board of county commissioners · board of county commissioners . special meeting thursday, april...

Board of County Commissioners

Special Meeting

Thursday, April 21, 2016

2:00 P.M.

School Board Administrative Complex

1

Workshop Goals and Objectives

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1)Review County Debt/Finances

2)To Discuss Both “Long” and “Short” Term Overview of Major Budgetary Impacts

3)Receive “Next Steps” Direction from the Board of County Commissioners

Discussion Topics

Fund Balance

County Debt/Finances

Road Improvement Needs/Options

Stormwater Mitigation

Administrative Space Needs

Detention Center Repair/Replacement

Economic Development

3

Discussion Topics

Policy Development

Communications System Improvements

Recreation Enhancements

Ellisville Development

Animal Shelter

Fire Department

Health Care Responsibility Act (HCRA)

Strategic Planning 4

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Fund Balance

Fund Balance

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FUND BALANCE THEORY 101

COLUMBIA COUNTY, FLORIDA CASE STUDY

INTRODUCTION

Columbia County, like all governments, utilizes fund accounting to record and manage the financial transactions of its Governmental Funds. All of the County’s operating funds are classified as “governmental” except for the Landfill and Utilities Funds, which are classified as Enterprise Funds.

Fund Balance

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INTRODUCTION

The major governmental funds for budgetary purposes are as follows:

General

Transportation Trust

Municipal Services


In addition to various Special Revenue Funds with restricted revenues, the County has Road Improvement and Capital Projects Funds which finance various capital projects authorized by the Board of County Commissioners.

Fund Balance

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FUND BALANCES

The Fund Balance of a governmental fund is the excess of assets over liabilities which under fund accounting is equal to the cash reserves of the fund. Beginning in 2012 the Governmental Accounting Standards Board (GASB) established the following fund balance classifications to record various restrictions on the use of fund balance reserves:

Nonspendable – not in cash form (inventories, prepaids) Restricted – legal or other outside restrictions Committed – legal action of the Board Assigned – earmarked through budget adoption or special

revenue Unassigned – unrestricted reserves

Fund Balance

9

FUND BALANCES

For the purpose of this presentation, I have focused on the Assigned and Unassigned reserves of the major governmental funds, which I refer to as “unrestricted fund balances”.

Fund Balance

10

CHANGES IN FUND BALANCES

As described above, fund balances are cash reserves that increase when revenues exceed expenditures in a fund and decrease when the opposite occurs. They are calculated annually when the fiscal year is closed. The County has a formal Fund Balance Policy (Financial Reserve Policy) that basically states that unrestricted fund balances should be maintained at 25% - 30% of budget expenditures of each fund. Unrestricted reserves in excess of these levels have generally been utilized to pay for non-recurring capital projects such as road improvements and other non-recurring outlays that do not create an ongoing budget appropriation.

Fund Balance

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For Columbia County and other counties that properly manage their budgets, the greatest built-in sources of fund balances increase is by closely following the requirement in Florida Statutes that the County carefully estimate its revenues for each fund budget, yet only appropriate 95 percent of each fund’s revenues. If appropriations are properly managed throughout the year and revenues are generally fully realized, the unbudgeted 5 percent will increase the unrestricted fund balance reserve in each fund. Occasionally, of course, unanticipated expenditures will arise during the year that may reduce the level of unbudgeted revenues, or the anticipated budget revenues may not be fully realized.

Fund Balance

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When the reserve levels increase beyond the approximate 30 percent levels, the excess becomes available for appropriation to non-recurring outlays.

Fund Balance

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As detailed in the following tables this practice has worked well for the County over the past six years as follows:

Fiscal Years Ended 2010-2015

Fund

Excess

Revenues

Capital

Transfers

Remaining

Excess

(Reduction)

General

Transportation Trust

Municipal Services

Economic Developmen

TOTALS

$ 2,126,865

7,060,143

4,607,765

t (206,759)

$ 13,588,014

$ (10,845,084)

(6,005,500)

(5,729,859)

(1,240,000)

$ (23,820,443)

$ (8,718,219)

1,054,643

(1,122,094)

(1,446,759)

$ (10,232,429)

Fund Balance

14


Of the transfers out $19,619,975 were utilized to fund road improvement projects within the County, with the remaining $4.2 million going to other non-recurring outlays.

Fund Balance

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CONCLUSION

Over the past five years and continuing through the current fiscal year, the County has funded approximately $29 million in capital improvements utilizing excess fund balance transfers from its major governmental funds. Approximately $20 million of these funds were utilized for direct and matching funds for road paving and resurfacing projects.

Fund Balance

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CONCLUSION

$5 million was allocated for major capital projects in the current year. However, $15 million of these transfers were financed by drawing down prior year surplus fund balances, while $13.6 million were paid from yearly excess revenues. This has resulted in current year anticipated fund balance levels to still be in compliance with the Financial Reserve Policy; but are no longer able to finance new capital projects on an ongoing basis. Until such time as excess fund revenues again accumulate in these funds, major capital projects should be financed by alternate methods including grants, debt financing or new revenue

sources.

