HomeMy WebLinkAboutOctober 25, 2011 Budget Work Session Agenda PackageBOARD OF COUNTY COMMISSIONERS
BUDGET WORK SESSION
TUESDAY, OCTOBER 25, 2011
10:00 A.M.
1. CALL TO ORDER -COMMISSIONER CHRIS CRAFT, CHAIRMAN, BOARD OF COUNTY COMMISSIONERS
2. PUBLIC SAFETY & COMMUNICATIONS
A. DISCUSSION: FORMATION OF IT BOARD OF GOVERNORS
PUBLIC SAFETY DIRECTOR
B. DISCUSSION: GRANT FUNDING REPORT
HR DIRECTOR
COUNTY ADMINISTRATOR
3. OTHER:
A. REVISED BUDGET WORK SESSION SCHEUDLE
B. MOODY RATING SURVEILLANCE SUMMARY
C. BOARD WORK SESSIONS: FENN CENTER OPERATIONS AND RENTAL POLICIES
COUNTY ADMINISTRATOR
-PROPOSED DATES
TUESDAY, NOVEMBER 1, 2011 -10:00 A.M. TO NOON -FENN CENTER
MONDAY, NOVEMBER 14, 2011 -10:00 A.M. TO NOON -FENN CENTER
4. ADJOURNMENT
CONFERENCE ROOM #3
ROGER POITRAS ADMINISTRATION ANNEX
2300 VIRGINIA AVENUE, FORT PIERCE FLORIDA 34982
NOTICE: All Proceedings before this Board are electronically recorded. Any person who decides to appeal any action taken by the Board at these meetings will need a record of the
proceedings and for such purpose may need to ensure that a verbatim record of the proceedings is made. Upon the request of any parry to the proceedings, individuals testifying during
a hearing will be sworn in. Any party to the proceedings will be granted the opportunity to cross-examine any individual testifying during a hearing upon request. Anyone with a disability
requiring accommodation to attend this meeting should contact the St. Lucie County Risk & Benefits Manager at (772) 462-1404 or TDD (772) 462-1428 at least forty-eight (48) hours
prior to the meeting.
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Table of Contents
^ Summary of Resolutions and Background Information
I Resolution #73-138
II Resolution #81-85
III . Resolution #83-94
IV ^ Resolution #88-339
V ® Resolution #00-257
VI ^ Resolution #00-258
VII ^ Resolution #04-403
Recommendation to the Board
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RESOLUTION NO. 73-138
', WHEREAS, the Board of County Commissioners, Tax Assessor and
the Tax Collector have jointly entered into a Facility Management
Agreement with Electronic Data Preparation Corporation to provide
data processing service for St. Lucie County government agencies,
and
WHEREAS, said Agreement requires the establishment of a data
processing Board of Governors to represent all County users and to
supervise data processing activities.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commis- .
sinners of St. Lucie County, Florida, in meeting assembled this
11th day of December, 1973, as follows:
1. That there is hereby established a Board of Governors
composed as follows:
(A) County Commissioner
(B) County Commissioner
(C) County Commissioner
(D) County Commissioner
(E) County Commissioner
(F) Tax Assessor
(G) Tax Collector
(H) Clerk of Circuit Court
(I) Sheriff
(J) Supervisor of Elections
(K) County Administrator (non-voting)
A representative of Electronic Data Preparation Corporation shall
serve in an advisory capacity.
2. That the duties of the Board of Governors shall be as
follows:
(A) To review and approve general policy and procedures
for operation of the data processing center.
(B) To establish procedures for the processing of
requests for services by County agencies.
(C) To establish implementation schedules and priorities
- for County systems to be implemented and to approve
County operational schedules.
~~, ~ ~
l (D) To review requests for payments submitted by
r Electronic Data Preparation Corporation to the County
and to recommend appropriate action.
(E) To review the reconciliation of actual fixed costs
of operations and to recommend appropriate action regarding
audits.
(F) To prepare County data processing budget requests
and formulate County.long-range plans. ,
3. That meetings of the Board of Governors shall be as follows:
(A) The Board will hold at least one (1) regular meeting
- each month, which will be on the third Monday of the month
at 1:30 P.M., unless otherwise scheduled at a preceding ,
meeting.
(B) The County Administrator shall serve as. Chairman of
the Board.
(C) Special meetings of the Board shall be called by the
Chairman, or by a majority of the Board members upon
reasonable notice to each Board member. Notice thereof
may either be in writing or by personal contact, with
said notice stating when and where the meeting is to be
held and the business to be considered,
(D) A majority of the Board will constitute a quorum.
