OVERVIEW OF INTERNAL SERVICES The Team Behind the

OVERVIEW OF INTERNAL SERVICES “The Team Behind the Team”

County Organization

Internal Services Organization

Internal Services Branch Ø 225 budgeted positions (~10% of the organization) ØOur employees are spread out all over the County. ØBudget of $86, 793, 358 (~6. 5% of the overall budget) ØCustomers – Not all Internal Service departments serve these customer groups, but most do. • • • All County Departments Sheriff Property Appraiser Tax Collector Clerk of the Court Supervisor of Elections Health Department School Board Pasco’s Cities

Internal Services Branch Program Measures All departments/divisions in Internal Services are scored on the following questions (per customer survey): ØThe department/division provides quality service. ØThe department/division provides timely service. ØThe department/division provides excellent customer service. ØI am satisfied with the overall performance of the department/division. Goal: Branch-wide, the goal is to achieve a Customer Satisfaction score of at least a “B” in all departments and divisions with the longer term goal of achieving an “A” average. Ø 5. 0 – 4. 0 = A Ø 4. 0 – 3. 0 = B Ø 3. 0 – 2. 0 = C Ø 2. 0 – 1. 0 = D

Annual Internal Services Survey Results B ++

Contact Information Erik Breitenbach Internal Services Administration West Pasco Government Center 8731 Citizens Drive, Suite 340 New Port Richey, FL 34654 (727) 847 -8198 ebreitenbach@pascocountyfl. net

Facilities Management Department

Department Overview Ø 63 FT Team Members ØMain office in New Port Richey • Satellite offices in Land O’ Lakes and Dade City ØFY 17 O&M Budget of $12, 247, 899 + $2, 890, 409 Non-CIP Projects + CIP Projects Ø Customer Groups: • All Constitutional Offices (Courts, Public Defender, State Attorney, PCSO, Clerk and Comptroller, Tax Collector, Property Appraiser, Supervisor of Elections, and Department of Health) • All BCC Departments/Divisions 35, 000 30, 000 25, 000 20, 000 15, 000 10, 000 5, 000 0 Work Order Totals Number of Total Employees FY 07 18, 678 120 FY 08 18, 969 105 FY 09 21, 408 105 FY 10 26, 196 91 FY 11 28, 374 58 FY 12 25, 812 58 FY 13 26, 033 59. 5 FY 14 28, 375 59. 5 FY 15 31, 009 60. 5 FY 16 32, 818 61 FY 17 33, 324 63 140 120 100 80 60 40 20 0

Facilities Management Performance Measurements GOAL Customer Service Priority 1 (Emergency) Priority 2 (Urgent) Priority 3 (Routine) Energy - Cost per Sq. Ft. DEC - FY 17 JAN - FY 17 FEB - FY 17 YTD 4. 50 4. 68 4. 81 4. 84 4. 73 1 Day 0. 35 0. 27 0. 31 95% 98. 36% 98. 24% 98. 37% 97. 65% 5 Days 0. 61 0. 72 0. 86 0. 72 95% 98. 79% 99. 08% 98. 75% 98. 94% 15 Days 8. 34 9. 07 10. 29 11. 02 95% 94. 49% 91. 00% 88. 05% 87. 43% $2. 23 $2. 15 $1. 81 Pending $1. 95

Value of Facilities

Relative Value of County Facilities to 25 Homes

Facilities Management Lifecycle PLAN DECOMMISSION OPERATE/ MAINTAIN DESIGN BUILD

Plan

Design

Build

Operate/Maintain

2. 45 Operate/Maintain - Energy Management 2. 4 $169, 225 2. 3 2. 25 2. 2 2. 15 2. 1 2. 05 2011 2012 2013 2014 2015 2016 2017 Pasco County 2. 39 2. 35 2. 26 2. 23 2. 16 National Average 2. 44 2. 35 2. 28 2. 27 2. 29 2. 28

Decommission/Demolish/Surplus

Contact Information Andrew Baxter Facilities Management Department 7220 Osteen Road New Port Richey, FL 34653 (727) 834 -3292 ABaxter@pascocountyfl. net

Fiscal Services Department

Fiscal Services ØThe purpose of Fiscal Services is to consolidate fiscal activities needed by Internal Services Departments and in doing so, achieve greater efficiencies and effectiveness within those respective departments. ØSimilar Fiscal Services teams exist in each of the 5 branches. ØThe Internal Services Fiscal Team works to foster standardization of processes between the branches.