Fund Balance

COLUMBIA COUNTY, FLORIDA

BOARD OF COUNTY COMMISSIONERS

MAJOR FUNDS FUND BALANCE HISTORY

2010- 2015

TRANSPORTATION MUNICIPAL

FISCAL YEAR GENERAL TRUST SERVICES ECONOMIC DEV. TOTALS

ENDING UNRES. FUND BALANCE 16,015,952 6,252,551 7,139,651 3,445,106 32,853,260

PERCENT OF EXPENDITURES 59.20% 88.97% 62.28% 520.77% 72.22% 17

2009-2010

REVENUES 28,575,591 8,692,518 11,463,451 1,954,449 50,686,009

EXPENDITURES (27,052,714) (7,027,819) (10,751,189) (661,539) (45,493,261)

EXCESS 1,522,877 1,664,699 712,262 1,292,910 5,192,748

5% OF REVENUES 1,428,780 434,626 573,173 97,722 2,534,300

BEGINNING UNRESTRICTED

FUND BALANCE 14,493,075 4,587,852 6,657,248 2,152,196 27,890,371


TRANSFERS IN - - - -

TRANSFERS OUT - - (229,859) - (229,859)

Fund Balance




2010- 2015



18

2010-2011

REVENUES 26,393,115 8,276,385 11,108,807 1,802,944 47,581,251

EXPENDITURES (25,199,581) (6,171,158) (10,017,479) (4,226,763) (45,614,981)

EXCESS 1,193,534 2,105,227 1,091,328 (2,423,819) 1,966,270


FUND BALANCE 16,015,952 6,252,551 7,139,651 3,445,106 32,853,260


-

TRANSFERS IN - - - - -

TRANSFERS OUT- ROADS (2,000,000) (3,250,000) - - (5,250,000)

TRANSFERS OUT- OTHER - (380,000) - (115,000) (495,000)

ENDING UNRES. FUND BALANCE 15,209,486 4,727,778 8,230,979 906,287 29,074,530

PERCENT OF EXPENDITURES 56.22% 76.61% 76.55% 21.44% 63.74%

2011-12

Fund Balance




2010- 2015



PERCENT OF EXPENDITURES 34.69% 73.03% 135.00% 126.04% 59.67% 19

REVENUES 26,496,508 8,781,913 9,673,945 1,783,658 46,736,024

EXPENDITURES (30,964,284) (7,807,609) (7,619,346) (1,441,585) (47,832,824)

EXCESS (4,467,776) 974,304 2,054,599 342,073 (1,096,800)


FUND BALANCE 15,209,486 4,727,777 8,230,979 906,287 29,074,529


TRANSFERS IN - - - 868,651 868,651

TRANSFERS OUT- ROADS - - - - -

TRANSFERS OUT- OTHER - - - (300,000) (300,000)


2012-13

Fund Balance COLUMBIA COUNTY, FLORIDA



2010- 2015



20

REVENUES 30,411,843 8,812,711 8,450,709 1,163,846 48,839,109

EXPENDITURES (28,685,808) (8,768,707) (7,650,235) (759,079) (45,863,829)

EXCESS 1,726,035 44,004 800,474 404,767 2,975,280


FUND BALANCE 10,741,710 5,702,081 10,285,577 1,817,011 28,546,380


TRANSFERS IN 512,892 - - - 512,892

TRANSFERS OUT- ROADS - (1,375,500) (2,000,000) - (3,375,500)

TRANSFERS OUT- OTHER - - - (300,000) (300,000)



2013-14

Fund Balance COLUMBIA COUNTY, FLORIDA



2010- 2015




21

REVENUES 30,318,694 9,656,979 10,463,968 1,154,597 51,594,238

EXPENDITURES (29,676,324) (9,115,038) (10,978,667) (769,777) (50,539,806)

EXCESS 642,370 541,941 (514,699) 384,820 1,054,432


FUND BALANCE 12,980,637 4,370,585 9,086,051 1,921,778 28,359,051


TRANSFERS IN 407,811 260,293 - - 668,104

TRANSFERS OUT- ROADS (2,100,740) (1,000,000) (2,000,000) - (5,100,740)

TRANSFERS OUT- OTHER (1,560,289) - - (300,000) (1,860,289)


2014-15

Fund Balance




2010- 2015



22

REVENUES 30,769,393 9,044,543 9,958,596 1,081,302 50,853,834

EXPENDITURES (29,264,568) (7,314,575) (9,494,795) (1,288,812) (47,362,750)

EXCESS 1,504,825 1,729,968 463,801 (207,510) 3,491,084


FUND BALANCE 10,369,789 4,172,819 6,571,352 2,006,598 23,120,558


TRANSFERS IN 2,036,004 - - - 2,036,004

TRANSFERS OUT- ROADS (4,394,235) - (1,500,000) - (5,894,235)

TRANSFERS OUT- OTHER (789,820) - (1,036,004) (225,000) (2,050,824)



2015-16

Fund Balance




2010- 2015



PROJECTED END FUND BALANCE IF

NO EXCESS REVENUE $ 8,726,563 $ 4,902,787 $ 2,499,149 $ 1,059,088 $ 17,187,587


23

TRANSFERS OUT- ROADS - - - - -

TRANSFERS OUT- OTHER - (1,000,000) (2,000,000) (515,000) (3,515,000)

- (1,000,000) (2,000,000) (515,000) (3,515,000)

Questions? Comments? Motions?