Approval or disapproval of any issue will be by a majority
vote of the members present.
(E) The Chairman will preside over all meetings of the
Board and will_issue.the._agenda for all meetings, The
Chairman shall provide a Secretary to keep the Minutes.
In the absence of the Chairman, the Board shall elect a
Chairman Pro-Tem for that meeting.
4. That all rules, regulations, policies .and directives pro-
mulgated by the Board will become effective only after approval by
' the Board of County Commissioners.
ATTEST:
Cler
BOARD OF COUNTY COMMISSIONERS
ST. LUCIE COUNTY, FLORIDA
-- C airman
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RESOLUTION IQO. 81-85
WfiEREAS, under the previsions of Resolution No. 73-138,
The Board of County Commissioners, the former Tax Assessor and
the Tax Collector have previously entered into a Facility
Management Agreement with Electronic Data Preparation Corporation
to provide data processing service for St. Lucie County government
agencies, and
WHEREAS, said Agreement requires the establishment of a
data processing Board of Governors to represent all County
users and to supervise data processing activities.
WHEREAS, certain changed conditions make it desirable to
reform the make up of the Board of Governors, and recognize a
change of title and name,
N0:9, THEREFORE, BE IT RESOLVED by the Board of County
Commissioners of St. Lucie County, Florida, in meeting assembled
this 28th day of July, 1981, as follows:
1. That there is hereby established a Board of Governors
composed as follows:
(A) A County Commissioner, appointed by the Chairman,
subject to approval of the Board of County Commissioners.
(B) The Property Appraiser
(C) The Tax Collector
(D) The Clerk of Circuit Court
(E) The Sheriff
(F) The Supervisor of Elections
(G) The County Administator (non-voting)
A representative of ANACOMP, INC., d/b/a St. Lucie Data, shall
serve in an advisory capacity. (Electronic Data Preparation Corpora-
tion is now known as Anacomp,Inc., d/b/a St. Lucie Data.)
2. That the duties of the Board of Governors shall be as
follows:
(A) To review and approve general policy and procedures
for operation of the data processing center.
(B) To establish procedures for the processing of
requests Eor services by County agencies.
(C) To establish implementation schedules and priorities
for County systems to be implemented and to approve County operational
schedules.
-1-
(D) To review requests for payments submitted by
ANACOMP, INC., d/b/a St. Lucie Data, to the County and to
recommend appropriate action.
(E) To review the reconciliation of actual fixed
costs of operations and to recommend appropriate action
regarding audits.
(F) To prepare County data processing budget
requests and formulate County long range plans.
3. That meetings of the Board of Governors shall be
as follows:
(A) The Board will hold at least one (1) regular
meeting each month, which will be on the third Monday of the
month at 1:30 P.M., unless otherwise scheduled at a preceding
meeting.
(B) The County Administrator shall serve as
Chairman of the Board.
(C) Special meetings of the Board shall be called
by the Chairman, or by a majority of the Board members upon
reasonable notice to each Board member. Notice thereof
may either by in writing or by personal contact, with said
notice stating when and where the meeting is to be held and
the business to be considered.
(D) A majority of the Board will constitute a
quorum. Approval or disapproval of any issue will be by a
majority vote of the members present.
(E) The Chairman will preside over all meetings
of the Board and will issue the agenda for all meetings. The
Chairman shall provide a Secretary to keep the Minutes. In
the absence of the Chairman, the Board shall elect a Chairman
Pro-Tem for that meeting.
4. That all rules, regulations, policies and directives
promulgated by the Board will become effective only after approval
by the Board of County Commissioners.
-2-
BOARD OF COUNTY COMMISSIONERS
ST. LUCIE COUNTY, FLORIDA.
~~? J
By '"`~p~~ ~`'~/
~ Chairman
ATTEST:
~ -~
~:L ~ 54J
r:"Clerk
STATE OF FLORIDA
COUNTY OF ST. LUCIE
The undersigned, Clerk of the Board of County Commissioners
of the County and State aforesaid, does hereby certify that the
above and foregoing is a true and correct copy of a resolution
adopted by said Board at a meeting held on the day of
1981.
Witness my hand and the seal of said Board this t/Z~
day of Wit' ~~ ~ 1981.
- -d Roger Poitras, Clerk of the Board of
County Commissioners of St. Lucie
County, Florida.
eputy Clerk.
-3-
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61'7'3'7
RESOLUTION NO_ 83-94
A RES0LUTION REESTABLISHING THE DATA
PROCESSING BOARD OF GOVERNORS
AND REVISING THE DUTIES OF THAT BOARD
WHEREAS, the Board of County Commissioners of St. Lucie
County, Florida, has made the following determinations:
1. By Resolution Numbers 73-138 and 81-85, this Board
established a Data Processing Board of Governors and enumerated
the duties of that Board of Governors.