Fiscal Services Ø 10 Team Members ØLocated in New Port Richey at WPGC ØOperating Budget of ~ $561, 000 ØCustomer Groups (Departments): • Internal Services Branch Departments: Human Resources, Office of Management & Budget, Information Technology, Facilities Management, Fleet Maintenance, Purchasing, Central Stores, Internal Services Administration and Fiscal Services • Other County Departments/Divisions/Programs: Board of County Commissioners, County Administration, Public Information, Performance Development, Customer Service, Training, Economic Growth, Tourism, Strategic Policy, Government Affairs, Public Safety Administration, Misdemeanor Probation, Emergency Management, 911 Communications • Outside Agencies: Guardian ad Litem, Court Technology, Public Defender, State Attorney

Fiscal Services ØOn behalf of the customer groups mentioned in the previous slide, Fiscal Services prepares all purchasing requisitions and processes all invoices for payment received against these requisitions. ØActual payment is made by the Clerk’s & Comptroller’s Office as required by State Statute. ØPasco County shares fiscal duties and responsibilities between the Clerk & Comptroller’s Office and the Board of County Commissioners. ØThis is a requirement of FL Statutory County Governments and Pasco County is organized and operates according to State Law.

Performance Measures Ø Beginning in FY 17, Fiscal Services revised its Performance Indicators to address a broader range of measurement encompassing some of the dimensions used by the Sterling Quality Award and the Balanced Scorecard framework. Fiscal Services is focusing on the following five dimensions: customer, process, financial, learning and growth, and mission accomplishment (long term results). Performance Indicators FY 17 Target FY 17 Actuals Customer-centric rating by customers (scale of 1 -5) 4. 0 4. 57 Timeliness of requisition and invoice processed in hours 18 hrs. Accessibility of Fiscal staff via email and phone in hours 8 hrs. <8 hrs. Number of days to prepare general billing invoices upon request by customer 2 Days 1. 5 Days 85% 68% Employee trainings completed, % completed per FY 17 training schedule

Fleet Management Department

Department Overview Ø 42 Full Time employees ◦ 20 Automotive Mechanics ◦ 3 Lead Mechanics and 3 Shop Supervisors ◦ 5 employees for fuel Ø 3 maintenance garages ◦ Port Richey ◦ New Port Richey ◦ San Antonio Ø FY 17 Budget of $33 million

Fleet Management Budget Division: Budget: Administration $ 817, 675 Maintenance $ 4, 835, 352 Operations $10, 300, 000 (Equipment Replacement) Fuel $ 7, 042, 515 TOTAL BUDGET $22, 995, 542

Fleet Administration ØProvides clerical support for all Fleet Management functions. ØProvides support services to ensure accurate records and statistical information. ØCollects data/chart/graphs for performance measurements and statistical information. ØAssists department head in all aspects of Fleet Management. ØProcesses requisitions for new vehicles/equipment, maintenance, parts, repairs, blanket purchase orders and change orders annually.

Fleet Maintenance West Fleet (Light Maintenance) East Fleet Maintenance (Light & Heavy Service) West Fleet (Heavy Maintenance)

Fleet Maintenance Ø To ensure quality control at each maintenance facility. Ø Provides clerical support to Supervisory personnel as well as other departments with accident review information. Ø Monitors motor pool usage and preventative maintenance (PM) inspections. Ø Completes detailed annual Internal Audits. Ø Manages inventory for stock/non-stock parts. Ø Provides field servicing and fueling operations. Ø Keeps County fuel stations clean and operational. Ø Provides 24/7 emergency call out services.

Fleet Operations

Fleet Operations Ø Provides clerical support for updating and tracking vehicle and equipment specifications, purchases, expenditures, etc. Ø Facilitates replacement program. Ø Maintains billing database and vehicle files for County’s fleet. Ø Monitors car wash facility maintenance and repair. Ø Monitors down time and statuses of vehicles and equipment being repaired.