Fund Balance

24

25

County Debt / Finances


Funding Options

26

Avoidance

Revenue Reallocation

Grants

Legislative Appropriation

“Growth” (Increase in Current Revenues) Increased Taxes / Fees

New Taxes

Loans / Bond Issues

Excess Fund Balance


Funding Options

27

Avoidance – “Just say no”

Revenue Reallocation – Budget cuts in one line item / fund reallocated to another line item / fund

(These funding options are used for the majority of decisions made during the floor budget development process)


Funding Options

28

Grants

DOT Funding (SCOP, SCRAP, CIGP)

CDBG

Others

Legislation Appropriation


Funding Options

29

“Growth” (Increase in Current Revenues)

Revenue “Growth” is defined as an increase in current revenue typically resulting from an improved economy or increased population. “Growth” as defined here does not include an increased revenue which resulted from an increased tax or fee.


Funding Options

12/13 13/14 14/15 15/16

Budgeted Growth

Ad Valorem Taxes 17,326,161 17,433,137 17,804,345 18,546,879 1,025,665

Interest 44,190 212,075 257,832 193,100 21,734

State Revenue Sharing

1,389,078 1,483,967 1,609,332 1,500,000 5,874

Half Cent Sales Tax 3,905,338 4,133,572 4,709,114 4,470,000 220,659

Regular 3,443,069 3,759,238 4,108,782 3,870,000 99,637

Fiscally Constrained 581,729 576,801 600,332 600,000 13,713

Emergency 462,269 374,334 0 0 -278,868

Historic Revenue Growth

30


Funding Options

12/13 13/14 14/15 15/16

Budgeted Growth

Amendment 1 Relief 1,888,080 1,898,389 1,900,235 1,900,000 4,432

Communication Services Tax

283,129 345,830 323,726 990,000 672,438

Tourist Development Tax

728,631 934,877 1,002,363 1,125,000 236,376

Small County Surtax 5,918,690 6,343,494 6,866,217 6,750,000 373,866


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Funding Options

12/13 13/14 14/15 15/16

Budgeted Growth

Voted Gas Tax 556,536 571,849 618,464 590,000 7,717

Local Option Gas Tax 2,202,981 2,261,529 2,449,795 2,300,000 -4,768

Constitutional Gas Tax 1,393,605 1,430,863 1,472,260 1,450,000 17,757

County Gas Tax 615,130 617,127 645,443 650,000 24,100


Growth in current budget, compared to past three years average = $2,440,332 , Year to Year $566,739 32


Funding Options

33

Revenue “Growth” Projections

Budgeted Ad Valorem revenue increased $742,534

from FY2014 – 2015, large portion from expiration of

Target Tangible Personal Property exemption

expiration $348,602 (future increases will depend on

property values and new construction)


Funding Options

34

Revenue “Growth” Projections

Target – Ad Valorem exemption expires 2018. Will be added to 2019 tax roll. Estimated revenue: $350,123 - 2016 Working Values.

US Cold Storage – Ad Valorem exemption expires 2023. Will be added to 2024 tax roll. Estimated revenue: $98,412 - 2016 Working Values.


Funding Options

35

Increased Taxes / Fees

Current Maximum

Ad Valorem Millage 8.015 10.0

Local Option Gas Tax 0¢ 5¢

Public Service Tax 0% 10%


Funding Options


Gas Taxes Current Levies: Maximum Levy:

1) Voted 1 ¢ 1¢

2) Local Option (1-6) 6 ¢ 6¢

3) Local Option (1-5) 0 ¢ 5¢

4) Constitutional * 2 ¢ 2¢

5) County Gas Tax * 1 ¢ 1¢

* Enacted by State 36


Funding Options


Public Service Tax - Florida Statutes (166.231-.235)

Municipalities and charter counties may levy by ordinance a public service tax on the purchase of electricity, metered natural gas, liquefied petroleum gas either metered or bottled, manufactured gas either metered or bottled, and water service.

The tax proceeds are considered general revenue for the municipality or charter county.

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Funding Options


Public Service Tax Examples

Lake City 10%, first $100, 1% - generates $1,232,903 - electricity only

Jackson – 6% - generates $2,869,421 - electricity only

Wakulla – 7% - generates $1,204,650 - electricity only

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39


Funding Options


Special Assessments

Primarily regulated by case law. Can only be used for

services that benefit property. Columbia County

conducted a new rate study prior to the FY2013-2014

budget. Recommend new study for FY 2017-2018.