2. Recent changes in conditions dictate that the duties
of the Data Processing Board of Governors be amended.
NOW, THEREFORE, BE IT RESOLVED by the Board of County
Commissioners of St. Lucie County, Florida:
A_ A Data Processing Board of Governors is hereby
established, to be composed of the following members:
(1) a member of the Board of County Commissioners,
appointed by the Chairman, subject to approval of the Board
of County Commissioners;
(2) the Property Appraiser;
(3) the Tax Collector;
(4) the Clerk of the Circuit Court;
(5) the Sheriff;
(6) the Supervisor of Elections; and
(7) the County Administrator (non-voting).
The St. Lucie County Data Processing Director shall serve as an
advisor to the Board of Governors.
B. The duties of the Board of Governors shall be as follows:
(1) to review and approve general policy and procedures for
operation of the St. Lucie Data Processing Center;
(2) to establish procedures for the processing of requests
for data processing services by County agencies;
(3) to establish implementation schedules and priorities for
County data processing systems and to approve County data processing
operational schedules; and
80DK ~iJ7 PAGE1~~
(4) to prepare County data processing budget requests
and formulate long range County data processing plans.
C. Meetings of the Board of Governors shall be as follows:
(1) The Board shall hold at least one regular meeting each
month on the third Thursday of the month at 1:30 P.M., unless
otherwise scheduled at a preceding meeting.
(2) The County Administrator shall serve as Chairman of
the Board.
(3) Special meetings of the Board shall be called by the
Chairman, or by a majority of the Board members upon reasonable
notice to each Board member. Notice of special meetings may
be in writing or by personal contact, and shall state when and
where the meeting is to be held and the business to be considered.
(4) A majority of the Board shall constitute a quorum.
Approval or disapproval of any issue will be by a majority vote
of the members present.
(5) The Chairman shall preside over all meetings of the
Board and will issue the agenda for all meetings. The St.
Lucie County Data Processing Director shall provide a Secretary
to keep the Minutes. In the absence of the Chairman, the Board
shall elect a Chairman pro tempore for the meeting.
D. All rules, regulations, policies, and directives promulgated
by the Board of Governors shall become effective only after approval
by the Board of County Commissioners.
After motion and second, the vote on this resolution was
as follows:
Chairman William B. Palmer Aye
Vice-Chairman Maurice Snyder Aye
Commissioner Havert L. Fenn Aye
Commissioner E. E. Green Aye
,;., ;n ; , ':. Commissioner R. Dale Trefelner Aye
~. ~ ~ ~<~ .
~~~•-'-' PASSED AND DULY ADOPTED this 19th day of July 1983.
. tR d.. ",.-,
~` ' 4... = BOARD OF COUNTY COMMISSIONERS
4 ST_ LUCIE COUNTY FLORIDA
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ATTEST: airman
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STATE OF FLORIDA
COUNTY OF ST. LUCIE
- _
The undersigned, Clerk of the Board of County Commissioners
of the County and State aforesaid does hereby certify that
the above and foregoing is a true and correct copy of a resolution
adopted by the said Board of County Commissioners at a meeting
held on G /9 19~j _ .
~~itness my hand and the seal of said Board this ~ 9 _
day of 19~j.
G~~~, _
Roger Poitras, Clerk of the Board
of County Commissioners of St_
Lucie County, Elorida_
By ~.
Deputy Clerk_
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RESOLUTION NO. 88-339
A RESOLUTION AMENDING RESOLUTION NO. $3-95~ TO
CHANGE THE NAME OF THE DATA PROCESSING BOARD
OF GOVERNORS TO THE AUTOMATED SERVICES BOARD OF
GOVERNORS
WHEREAS, the Board of County Commissioners of St.
County, Florida, has made the following determinations:
1. By Resolution Numbers 73-138, 81-85 and 83-94,
Board established a Data Processing Board of Governor
enumerated the duties of that Board of Governors.
2. Recent changes in conditions dictate that the na
the Data Processing Board of Governors be changed t
Automated Services Board of Governors.
NOW, THEREFORE, BE IT RESOLVED by the Board of
Commissioners of St. Lucie County, Florida;
A. An Automated Services Board of Governors is
established, to be composed of the following members:
(1) a member of the Board of County Commissio
appointed by the Chairman, subject to approval of the Boa
County Commissioners;
(2) the Property Appraiser;
(3) the Tax Collector;
(4) the Clerk of the Circuit Court;
(5) the Sheriff;
(6) the Supervisor of Elections; and,
(7) the Gounty Administrator (non-voting).