Cycle Time – Light Duty Work Completed in 24 hrs and 72 hrs 100% 90% 80% 70% 60% 50% 40% 24 Hr Goal = 50% 72 Hr Goal = 75% 30% 20% 10% 0% Oct Nov Dec Jan Feb 24 Hr % Mar 48 Hr % Apr 72 Hr % May Jun Jul Aug Sep

Fuel Acquisition and Distribution

Contact Information Brent Wahl Fleet Management Department 6911 Fox Hollow Drive Port Richey, FL 34668 (727) 861 -3089 BWahl@pascocountyfl. net

Human Resources Department

So What Does HR Do? ? ? ØHiring Process ØPay Plan ØEmployee Benefits ØEmployee Training & Development ØRisk Management/Worker’s Comp ØEmployee Relations

Hiring ØWe implement the Hiring Process for the Board of County Commissioners (BOCC) ØCurrently, that consists of just over 2, 300 employees ØThat’s more employees than… The 6 Pasco Walmart Super Centers Pall Aeropower Corp. St. Leo University …COMBINED!

Hiring ØWe have over 400 different job titles… …and about 57 different departments & divisions!

Hiring ØIn FY 2016 we processed over 24, 456 job applications! Ø Ø That’s about twice as many people that go to a Bucs home game! Also in FY 2016, we hired 345 employees

Pay Plan ØWe strive to have a fair and equitable pay structure that attracts and retains the brightest and the best Ø That takes a lot of research and studying of wages and earnings throughout the region and across many, many career fields.

Employee Benefits ØOnce we get a hold of the best, we want to keep them. ØWe manage the benefits package for our employees, including items such as: • Medical/Life Insurance • Leave • Retirement • Tuition Reimbursement • Employee Wellness • Etc.

Medical Insurance ØIncluding the participating Constitutional Offices, the Human Resources Office handles the Medical Insurance coverage for over 2, 400 employees and 1, 000 dependents and operates 2 Wellness Centers (one in NPR & one in Dade City) Ø To that end, our office also created & manages our Employee Wellness Program, which won the American Heart Association “Fit-Friendly Worksite” Award three years in a row (2014, 2015, & 2016)!

Training & Development ØWe work in conjunction with the Performance Management Department on employee Training & Development. ØLast year over 3, 400 participants were trained in a variety of topics:

Risk Management ØWe handle an assortment of liability claims…things like: ◦ ◦ Vehicular accidents Pothole claims Recovery/subrogation Other liability claims Ø In FY 2016 our office handled over 350 claims in a variety of different areas.

Workers’ Compensation ØHuman Resources handles the Worker’s Compensation coverage and claims for over 4, 000 employees, including the employees of all of the Constitutional Officers. (IE. Sheriff, Tax Collector, Property Appraiser, Clerk Of the Circuit Court, Supervisor of Elections)

Employee Relations ØFinally, we handle an assortment of daily “employee relations” ØThese include: ◦ Developing HR Policy & Procedure ◦ Collective Bargaining ◦ And everyone’s least favorites…suspensions and terminations

Human Resources Office ØWe do all of this, day-in & day-out, with just 15 dedicated staff members… …who are committed to providing excellent service to our employees & our citizens and to the continual improvement of our organization & Pasco County.

VIP Program (Shameless Plug) ØInterested in volunteering for Pasco County? …we just made it a whole lot easier!!!

Contact Information Barbara Hitzemann Human Resources Department 8731 Citizens Drive, Suite 330 New Port Richey, FL 34654 (727) 847 -8103 bhitzemann@pascocountyfl. net

Information Technology Department

Pasco County Information Technology ØDepartmental Mission: To provide premier technology solutions that elevates customer satisfaction, helps customers exceed their business goals, and improves the efficiency of County operations. ØSupport the business transformations resulting from social media, Internet of Things (Io. T), cloud applications, and mobility. ØKeep improving the how government serves and interacts with the needs and expectations of the public; i. e. , engage with citizens easier — think “Government at your fingertips. ”

Information Technology (IT) Ø 77 Employees (6 GIS, 5 CJIS, 3 911 Tech. Support, 3 Radio Shop) Ø 2017 Operating Budget of $7. 9 million • Maintenance of Equipment and Applications • Personnel • Less Capital Projects • Approx. 1. 5% of the County’s overall operating budget ØMaintain approx. 230 Servers, 2, 100 PC’s, thin clients and laptops, 3, 200 phones, 1, 200 radios, and 160 Business Applications across 128 Networked locations. ØGIS creates and maintains all the addresses in the County as well as all core spatial map layers for County departments.