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Funding Options

Potential Increased Revenue – Taxes / Fees

Ad Valorem $4,580,949

Gas Tax (Local Option) * $1,659,000

Fees ?

Public Service Tax ?

* Assuming same municipal sharing as other gas taxes


Funding Options

41

• Loan / Bond Issues – 1) Pledgable revenue is often the issue – 2) Ad Valorem cannot be pledged without referendum

approval

3) Pledgable revenues:

a) Operational Revenue (i.e. utility revenue)

b) County Revenue Sharing

c) Half-cent Sales Tax

d) Gas Taxes


Funding Options

Columbia County

Long – Short Term Liabilities

42

43


Funding Options

Road Improvements Bonds

Original issue $4,470,000 at 1.33% Interest for 7 years

Pledged Revenue – First Two Cents of County Local Option Gas Tax

Annual Principal and Interest Payments of $669,112

Principal Balance as of 4/1/2016 $2,629,943

Maturity Date of 9/30/2020

44


Funding Options

Fire Department

Capital Improvements Bonds


Refinanced in 2013 at 3% Interest

Pledged Revenue – Half Cent Sales Tax


Principal Balance as of 3/31/2016 - $3,326,777



Funding Options

45


Capital Improvements Bonds


Refinanced in 2013 at 3% Interest

Pledged Revenue – Half Cent Sales Tax


Principal Balance as of 3/31/2016 - $1,208,922



Funding Options

46

Ellisville Utilities

Capital Improvements Loans

Original issue $579,862 at 2.07% Interest for 20 years

Pledged Revenue – Fees


Principal Balance as of 1/15/2016 - $459,771


47


Funding Options








48


Funding Options



Original issue $206,939 at 2.71% Interest for 20 years






Funding Options

49

Capital Leases The County currently has several pieces of equipment under guaranteed lease buyback plans. Principal balance as of 9/30/15 -$1,703,945

These lease are secured by the equipment and repaid through funding within the department which purchased the equipment.

The leases are typically for 5 years with a balloon payment equaling the buyback amount.

Interest rates vary depending on the market at the time of lease.


Funding Options

50

• Excess Fund Balance

Previously described.



51

Road Improvement

Needs/Options

52

COLUMBIA COUNTY PUBLIC WORKS

PROJECTS PRIORITIZATION POLICY

53

The Board of County Commissioners tasks county staff (engineer, county manager, public works director) to submit a list of projects, in order of recommended priority at least annually for Board of County Commissioners approval.

The priority list of projects may or may not be funded depending upon the amount of county funds allocated.

The priority list of projects shall be reviewed annually by the Board of County Commissioners, or sooner if needed and the priority list is subject to change if deemed appropriate by the Board of County Commissioners.

COLUMBIA COUNTY PUBLIC WORKS

PROJECTS PRIORITIZATION POLICY

In tasking county staff to submit a listing of Public Works Projects in order of priority, the Board of County Commissioners directs that the following criteria be considered: a) projects that eliminate human suffering (i.e. elimination of a

flood threat) shall have the highest priority.

b) resurfacing projects, if necessary to save the county investment, shall establish priority over new construction.

c) new construction shall consider the average daily traffic, number of residential homes per road mile, the classification of the road (local or collector), whether the road or street is a through street or dead end, current maintenance requirements and whether the road serves any special area (boat ramp, park, etc.).

54

Road Improvement Revenue

Gas Taxes

55

• Road Improvement Revenue

1) 6¢ Local Option Gas Tax $2,300,000

2) 1¢ Voted Gas Tax 590,000

3) 1¢ County Gas Tax 650,000

4) 2¢ Constitutional Gas Tax 1,450,000

$4,990,000


56

• Road Improvement Expenses

Transportation Trust $9,105,445

Road Improvement* 8,893,009

Road Improvement Debt Service 669,112

$18,667,566

Gas Tax Revenue 4,990,000

Difference $13,677,566

* Not grant funded

Road Improvement Need/Options

Where does the revenue, other than the gas taxes, come from?

57

58


Revenues other than the gas taxes utilized for Road improvements:

National forest regular distribution

Half-cent sales tax-regular

Half-cent sales tax-fiscally constrained

Fuel decal user fee

Motor fuel tax rebate

F.D.O.T. lighting agreement

Culvert Waiver Fees

110,000

1,500,000

600,000

3,000

45,000

106,000

1,000


59

Revenues other than the gas taxes utilized for Road improvements:

Interest earnings 17,000

Reimbursement of current

expenses by other county units 6,000

Other miscellaneous revenue 5,000

Estimated beginning cash* 10,690,000

*Majority of funds are prior year transfers in


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What options are available to Columbia County in order to meet Road Improvement needs?