The St. Lucie County Automated Services Director shall ser
an advisor to the Board of Governors.
Lucie
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B. The duties of the Board of Governors shall ~e as
follows:
(1) to review and approve general policy and
procedures for operation of the St. Lucie Automated Se ices
Center;
(2) to establish procedures for the processi g of
requests for automated services by County agencies;
(3) to establish implementation schedules and
priorities for County automated service systems and to a grave
County automated service operational schedules; and,
(4) to prepare County automated services udget
requests and formulate long range County automated se vices
plans.
C. Meetings of the Board of Governors shall be as fo lows:
(1) The Board shall hold at least one regular m eting
each month on the third Thursday of the month at 1:30 p.m.,
unless otherwise scheduled at a preceding .meeting.
(2) The County Administrator shall serve as Ch irman
of the Board.
(3) Special meetings of the Board shall be call d by
the Chairman, or by a majority of the Board members upon
reasonable notice to each Board member. Notice of sp cial
meetings may be in writing or by personal contact, and hall
state when and where the meeting is to be held and the bus'ness
to be considered.
(4) A majority of the Board shall constitute a qu rum.
Approval or disapproval of any issue will be by a majority vote
of the members present.
• •
(5) The Chairman. shall preside over all meeti gs of
the Board and will issue the agenda for all meetings. T e St.
Lucie County Automated Services Director shall prav'de a
Secretary to .keep the Minutes. In the absence of the Cha rman,
the Board shall elect a Chairman pro tempore far the meetin .
D. All rules, regulations, policies, and dire fives
promulgated by the Board of Governors shall become effectiv only
after approval by the Board of County Commissioners.
After motion and second, the vote on this resolution as as
follows:
Chairman Jack Krieger AYE
Vice-Chairman Havert L. Fenn ABSENT
Commissioner R. Dale Trefelner AYE
Commissioner Judy Culpepper AYE
Commissioner Jim Minix AYE
PASSED AND DULY ADOPTED this 15th day of November, 198 .
BOARD OF COUNTY GOIrHKISSI NERS
ATTEST:- ST. LUCIE COUNTY`,,~FLORID
DEPUTY CLERK uETUMT1aT
APPROVE AS TO FORM AND
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RESOLUTION NO. 00-257
~~
A RESOLUTION REPEALING RESOLUTIOl~T
NO. 73-138 AS AMENDED IN ITS ENTIRETY
(WHICH ESTABLISHED A DATA
PROCESSING BOARD OF GOVERNORS AND
PROVIDED FOR DUTIES AND FUNCTIONS OF
THE BOARD OF GOVERNORS) AND
ABOLISIDNG THE BOARD OF GOVERNORS
WHEREAS, the Board of County Commissioners of St. Lucie County, Florida, has made
the following determinations:
i . On December 11, 1973, the Board of County Commissioners of St. Lucie County, Florida,
adopted Resolution No. 73-137 which established a Data Processing Board of Governors and
provided duties and functions of the Board of Governors for the purpose of providing policy and
planning functions for all County users and to supervise data processing activities. Numerous
amendments were made to the original Resolution No. 73-137 over the years.
2. The Board of County Commissioners engaged MGT of America, Inc. ("MGT") to conduct
a study of the entire Automated Services Department.
3. In the St. Lucie County Automated Services Management Study Final Report dated
August 31, 1999, submitted by MGT, MGT recommended the Board of Governors be abolished,
and further recommended a Teckxnology Committee be created in its place.
4. In order to abolish the Board of Governors, it is necessary to repeal ResalutionNa. 73-137
as amended, in its entirety.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of St.
Lucie County, Florida, that Resolution No. 73-137 as amended, is hereby repealed in its entirety, and
the Board of Governors is hereby abolished.
.~
After motion and second the vote on this resolution was as follows:
Chairman Frannie Hutchinson AYE
Vice Chairman Doug Coward AYE
Commissioner Paula A. Lewis AYE
Commissioner Cliff Barnes AYE
Commissioner John D. Bruhn NAY
PASSED AND DULY ADOPTED this l9th day of December, 2000.
