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AGENDA

Board of County Commissioners

Special Meeting – November 12, 2020 – 9:00 a.m.

Ernie Lee Magaha Government Building – First Floor

Call to Order.

(PLEASE TURN YOUR CELL PHONE TO THE VIBRATE, SILENCE, OR OFF SETTING)

Was the Meeting Properly Advertised?

Are there any items to be added to the agenda?

Recommendation: That the Board adopt the Agenda as prepared (or duly amended).

Recommendation Concerning Approval and Appropriation of CARES Funding for OpenGov Budget Software - Amber M. McClure, Chief Budget Officer, Management and Budget Services

That the Board take the following action:

A. Approve the OpenGov Software Service Agreement for Budgeting & Planning and Reporting & Transparency platforms; and

B. Authorize the Chairman, County Administrator and/or Chief Budget Officer to prepare and sign all documents necessary to effectuate this action once legal has reviewed.

Recommendation Concerning Approval of Expenses Through the CARES Act Funding Program - Janice P. Gilley, County Administrator

State and Federal deadlines are quickly approaching:

Thursday, November 12 - Spending plan must be finalized and sent to FDEM to receive 100% of funds.
Monday, November 16 - 100% of Phase 1 and Phase 2 backup documents (Agreements, Invoices, Receipts, etc.) must be uploaded to the FL CARES portal, showing that all of Phase 1 and Phase 2 funds have been spent (Total of $25,778,383).
Thursday, December 3 - 100% of Phase 3 Requests for Reimbursements must be submitted into the FL CARES portal. These are not reimbursements, but encumbrances with the spending plan.
Wednesday, December 30 - The last day expenses can be incurred. Treasury has clarified that for a cost to be considered to have been incurred, performance or delivery MUST occur during the covered period. Final reporting due.

That the Board take the following action:

A. Eliminate the “FEMA Reimbursement” Category – FEMA approval has not been received in time to be able to utilize the 12.5% Local cost reimbursed by December 30 through CARES. The allocation of $60,389 will be reallocated to the “COVID Ops & Oversight” category;

B. Increase the funding for the “COVID Ops & Oversight” category to $400,000 as employees will be needed in an overtime capacity until the end of November to complete the Family Cares applications;

C. Finalize spending for the remaining $16,370,698.50 that has been set aside in the “Public Health and Safety” bucket under Fire, Correctional and Detention Officers Payroll; and

D. Discuss the considerations for new asks:

1. Medical Examiner Expenses for Escambia County:

COVID-19 Expenses $107,195.88
Medical Examiner Salaries $51,454.02

2. Clerk of Court Human Resource Information System (HRIS) - Implementation of a Human Resource Information System (HRIS) for the Clerk - $134,300

3. Escambia County Sheriff increase in inmate transportation services from $23 to $28 per hour starting July 1.

4. City of Pensacola - Coronavirus Aid, Relief and Economic Security Act CARE Act Ask:
i. Public Facilities - $2,600,000
ii. Employee Health and Safety - $2,100,000
iii. Public Health and Safety - $725,000
iv. Total ask - $5,425,000

City of Pensacola has been included in the following:
Rent and Mortgage CARES
Family CARES grant
Business CARES grant
Rapid Testing programs
Feeding the Gulf Coast and food distribution programs
Broadband Survey
City of Pensacola OT - $15,934.12
City of Pensacola August and September FEMA Expenses - $162,202.62
Visit Pensacola Advertising
City of Pensacola COVID-19 Paid Leave - $663,214.40

Recommendation Concerning the Employee Leave Incentive Program/Leave Buyback - Jana Still, Human Resources Department Director

That the Board take the following action concerning the Employee Leave Incentive Program:

A. Approve the employee buyback program for this fiscal year for eligible participating employees of the Board of County Commissioners and other elected officials; and

B. Waive the BCC Annual Leave Incentive Policy - Section II, C27 and the Human Resources Policy found in Section 9.3(d)-(e), which states that the amount of hours remaining after the sale of leave must be a minimum 240 hours and the maximum amount of hours sold back annually not exceed 40 hours, and allow eligible employees to sell back a maximum of 80 hours of qualifying leave with a minimum remaining balance of 100 hours of combined qualifying leave.

[Funding Source: Various Funds]

Recommendation Concerning Approval and Appropriation of CARES Funding for Kronos software to include HRIS, Benefits, Timekeeping, and Payroll systems - Jana Still, Human Resources Department Director

That the Board take the following action:

A. Approve the appropriation of CARES funding for Kronos for HRIS, Benefits, Timekeeping, and Payroll systems; and

B. Authorize the Chairman, County Administrator and/or Chief Budget Officer to prepare and sign all documents necessary to effectuate this action.

Adjourn.