1) State funding 2) Non recurring county revenue 3) Revenue reallocation 4) Additional millage levy 5) Additional gas tax

Road Improvement Needs/Options Gas Taxes in Surrounding Counties

COLUMBIA COUNTY BOARD OF COUNTY COMMISSIONERS

COMPARISON OF LOCAL OPTION GAS TAXES OF SURRONDING COUNTIES

Columbia Alachua Baker Bradford

Ninth-Cent Fuel Tax $ 0.01 $ 0.01 $ 0.01 $ 0.01

1 to 6 Cents Local Option Fuel Tax $ 0.06 $ 0.06 $ 0.06 $ 0.06

1 to 5 Cents Local Option Fuel Tax $ - $ 0.05 $ - $ -

Clay Dixie Gilchrist Hamilton



1 to 5 Cents Local Option Fuel Tax $ - $ - $ - $ -

Lafayette Levy Madison Marion



1 to 5 Cents Local Option Fuel Tax $ - $ - $ 0.05 $ 0.05

Suwannee Union

Ninth-Cent Fuel Tax $ 0.01 $ 0.01

1 to 6 Cents Local Option Fuel Tax $ 0.06 $ 0.06

1 to 5 Cents Local Option Fuel Tax $ 0.05 $ -61


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Funding Options Avoidance


Grants


New Taxes

Loans / Bond Issues

Excess Fund Balance


Road Improvement Need/Options

63


64


65

Columbia County Approved Projects

1) Five Points (completed) 2) Melrose Park (completed) 3) Clay Hole Creek 4) Cannon Creek

(The above projects were funded through a $3 Million County Appropriation)


66

Progress of Approved Projects

Clay Hole Creek - some improvements currently

underway within original budget, additional funding is currently being sought to compete this project.

Cannon Creek - current year grants/legislative appropriations of $3,000,000 will complete this project.


Act. 67

Hazard Mitigation Grant Program (HMGP)

The purpose of the HMGP program is to help communities implement hazard mitigation measures following a Presidential major disaster declaration. Hazard mitigation is any action taken to reduce or eliminate long term risk to people and property from natural hazards. The HMPG is authorized under Section 404 of the Robert T. Stafford Disaster Relief and Emergency Assistance


Private Retention Pond Maintenance

Columbia County has corrected, or is in the process of correcting, major stormwater issues, at the following locations:

a) Calloway Subdivision b) Haight-Ashbury Subdivision c) Smithfield Estates Subdivision d) Emerald Cove Subdivision

in cooperation with the Suwannee River Water Management District, through an approved interlocal agreement.

68


69

Private Retention Pond Maintenance

The non ad valorem assessment program for private retention pond maintenance is now in place.


70



Grants



New Taxes

Loans / Bond Issues

Excess Fund Balance



71


72


73

Columbia County leases space in order to meet

its operational needs. A schedule of leases and

costs is attached.


CURRENT OFFICE SPACE LEASE PAYMENTS PAID BY THE COLUMBIA

COUNTY BOARD OF COMMISSIONERS

Paid To Paid To Annual

WSMDD Land Trust Supervisor of Elections $106,810

WSMDD Land Trust Various County Departments $ 91,490

Total $198,300

The County also pays a pro-rata share of three spaces leased by Guardian Ad Litem.

74


75

Current options to meet operational space requirements are:

1) Continued leasing 2) Build new facilities 3) Purchase existing facilities

The County is in the process of contracting with architects to help review the various space options. (the debt service to acquire new facilities may or may not exceed the current lease payments)


76




New Taxes

Loans / Bond Issues

Excess Fund Balance



77

Detention Center

Repair/Replacement

78

Detention Center

Repair/Replacement

79

The Columbia County Detention Center was

completed in 1987. The facility has been

maintained by a combination of inmate and

county staff. Renovations approved for the facility

have included roof repair of the administrative

building, replacement of electric door locks in

maximum security and substantial HVAC repairs.

Detention Center

Repair/Replacement

80

Florida law provides for a Public Safety Coordinating Council.

The committee has presented several needs currently not being met at the facility.

An architect has been hired to make recommendations to the Council .

The goal of the Council will be to make recommendations to the Board, of possible solutions to these issues.

Detention Center

Repair/Replacement

81



Grants



New Taxes

Loans / Bond Issues

Excess Fund Balance


Detention Center Repair/Replacement

82


83


84

1) Intermodal Park/Rural Area of Opportunity Site -$19,730,000 (est.) (Improvements proposed include a rail spur, paved streets, utilties, etc.)

a) Rail Spur $3,300,000 b) Paved Streets $9,250,000 c) Utilities $7,180,000

Grant funding, for these infrastructure improvements, will be applied for when possible tenants become available. Out of pocket costs to the county are unknown at this time.


85

2) Existing Site Development - Costs Unknown (Requested by the Columbia County Economic Development Board. Includes existing county owned properties).

The County has cleared an existing site utilizing county forces.