ATTEST:
_~L%~G[
DEPUTY CLE
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.lG~F COL'NTY.`~~
BOARD OF COUNTY COMMISSIONERS
ST. LUCIE COUNTY, FLORIDA
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APPROVED AS TO FORM AND
CTNESS:
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RESOLUTION NO. 00-258
A RESOLUTION CREATING THE
TECHNOLOGY COMMITTEE, AND
PROVIDING FOR DU'I'IF,S AND FUNCTIONS
OF THE COMIVII~'TEE
`~
WHEREAS, the Board of County Commissioners of St. Lucie County, Florida, has made
the following determinations:
1. The Board of County Commissioners engaged MGT of America, Inc. ("MGT'S to conduct
a study of the entire Automated Services Depazkonent.
2. In the St. Lucie County Automated Services Management Study Final Report dated
August 31,1999, submitted by MGT, MGT recommended the Board of Governors be abolished, and
further recommended a Technology Committee be created in its place.
3. This Board should create the Technology Committee for the purpose of advising the
Boazd of County Commissioners on matters relating to Information Technology County-wide; and
to review and provide recommendations in all aspects relating to standard policies, procedures, and
budgetary needs.
4. This Board should further define the duties and fmctions of the Committee.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of St.
Lucie County, Florida:
1. This Board does hereby create the Technology Committee. This Committee shall have
the following duties and functions:
a. Review and update the Technology Plan annually.
b. Monitor the level of technology support available to county of.~ces and
devise strategies for improving it as necessary.
c. Assist in establishment of technology budgets.
~°'
d, Provide assistance and guidance on the types and amount of training that
should be available.
e. Set priorities that help guide the development efforts of Information
Technology.
f. Develop hardware, software, and network standards.
g. Offer advice on technology grant applications/proposals.
h_ Recommend revisions in policies and procedures that impact technology use.
2. The action, decisions and recommendations of the Technology Committee shall not be
final or binding on the Board of County Commissioners; but shall. be advisory only.
3. The Technology Committee shall consist of (14) members who continue funding the
Information Technology Operating Budget and shall be appointed as follows:
a. The County Administrator or his designee shall act as Chairman of the
Technology Committee and appoiirt members with voting rights from
Deparhnents under the Board of County Commissioners. The Constitutional
Off cers; Court Administrator, State Attorney; and Public Defender will each
appoint one voting member to serve on the Committee.
b. The Committee may establish sub-committees for specific subjects or tasks
from among its members to reduce the amount of time each Technology
Committee member must devote to the functions of that committee and to
spread the responsibility for contn`buting to the County's technology
strategies among a larger number of people.
c. All members shall serve without compensation.
4. Membership shall be terminated upon:
a. Death
b. End of Employment
c. Removal by majority vote of the Committee
d. Three (3) unexcused absences in a six (~ month period.
Vacancies for all appointmerrts shall be filled by the majority vote of the
Technology Committee.
5. The Committee Chairman. shall establish a time and place for holding the meetings as
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shall be necessary and the Committee shall adopt rules of organization and procedure as may be
required.
6. The Committee shall hold its first meeting as soon as possible from the date ties
resolution is adopted.
7. The County Administration staff shall provide support for the Committee by providing
the required public notice, preparing agendas and keeping a record of its proceedings.
8. Ifany action, sentence, or clause of this resolution is held to be invalid or unconstitutional
by any Court of competent jurisdiction then said holding shall in no way effect the validity of the
remaining portions of this resolution.
After motion and second the vote on this resolution was as follows:
Chairman Frannie Hutchinson AYE
Vice Chairman Doug Coward AYE
Commissioner Paula A. Lewis AYE
Commissioner Cliff Barnes AYE.
Commissioner John D. Bruhn NAY
PASSED AND DULY ADOPTED this 19th day of December, 2000.
ATTEST:
PUTY
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`Gc~F~DUNTY.~F~
BOARD OF COUNTY-COMMISSIONERS
ST. LUCIE COUNTY, FLORIDA
B ~ ~ ~ ..
APPROVL~ AS TO FORM AND -
COUNTY
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u.
REBOLUTIOx NO. 0~-403
A RBBOLDTION RBP8AL2lifi R&SOLUTZOx
xo. oo-2ss t~x=ca cRaASSD ~rxs
TBCFQiOLOOY COtEltI'M'BS AND PROVIDED
DUTZ$B AND FVNCTIONB OF TFi$
COD~IITS81;
MTIiSR83-9, the Hoard n; County Cornrr,issionera of St. Lucie
County, Florida, hie made the following determinations:
:. bn december 19, 2000, the Board cf County Cormnissioners of
St. Li.icie County, Florida, authorized the creation of the
Trc}inoingy Committee ,and provided for t~uties and Functions of the
Committee.
2. The 'rEChnulcyy Committee hie fulfilled its obligations in
advising the 3oard in matters relating to Information Technology
County-wide; and reviewing and prcwiding recommendations in all
aspects renting to sr_andard policies, procedures and budgetary
needs.
