Okaloosa County BOCC — September 15, 2015 — Aug. 6, 2015 budget workshop — reading text

August 6, 2015 Budget Workshop A Dbudget workshop to review the Fiscal Year 2015-16 Budget was called to order at 1:00 p.m. at the Okaloosa County Courthouse in Crestview. Members present were Nathan D. Boyles, Chairman; Charles K. Windes, Jr., Vice Chairman; Wayne Harris; Carolyn Ketchel; and Trey Goodwin. Also present were Gary J. Stanford, Finance Director, Clerk's Office; John Hofstad, County Administrator; and Greg Stewart, County Attorney. Updates From Previous Workshop Mr. Hofstad stated he has pulled together the numbers regarding administrative staff for the County Administrator’'s Office in North County and we are looking at $41,000 to $43,000. He referred to the presentation by the Risk Manager and said staff continues to work on the issue of a stipend for health insurance. Mr. Hofstad said he believes they will have a plan to use a flexible spending account as an alternative but he does not yet know the savings until after the employees choose their health insurance options. With regard to OCT funding, he stated he continues to work with the County Attorney on this item. Lastly, Mr. Hofstad stated the Board directed staff to work on the issue of providing an additional $100,000 to the Sheriff’s Office for beach safety during the summer months. He advised they will work with the coastal cities to see if they will contribute and will see if tourist development funds may be used as well. Public Works Budgets Mr. Jason Autrey, Public Works Director, stated the budgets for the Public Works Department are broken into divisions. He said it was necessary to identify expenditures for each penny of the gas tax. Mr. Autrey pointed out to the Board it will be difficult to make a comparison of the proposed budget with current year because of the changes which have been made. He added these changes were made to comply with audit findings. Mr. Hofstad advised the overall budget of $48 Million is for the Public Works Department divisions, as well as Facilities Maintenance and Fleet. August 6, 2015 -1- Minute Book 73, Page 152 Okaloosa County Board of County Commissioners Road & Bridge Division Mr. Autrey listed major accomplishments for the past year. He stated many of their actions are reactionary rather than proactive. Mr. Autrey identified the mission of the Public Works Department as providing transportation and infrastructure services to residents and visitors. He described the program as road construction and maintenance, resurfacing and asphalt using millings to stabilize, use of open graded hot mix paving, and bridge construction. Mr. Hofstad reported that one of the department’s submissions to ORAC (Okaloosa RESTORE Advisory Committee) has made it through the initial round of cuts. Mr. Autrey confirmed that he did make a presentation to ORAC in May and when it comes back from ORAC, it will go to the Board for consideration. Mr. Autrey completed his presentation for this division by examining the performance measures. He told the Board of the transportation quandary which 1s an increasing demand on the transportation system, declining revenues from traditional sources, and increasing costs for materials and labors. County Transportation Trust Fund (CTTF) Mr. Autrey stated they were tasked with detailing the expenditures for each penny of gas tax revenue. He said there are five functions associated with CTTF: engineering & administration, road maintenance, traffic engineering & operations, stormwater, and construction. Upon inquiry by Mr. Boyles, Mr. Autrey stated he 1s requesting one additional position not only because he needs it but to comply with the audit findings. Mr. Autrey stated the bottom line is there is a 5% increase in the CTTF. He also listed new vehicle and equipment needs. Traffic Division Mr. BAutrey stated he 1is proud of the Traffic Division, adding the State often calls Dr. Randy Showers to ask for advice. He identified the revenue sources for this division and said there are no increases in personnel requested. Mr. Autrey stated he is requesting a vehicle replacement and a new pole trailer. August 6, 2015 -2- Minute Book 73, Page 153 Okaloosa County Board of County Commissioners Engineering Division Mr. Autrey described this program which provides the following services: roadway design, stormwater management, topographical & construction surveying, land development review and permitting, construction inspections, and construction contract administration. He identified major accomplishments. Mr. Autrey stated he 1is requesting two new positions: a Program Technician II and a Supply Specialist. He noted the large increase of personnel in comparison to last year is not because of hiring that wmany new people but a realignment to coincide with gas tax penny expenditures. Mr. Autrey stated the division is trying to account more accurately for expenditures and pointed out the new line item to track recording fees. With regard to capital purchases, he stated he is requesting a new copiler and new surveying equipment. Rocad Maintenance This division is responsible for roadway periodic maintenance (overlays, drainage repairs, bridge conversions) and routine maintenance (right-of-way vegetation maintenance, grading & asphalt patching, drainage ditch cleaning) . Major accomplishment included maintenance of 673 miles of paved roads, 74 miles of cold mix based stabilized roads, 197 miles of dirt roads graded weekly, 727 miles of right-of-way mowed, and 20 miles of overlay. Stormwater Mr. Autrey stated this division not only develops and implements storwmater best management practices but collects and manages National Pollutant Discharge Elimination System (NPDES) compliance data. He told the Board the work in this division is primarily reactionary as opposed to preventative. 