3) Future Project Incentives - Costs Unknown (Columbia County is currently working on several economic development projects. These projects involve “end users”; therefore, incentives may be requested.)


86

Currently there is not a dedicated revenue source for economic development projects.

Incentives may be funded through reserve balances and/or refinancing of current debt service in the Economic Development Fund.


Funding Options

Avoidance


Grants



New Taxes

Loans / Bond Issues

Excess Fund Balance 87



88

Policy Development

89

Policy Development

Staff will be reviewing the following policies, for future recommendations :

1) Road Prioritization 2) Signage Standards Policy 3) Workers Comp / Safety Policy 4) Employee Leave

90

ROAD PRIORITIZATION WORKSHOP

APRIL 21, 2016

91

FACTORS FOR ROAD PRIORITIZATION

• COMPLAINTS

• FUNDING SOURCE AND REQUIREMENTS

• AVAILABLE FUNDING • TYPE OF CONSTRUCTION NECESSARY • COST OF CONSTRUCTION • ROAD CLASSIFICATION • REQUESTS

92

COMPLAINTS

• TRACKED BY WORK ORDERS

• WORK ORDERS TRACKED BY • DISTRICT

• CREW

• TYPE OF WORK PERFORMED

• ATTACHMENT #1

93

WORK ORDER LOG SUMMARY

94

FUNDING SOURCES

• FDOT PROGRAMS

– SCRAP---SMALL COUNTY ROAD ASSISTANCE

PROGRAM

• 100% FUNDING – SCOP---SMALL COUNTY OUTREACH PROGRAM

• 75% FUNDING – CIGP---COUNTY INCENTIVE PROGRAM

• 50% FUNDING

95

CURRENT FUNDING 2015

• Herlong Rd. Phase 1 & 2 • Old Wire Rd. Phase 3

• Bascom Norris @ US 90

96


• Suwannee Valley Rd. • Sister’s Welcome Rd. • King/Mauldin Rd.

• Real Rd. • Bell • Brim (County Funded)

• Mt. Carrie (County Funded)

• Croft St. Bridge

97


• NW Moore Rd. from Lk. Jeffrey to US 41

• CR 241 from CR 252 to SR 100

• Mt. Carmel/Troy Rd. from CR 252 to SR 247

• SW Cypress Lake Dr.

• CR 242 to CR 247

98

PROPOSED FUNDING

• SCRAP • Wester/Finley Little $1.6 Million

• Arrowhead/Cannon Creek/Kicklighter $1 Million

• SCOP • Birley Rd.

• LM Aaron/English

• CIGP • Arlington Rd.

• NW Dicks Rd.

$1.6 Million

$1.9 Million

$360,000

$1.3 Million

99

TYPE OF CONSTRUCTION

• Leveling and Resurfacing (LR)

• Milling and Resurfacing (MR)

• Widening, Rebuilding, and Resurfacing (WRR)

AKA Full-Depth Reclamation

• New Construction

100

COSTS OF CONSTRUCTION TYPE

• Leveling/Resurfacing and Milling/Resurfacing

$185,000/mile

• Full-Depth Reclamation

$300,000/mile

• New Construction $1 million/mile

101

ARTERIAL ROADS

Arterials

Quadrant

Name

Type

Length (FT)

Area (SY)

Length (Miles)

SE CR 18 23971.2 59475 4.54

SW CR 18 28195.2 75187 5.34

SW Tustenuggee (CR 131) AVE 77088 209851 14.6

SE CR 240 (Myrtis) RD 7444.8 16544 1.41

SW CR 240 62990.4 153977 11.93

SW CR 242 30412.8 74342 5.76

SW CR 242 A 11352 27850 2.15

SE CR 245 69326.4 184870 13.13

NW CR 250 61195.2 163187 11.59

SW CR 252 30412.8 74342 5.76

SE CR 252 46728 122012 8.85

SW CR 252B 11246.4 29990 2.13

SW Sister's Welcome (CR

341) RD 25344 68288 4.8

SW Bascom Norris DR 14256 38016 2.7

499963 1297933 94.69

TOTAL MILES 94.69

TOTAL $ $ 22,163,650.00

LIFESPA N

(YEARS) 15

TOTAL COST PER

YEAR $ 1,477,576.67

102

MAJOR COLLECTOR ROADS Major Collector

Quadrant

Name

Type

Length

(FT)

Area

(SY)

Length

(Miles)

SE ACADEMIC AVE 5702.4 12564 1.08

SW BIRLEY AVE 27561.6 61248 5.22

NW BROWN ROA D

20592 50336 3.9

SW CALLAHAN AVE 2904 5808 0.55

SE COUNTRY CLUB

(CR133) ROA D

37699.2 100531 7.14

SW CR 138 34320 91520 6.5

SW CR 238 (ELIM CHURCH)