3. This Hoard has determined that the Camrnittee is no ]onger
needed,
4. In arder to abolish the Technology Committee, it ie
necessary to repeal Resolution No. 00-258 in its entirety.
No41, THSRBPORE, SS IT REBOLV~ by the Board of County
Comrnisszoaers; of St. Lucie County, Plorid~i, that this Hoard does
hereby repeal Resolution No. QO-258 in ita entirety and abolishes
the Technolr~gy committee.
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Page 1 of 1
After cation and second :.he vote arT this resolution Was ae
Follows:
r_hairperson Paula A. Lewis AYE
Vice-Chairman John D. Bruhn AYE
Commissianer D6llC~ Coward AYE
Cnmr;issioner Frannie Hutchinson AY%
Commissioner Clif: Barnes AYa
FA886D AND DL7LY ADOPTED this 9`Y' day of November, 2004,
A'~ +~' ~ BDARD Ot+' C0V14TY C0DDiIBSI0N8R9
3T. LtJCIB COUNTY, @LORYDA
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• , ~ DBPUTY CLB[2K~~ .~- / CHAI
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Item 2B
HUMAN RESOURCES
MEMORANDUM
To: Board of County Commissioners
From: William Hoeffner, Human Resources Director ~/~~,%~
Date: October 20, 2011
Subject: FEMA Reimbursement Funding
During afollow-up budget meeting in August 2011, the Board asked for a historical
breakdown of funding received from both FEMA and competitive grants. This
memorandum provides the information regarding FEMA reimbursement funding.
FEMA's disaster recovery (Public Assistance) funding is only offered after declared
disasters in which financial damages reach a certain dollar threshold. St. Lucie County
received Public Assistance funding for Hurricanes Frances and Jeanne in 2004,
Hurricane Wilma in 2005, and Tropical Storm Fay in 2008. The County's grant writers
were not involved in this process for any of the disasters.
Through Public Assistance funding, FEMA pays a minimum of 75% of recovery costs for
eligible projects not paid by insurance or other federal/state programs. However,
depending upon the severity of the event and the availability of local resources, the
percentage of FEMA's contribution can be higher. The State customarily pays a part of
the local required cost participation. For Hurricanes Frances and Jeanne, FEMA's
contribution was 92.5% and the State contributed 5%. For Hurricane Wilma, and
because the State had been impacted by multiple hurricanes during 2004 and 2005,
FEMA's contribution was 100%. For Tropical Storm Fay, FEMA contributed 75% and
the State contributed 12.5%.
Following each of the four disasters; FEMA representatives, with local County staff,
identified recovery projects, determined needed services for the project, and estimated
costs. For each identified project, a project worksheet (PW) was written by FEMA in
consultation with County departmental staff responsible for managing the recovery
project. Once the PW was written, it was submitted for further review and approval by
FEMA at state and federal levels. After final approval was received, funds were
obligated for the project. With funds being obligated to the project, the County was then
able to request reimbursement of expenses for the project. When actual project costs
exceeded the obligated amount, a revised PW had to be written by FEMA and
submitted.
Page 2
This process differs significantly from a grant process in that, once an area is declared a
Federal disaster area, funding from FEMA is assured. The process is not competitive.
FEMA has guidelines to be followed in regard to specific project eligibility. It is in the
interpretation of these guidelines that disagreements, appeals and delays occurred.
The following lists the number of PW's written and the amount of FEMA funds obligated.
Because Hurricanes Frances and Jeanne occurred in close time proximity, they are
combined.
PW's Written FEMA Funds
Obli ated
Frances and Jeanne 2004) 366 $47,784,246
Wilma 2005 79 $5,270,801
Tropical Storm Fa 2008) 42 $3,020,488
Total 487 $56,075,535
Disaster recovery operations during Hurricanes Frances, Jeanne and Wilma and until
2007 were directed by then Assistant County Administrator, Faye Outlaw. Ms. Outlaw
also served as the interim Director of the Growth Management Department and
continued her duties as Assistant County Administrator.
From 2007 until September 2010, disaster recovery operations were directed by the
Grants/Disaster Recovery Director, Bill Hoeffner. Mr. Hoeffner was additionally
responsible for Cultural Affairs, the Job Growth Incentive-Ad Valorem Tax Abatement
Programs, the Local Mitigation Strategy Program and served as liaison to the County's
lobbyist.
For future disasters, disaster recovery will be directed by the Public Safety and
Communications Director.