1,874 citizen and internal storwmater-related maintenance or construction issues were addressed this past year. Additionally, 262 park and retention pond inspections were conducted; 108 outfalls flowing into receiving waters and 241 total outfalls were identified and mapped; and 11,995 pounds of sediment were removed from ditches. Mr. Steve Czonstka, Bluewater Bay, commented that the State only gives funding if the local entity has maxed out it local option gas taxes. He considered repairing and building roads to be a valid county function and felt consideration should be given to August 6, 2015 -3- Minute Book 73, Page 154 Okaloosa County Board of County Commissioners increasing the county’s LOGT. Mr. Boyles said he believes Okaloosa County has two cents still available. Mr. Autrey interjected that FDOT funding is not related to gas tax. RECESS - The meeting was recessed at 2:00 p.m. and reconvened at 2:08 p.m. Mosquito Control Mr. Autrey stated this division provides control measures to reduce the mosquito populations. The program receives supporting revenue through the General Fund (95%) and State grant funding (5%). He stated no personnel will be added. Mr. Autrey reported the chemical sprayers, sprayer pumps and controllers currently being used were purchased in the early 1990s. The projected lifespan for this equipment is five to six years and the equipment has exceeded that viable 1life span by more than 15 years. He stated the proposed budget will replace two of these equipment systems in FY 2015 and continue with purchasing new equipment in pairs until all old units are replaced over the next five years. Solid Waste Mr. Autrey stated Okaloosa County has a residential solid waste franchise which provides collection and disposal for 38,000 residents. This division also provides household hazardous waste services, waste tire disposal, and is responsible for continued 1landfill 1long-term care permit remediation and compliances. The cost of the long-term monitoring is $1.2 Million annually. He said there is no request for additional personnel. Capital purchases include replacement of a 1998 tractor trailer truck and a new stake-body truck. Mr. Autrey stated pursuant to Board direction in a previous meeting, a new RFP is being prepared for a residential franchise only. He noted that depending on who wins the contract could have a detrimental impact on the solid waste budget. Mr. Autrey reported the City of Destin has spoken with him about a partnership. Mrs. Ketchel shared her concern about the potential for residential rates to increase. Mr. Autrey stated staff will pay close attention to that detail. August 6, 2015 -4- Minute Book 73, Page 155 Okaloosa County Board of County Commissioners Mr. Boyles stated there is no franchise in the portion of unincorporated Okaloosa where he 1lives. He said he pays more than franchised residents and receives substantially less services. Mr. Boyles noted that for $17 per month the residents who live 1in the county’s franchise areas have not only collection of garbage but can leave refrigerators and trees at roadside for pickup. County and Unincorporated Parks Mr. Autrey stated there are three types of parks: tourist parks, unincorporated parks, and county parks. He provided the following breakdown of budget revenues for this division: 26% from Tourist Development funds, 9% from General Revenue Fund, and 65% from MSTU for Unincorporated County Parks. Major project accomplishments were listed. He also stated that in 2014 the county assumed beach cleanup on Okaloosa Island and in Destin. The previous contract amount for these services was $419,275. The county’s in-house costs were $394,306. Mr, Autrey stated this included the <cost of renting/leasing equipment. Fleet Operations Mr. John Vaughn, Fleet Manager, stated the county has 369 vehicles in its fleet. He said the average BCC vehicle is a 2004 model year with 114,000 miles. He noted that 101 vehicles have more than 150,000 miles and 30 vehicles more than 200,000 miles. Mr. Vaughn stated one of the major accomplishments of this department 1is to manage fleet vehicles which drive 5.8 million miles per vyear. He said they processed 55,378 fuel transactions for 1,028,898 gallons and completed 6,732 shop work orders. Mr. Vaughn stated there are projected savings in the budget for next year because of lower fuel costs. He pointed out there are five different fueling stations in the county. Facilities Maintenance Mr. James Puckett, Interim Facilities Maintenance Manager, stated the proposed budget for Facilities Maintenance reflects an increase of $184,000 or 5.7%. He stated the increased costs are for general and custodial supplies, replacement of old tools and implements, lawnmowers, a utility trailer and two vehicles. Mr. Puckett said he is requesting three new positions which will August 6, 2015 -5- Minute Book 73, Page 156 Okaloosa County Board of County Commissioners bring staffing back to the 2007 level. He told the Board the industry standard is 12,000 sguare feet per person per shift. Mr. Puckett said by adding two custodian positions the amount of area to be serviced by county staff will be decreased 36,000 square feet per person per shift. The third position is a painter who will be stationed at the County Jail. Mr. Puckett stated Facilities Maintenance is responsible for maintenance of all county-owned structures, including all electrical, structural, HVAC, and plumbing repairs and improvements. With completion of the new Shalimar Administration Building, the total area to be maintained will be 1.2 million square feet; Mr. Puckett stating this will be done by a staff of 28. Mr. Puckett recounted ongoing problems with roof repairs and the plans to resolve those issues. He stated they will take a proactive approach by examining each building for overlooked repairs. Capital Outlay Fund Mr. Puckett listed planned construction projects: Brackin Street building roof Office remodel of building on 0ld Bethel Road South Health Department roof coating and repairs North Health Department roof coating and repairs 0ld Crestview