ROA D

45936 122496 8.7

SW CR 778 17107.2 45619 3.24

CR 245A 10507.2 23349 1.99

NW CR 25A 16368 43648 3.1

CR 349 28459.2 75891 5.39

NW CR 6 STR EET

14784 37781 2.8

SW DYAL AVE 5966.4 12596 1.13

NW FALLING CREEK ROA D

34320 78173 6.5

NE GUM SWAMP (CR250)

ROA D

64680 146105 12.25

SW HOPE HENRY STR EET

6600 13200 1.25

SW ICHETUCKNEE AVE 27297.6 60661 5.17

SW KOONVILLE (CR252A)

ROA D

14784 36139 2.8

NW LASSIE BLACK STR EET

26980.8 67692 5.11

SW MARVIN BURNETT ROA D

3748.8 10063 0.71

NW NASH ROA D

19588.8 54413 3.71

NW NOEGEL (CR 135) ROA D

23760 58080 4.5

NW SUWANNEE VALLEY

ROA D

26400 59869 5

SE TIMBERWOLF DRI VE

6652.8 15154 1.26

NW TURNER AVE 11035.2 26975 2.09

NW WHITE SPRINGS AVE 12144 26987 2.3

545899 1336900 103.39

TOTAL MILES 103.39

$ TOTAL $ 24,152,650.00

LIFESPA N

(YEARS) 20

103

MINOR COLLECTOR ROADS

Minor Collector

Quadra nt Name

Typ e

Length (FT)

Length (Miles)

SE ALFRED MARKHAM STR 9979.2 23284.8 1.89

SW ARLINGTON BLV D

7392 17248 1.4

SW ARROWHEAD TER 4012.8 8025.6 0.76

SW BARWICK TER 5649.6 10043.7 1.07

SW BRIM STR 13728 0 2.6

SW CANNON CREEK DR 5649.6 11299.2 1.07

NW COMBS TER 11140.8 25685.7 2.11

SW DEKLE TER 7920 15840 1.5

SE FAMILY RD 14414.4 30430.4 2.73

SW FINLEY LITTLE LN 5280 11733.3 1

SW GODBOLD AVE 3960 8800 0.75

SW HERLONG STR 32366.4 0 6.13

SW HOWELL STR 10348.8 20881.6 1.96

SW JAFUS AVE 5332.8 10665.6 1.01

SW KICKLIGHTER RD 3643.2 7286.4 0.69

SW KING AVE 14467.2 32551.2 2.74

SW KIRBY AVE AVE 5332.8 12146.9 1.01

NW LAKE CITY AVE 4910.4 12003.2 0.93

NW LEONIA WAY 2217.6 5174.4 0.42

SW LITTLE RD 12724.8 28277.3 2.41

SW MAULDIN AVE 13358.4 29685.3 2.53

NE MCCLOSKEY AVE 17212.8 41597.6 3.26

SW MICHIGAN STR 2059.2 4880.3 0.39

NW MOORE RD 17635.2 37229.9 3.34

SW MOUNT CARMEL AVE 8712 18392 1.65

SW NEWARK DR 15681.6 38332.8 2.97

SW OLD WIRE RD 24288 64768 4.6

SE RACETRACK (133 B) LN 5525 12277.8 1.0

SW SABRE AVE 7920 17600 1.5

SW THOMPKINS LP 3062.4 7087.8 0.58

SW TOMMY LITES STR 13780.8 33686.4 2.61

SW TROY STR 8712 19360 1.65

SW UPCHURCH AVE 4224 8565.33 0.8

SW WASHINGTON AVE 5280 12906.7 1

SW WESTER DR 10401.6 23114.7 1.97

SW WILSON SPRINGS RD 20011.2 48916.3 3.79

NW WINFIELD STR 6705.6 15206.8 1.27

CR 241 10982.4 21757.4 2.08

SW WALTER AVE 7920 19360 1.5

SW BISHOP AVE 8606.4 22950.4 1.63

SW JUNCTION RD 8341 20389.1 1.58

NW QUEEN RD 11616 25813.3 2.2

CR133b

412506 835255

TOTAL MILES

78.13

78.13

TOTAL $ $ 21,067,721.40

LIFESPA N

(YEARS) 25

TOTAL COST PER

YEAR $ 842,708.86

104

LOCAL ROADS

Locals

Mileage

Square Yards Cost per Year

Total County Paved Miles 600

***** Remaining Roadways

Arterial Total 94.69 1297933 $ 1,477,576.67

Major Collector Total 103.39 1336900 $ 1,207,632.50

Minor Collector Total 78.13 835255 $ 842,708.86

50% rebuild 50% resurf 30

Local Roadways 323.79 29,950,932.39 48,569,079.55 life span $ 2,617,333.73

per mile per mile

TOTAL MILES 600

TOTAL COST PER

YEAR $ 6,145,251.75

105

FUNDING ISSUE

• Total needed annually for maintenance of

existing road inventory-----$6.137 million

• $2.6 million does not qualify for FDOT

programs due to being classified as local

• Result of extending maintenance---more $$

106

REQUESTS

• By Commissioner per district

• Process adopted May, 2015

107

PROPOSED METHODOLOGY

• PHYSICAL ROADWAY CONDITION

• Paser Rating • Estimated Repair Method

• Maintenance Logs

• Right-Of-Way Widths

• Asphalt Thickness • Base Thickness

108


• SAFETY AND ACCIDENT HISTORY • Visual Observed Driving Conditions • Accidents Per Average Daily Traffic Data