HUMAN RESOURCES
MEMORANDUM
To: Board of County Commissioners
From: William Hoeffner, Human Resources Director
Date: October 20, 2011
Subject: History of Formula-Competitive Grant Funding
During afollow-up budget meeting in August 2011, the Board asked for a historical
breakdown of funding received from both FEMA and grants. This memorandum
provides the information regarding formula-competitive grant funding.
Grant Function Operational Status
• 2000-2001 Division of Office of Management and Budget
• 2001-2006 Division of County Administration
• 2007-2010 Stand-alone Department
• 2011- Division of Office of Management and Budget
Categories of Formula-Competitive Grant Funding
• Environmental Land Acquisition
• Wetland/ Mosquito Impoundment Restoration
• Storm Water Improvements
• Park Improvements
• Roadway Improvements
• Sidewalks
• Port Improvements
• Housing
• Transit
• Cultural Affairs /Historical Museum Programming
Major Sources of Formula-Competitive Grant Funding
• Florida Communities Trust (environmental land acquisition) - No new funding
has been allocated in two years. Only funding available is from unspent funds.
• Florida Recreation Development Assistance Program (park improvements) - No
new funding has been allocated to this program in two years.
• FDOT Transportation Enhancement Program (sidewalks) -Funding is available.
• FDOT Safe Routes to Schools (sidewalks) -Funding is available.
• FDOT Regional Incentive Grant (roadway improvements) -Funding is available.
• Florida Ports Council (port improvements) -Funding is available.
Page 2
• Section 319 (storm water) -Funding is available.
• National Endowment for the Arts (cultural programming and museum) -Funding
is available.
• Recreational Trails Program (greenways and trails) -Funding is available.
• Land and Water Conservation Fund (water front parks) -Funding is available.
• American History Preservation Program (museums) -Funding is available.
• Florida Boating Improvement Program (boat ramp and pier improvements) -
Reduced funding is available.
• Indian River Lagoon National Estuary Program (storm water) -Reduced funding
is available.
• Florida Inland Navigation District (water front parks) -Reduced funding is
available.
• St. Lucie River Issues Team (storm water) -Program has been discontinued.
Attached is a matrix on the 12-Year Grant History.
Attachment
Attachment 1
12-YEAR GRANT HISTORY
FISCAL
YEAR
STAFFING GRANT
APPLICATIONS
WRITTEN
GRANTS
RECEIVED
FUNDS
RECEIVED
2000 1 Grant Writer 28 14 $947,936
2001 1 Grant Writer 25 10 $2,628,178
2002 2 Grant Writers 36 17 $3,897,500
2003 2 Grant Writers 42 16 $6,785,591
2004 2 Grant Writers 49 20 $9,731,199
2005 2 Grant Writers 44 25 $12,613,472
2006 2 Grant Writers 39 19 $14,613,687
2007 1 Director - 2 Grant Writers 36 19 $14,897,915
2008 1 Director - 2 Grant Writers 22 14* $35,362,839
2009 1 Director - 3 Grant Writers 35 18 $15,476,747
2010 1 Director - 2 Grant Writers 29 13 $9,704,930
2011 1 Manager - 2 Grant Writers 22 8 $1,951,664
TOTAL 407 179 $128,611,658
~` Includes one grant for $18,000,000 for acquisition of Harbor Branch
item 3A
Please note:
The following changes have been made to the budget workshop schedule:
• Revenue Initiatives Updates moved from the March 27th meeting to the January 24th meeting.
• Space Planning & Office Relocations moved from the January 24th to the March 27th meeting.
Board of County Commissioners 2012 Budget Workshops
4th Tuesday of the Month (October -May)
10:00 am -12 noon
October 25, 2011
Public Safety & Communications
-Discussion: Formation of IT Board of Governors
Public Safety Director
-Discussion: Grant Funding Report
HR Director
County Administrator
November 8, 2011: (Budget workshop will follow the informal meetin
Health Insurance
-Discussion: Reconstitution of Health Insurance Advisory Committee
County Attorney
Tax Collector
-Discussion: OPEB Acturial Study
GRS Consultant
OMB Director
December 2011
No Meeting Due to Holidays
January 24, 2012
Revenue Initiatives Updates
-Discussion: Proposed Building Permit Fee Schedule
New Development Fees
Small Quantity Generators
Cell Towers-Billboards Sites Leasing
Parks & Recreation Facilities:Aquarium, Fenn Center & Fairgrounds
Cooperative Extension Program Fees
Boat Registration Fees
-Discussion: 2012 1St Quarter Spending Update
County Administrator
Budget Manager
February 28, 2012
Budget Preview:
-Discussion: Updated Fund Balance Projections
County Administrator
OMB Director
-Discussion: 2012 Strategic Planning: No Session Contemplated
2013 Proposed Budgets: Flat Budgets Contemplated
No Proposed Millage Increase Contemplated
2013 Budget Reviews: Mid-July Dates to be determined (Final Values-July 1St)
County Administrator
Budget Manager
Revised 10-19-2011
Please note:
The following changes have been made to the budget workshop schedule:
• Revenue Initiatives Updates moved from the March 27th meeting to the January 24th meeting.
