purchasing Specialist, Grants Coordinator, Buyer (funded by Airport and W&S) and Media Buyer (funded by TDD, staff neutral/workload being added). HUMAN RESOURCES Mrs. GinNeal McVay, Human Resource Director, stated the County’s best assets are employees. She said 10% of families in Okaloosa County are at or below the County poverty level of $31,850 (base on a family of 4). She continued by saying 16 county employees are below the State poverty level of $28,600 and 26 are at or below the County poverty level of $31,850. She stated there is currently a 25.6% employee turnover rate for the Board of County Commissioners which is 65% higher than last year. She said by investing in employees with competitive wages and benefits turnover is reduced, morale increases and it increases the effectiveness and efficiency of the $4.8 Million. Mrs. McVay spoke about the 7.8% employee wage gap created between FY 2008-2017. She said the proposed $800 wage increase in the FY 17 budget will reduce the difference between the cumulative CPI and COLA to a wage gap of 7.2%. She addressed the benefits of reinstituting the Merit Program and provided a possible means of doing so. She continued by providing an overview of Human Resource Department (HR) duties, the benefits of the temporary full-time employee, new rules relating to compensation, and Training and Development. In response to Mr. Boyles, Mrs. McVay said the turnover rate and the National Average both include retirement. Mrs. McVay, in response to Mrs. Ketchel, said the figures for the employees below the County’s poverty level did not include the benefits packages. She said employees exit interviews does provide a measurement for the employee’s