• TRAFFIC VOLUMES

• Traffic Counts • Classification of Roadway • Type of Roadway • Life Projection In Current Condition

109


• MATTERS OF LOCAL IMPORTANCE

• Accessibility of Emergency Vehicles

• Residents Affected • Special Access Areas • Funding Requirements

• TIE BREAKER CRITERIA • RESULTS OF SAMPLING

• 36 Roads (7.8% of existing) • Cost of $11 million

110

SUMMARY

• Work Orders

• Funding Source Requirements

• Available Funding • Type of Construction Necessary • Cost • Road Classification • Requests

111

RESULTS OF EXISTING METHODOLOGY

• DISTRICT #1 (19%) • $10.7 Million

• 224 Miles of Roadway (21%)

• Dirt 99 Miles (21%)

• Paved 125 Miles (21%)


• 281 Miles of Roadway



112


• DISTRICT #3 (16%) • $9 Million






• Dirt 120 Miles (26%


113


• DISTRICT #5 (16%) • $8.8 Million (16%)


• Dirt Miles 34 (7%)

• Paved Miles 104 (18%)

114

ADDITIONAL PROPOSED

METHODOLOGY

• PHYSICAL ROADWAY CONDITION

• SAFETY AND ACCIDENT HISTORY • TRAFFIC VOLUMES

• MATTERS OF LOCAL IMPORTANCE

115

Policy Development


116

Communication Improvements

117


118

• Desired system is a P25 (800 Mhz) communications system

• Current Project Status 1) RCC hired as consultant 2) Negotiated pricing with Motorola 3) Passed on negotiated pricing 4) RCC has developed a roadmap 5) RCC dissolved as a company 6) Contracted with Omnicom 7) Omnicom has revised plan


Suggested “Next Steps”

Staff to review revised plan with Sheriff and make recommendations for possible implementation.

Cursory review of Omnicom’s draft; suggests considerable cost savings.

119



120


121


122

Considerations

Land expansion for Multi-purpose fields

Community Center Needs

123




Grants



New Taxes

Loans / Bond Issues

Excess Fund Balance



124


125


126

Historical Projects Which Have Been Considered By The Board

Create a Tax Increment Fund (TIF)

Roadway Enhancements / Intersection Beautification

Branding

Special Planning Area

Utilities


Funding Options • Avoidance • Revenue Reallocation • Grants • Legislative Appropriation • “Growth” (Increase in Current Revenues) • Increased Taxes / Fees • New Taxes • Loans / Bond Issues • Excess Fund Balance

127



128

Animal Control

129

Animal Control

Additional Funding Request - $161,000 Reoccurring

Funding Options:

Avoidance



New Taxes

Self Performance

Committee to make future recommendations to the Board. 130

Animal Shelter


131

132

Fire Department

Fire Department

133

Current Issues:

Overtime – Minimum Staffing Pattern

Apparatus/Equipment Replacement

Personal Protective Equipment Replacement

Station Upgrades/Remodel

Fire Department

134

Funding Options:

Avoidance


Grants


New Taxes

Loans / Bond Issues

Excess Fund Balance

Fire Department


135

136

Health Care Responsibility Act (HCRA)

Health Care Responsibility Act

(HCRA)

137

154.301-154.331, Florida Statutes

Chapter 59H-1, Florida Administrative Code

Counties reimburse out-of-county participating hospitals for emergency services (inpatient and outpatient) provided to county indigents.

Each county has a maximum fiscal liability of $4 per capita. ($272,652)

138

Strategic Planning

Strategic Planning

139

Definition:

“Strategic planning is the identification of a desired long-range outcome and the development of a sequence of actions to achieve it, based on analysis

of the organization’s resources and its environment.” - Dr. Berwyne E. Jones

Strategic Planning

140

Mission

Vision

Critical Success Factors

Assessment of the Present

Strategic Objectives

Tactics

Action Plans

Strategic Planning

141

Mission – Answers the questions: what we provide, whom do we serve, and how do it?

Vision – Where do we want to be in the future?

Critical Success Factors – Keys to achieving set goals.

Assessment of the Present – How to we currently measure up to our Critical Success Factors?

Strategic Planning

142

Strategic Objectives – How do we bridge the gaps?

Tactics – What is the best methods to reach our goals?

Action Plans – Who is going to carry out our plan?

Staff is recommending contracting with a consultant that specializes in strategic planning for local governments.

Strategic Planning


143

144

Next Steps - Directions from Board

board of county commissioners · board of county commissioners . special meeting thursday, april...

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