• Space Planning & Office Relocations moved from the January 24th to the March 27th meeting.
March 27, 2012:
Space Planning & Office Relocations
-Discussion: Constitutional Officers Relocations & Renovations
BOCC Renovation Projects
April 24, 2012:
-2"a Quarter Spending Update
County Administrator
Budget Manager
Mav 22, 2012:
2011 CAFR Presentation
-Discussion: Finalized 2011 Fund Balance Numbers
External Auditor
Constitutional Officers
June 26, 2012:
No Meeting Due to Staff Preparation for Board July Budget Reviews
July 2012:
Board 2013 Budget Reviews: Mid-July Schedule to be Determined
August 2012:
No Meeting Due to Staff Preparation for September Budget Adoption Hearings
September 2012:
No Meeting Due to Staff Preparation for Adoption of 2013 Budget
Revised 10-19-2011
Item 3B
Faye W. Outlaw
From: Faye W. Outlaw
Sent: Monday, October 17, 2011 2:30 PM
To: Chris Dzadovsky; Tod Mowery; Paula Lewis; Frannie Hutchinson; Chris Craft; Daniel
McIntyre
Cc: Terri Ann Palumbo; Suzie Caron; Barbara Felton; Liz Martin; Kristen Trabulsy; Erick Gill
Subject: FW: St Lucie County -- Rating Survelliance Summary
Importance: High
Commissioners:
On Thursday, October 6t'', Moody conducted the county's surveillance rating review with county staff and our financial
advisor, Jay Glover. Moody has informed Jay Glover of their ratings determination which is summarized below. Let me
Know if you have questions.
Faye W. Outlaw, MPA
County Administrator
St. Lucie County BOCC
2300 Virginia Avenue
Fort Pierce, FL 34982
772-462-1592
772-462-1648 Fax
outlawf@stlucieco.or~
From: Jay Glover [mailto:GLOVERJ@pfm.com]
Sent: Monday, October 17, 2011 1:00 PM
To: Faye W. Outlaw; Marie Gouin
Cc: Jay Glover
Subject: St Lucie County -- Rating Survelliance Summary
Moody's Investors Service recently undertook routine rating surveillance of the County and its outstanding debt. The
result of this process was an affirmation of the County's Issuer Rating (Implied General Obligation) at Aa2 and
Transportation Revenue Bonds (Gas Tax) at A1. In addition, the Sales Tax Bonds were downgraded 1 notch from Al to
A2.
The Aa2 Issuer Rating reflects the overall strong financial condition of the County taking into account the actions taken
by management and the Board to deal with the recent economic turmoil. These include building up financial reserves in
order to provide flexibility to deal with declining revenues, willingness to increase millage rate, and expenditure cuts all
of which have allowed the County to maintain balanced operating budgets. The key to maintaining this rating will be
maintaining adequate levels of reserve and positioning the County to have structurally balanced budgets moving
forward (revenues matching expenditures as opposed to continuing reliance on fund balance). This rating is in the
upper tier in terms of Issuer Ratings in the State and the County should be very proud of this accomplishment.
As opposed to the Issuer Rating representing the overall financial picture of the County, the Sales Tax Bond rating strictly
looks at the Sales Tax Revenues that are pledged to repay the debt and how this compares to the annual debt service
requirement. This ratio is called debt service coverage. The last time the County issued Sales Tax Bonds was in 2005,
which brought the annual debt service requirement to approximately $5,000,000. In FY 2005 the sales tax revenues
were $8,856,000 which equates to 1.77 times coverage. This coverage factor resulted in the Bonds being rated
A1. Since then, revenues have declined to a level of $6,256,000 in FY 2010, which equates to 1.25 times coverage. This
level of coverage is consistent with Moody's criteria for an A2 rating and thus the 1 notch downgrade.
I am happy to discuss these rating actions in more detail if you would like.
Jay Glover
Senior Managing Consultant
Public Financial Management
300 South Orange Ave
Suite 1170
Orlando, FL 32801
(407) 648-2208
(407)648-1323 fax
~loveri@pfm.com
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