Information Technology (IT) ØThe Help Desk processes approx. 150 Help Desk tickets a week or 7, 800 Tickets per year, not including project work. ØIT Customers include: • All County departments, including Libraries • All the Constitutional Offices for voice/communications and network needs: Clerk & Comptroller Supervisor of Elections Tax Collector Property Appraiser Pasco County Sheriff’s Office • Cities (Radio/Communications): Port Richey, New Port Richey, Dade City, Zephyrhills

Information Technology (IT)

IT Programs Ø Business Applications Development, Maintenance, and Consulting (Applications that support County Departments) ØNetworking Services, Operations and Maintenance (Voice and Data Networks) ØComputing Services, Operations and Maintenance (Dade City and NPR Data Center Equipment and Help Desk) ØGIS Development, Operations and Maintenance (Develop and maintain enterprise database of spatial features. Also includes addressing and mapping) • Addressing authority on behalf of the County ØPublic Safety Communications/Radio Services

How do we measure up? ØTop Projects ØOverall Customer Satisfaction Rating X 90% / 92. 5% ØTransactional Customer Satisfaction to Date 99% / 94% (96/95 to date) ØSLA Service Requests Completion % 97% / 99. 1% ØSLA Incidents Completion % 97% / 96. 4% FY 16 Goal / FY 16 Actual

IT Projects Ø Accela • Automated Land Management System • Permitting, License Contracting, Building Inspections Ø New Financial System (Munis) • Referred to as an Enterprise Resource Program (ERP) • Dual Agency, Consolidates Three Separate Systems Ø New Public Safety Radio System • Sheriff’s Office, Fire/Rescue, Cities, 10 Tower/Site System Ø New Initiatives to serve citizens better: • My. Pasco Mobile Application • New Website Upgrades Planned • Citizen Technology Advisory Group Planned • New GIS Webpage Planned http: //pascocounty. maps. arcgis. com/apps/webappviewer/index. html? id=6978 f 80 e 0 afa 41 cea 3 f 5 ec 71333 d 1 c 40

Contact Information Todd Bayley Information Technology Department West Pasco Govt. Complex, Bldg. A 8744 Government Drive New Port Richey, FL 34654 (727) 847 -8935 tbayley@pascocountyfl. net

Purchasing Department

Purchasing Department Organization What is Purchasing? • Manage the process for the procurement of materials, supplies, equipment, and certain contractual services needed by County departments to serve the citizens. Why is Purchasing important? • Ensure County departments are good stewards of tax-payer funds. • Promotes fair and open competition.

Purchasing Department Organization Values of Purchasing • Accountability • Ethics • Impartiality • Professionalism • Service • Transparency

Purchasing Department Organization Overview Ø Purchasing is comprised of the Purchasing Department and the Central Stores Section Ø Purchasing staff of 10 with a budget of $575, 373 Ø Central Stores staff of 7 with a budget of $327, 561

Competition Requirements Ø $0 - $5, 000 - Quote not required, but recommended Ø $5, 000. 01 - $49, 999. 99 - 3 written quotes Ø $50, 000 and greater - Formal, competitive sealed solicitation

Purchasing Department Purchase Card Program (P-cards) Ø Purchasing administers the County’s P-card program. Ø The County uses purchase cards as an alternative form of Ø Ø payment for purchases of goods under $5, 000. P-cards are a convenient and efficient alternative to purchase orders and allow the County to earn a rebate off of purchases made. Currently 409 purchasing cards issued Countywide. Total FY 16 purchase card spend was $6, 306, 119. 06 - INCREASE of approximately $910, 879. 64 from last FY. Rebate for FY 16 - $89, 323. 66

Purchasing Department Organization 2016 Volume and Spend Analysis by Threshold Amount 0 -$2, 500. 00 $2, 500. 01 -$15, 000. 00 $15, 000. 01 -$25, 000. 00 $25, 000. 01 -$50, 000. 00 $50, 000. 01 -$75, 000. 00 $75, 000. 01 -$100, 000. 00 $100, 000. 01 + Total # of Pos by Threshold Amt % of Total Pos Cut 752 29. 48% 941 36. 90% 250 9. 80% 231 9. 06% 97 3. 80% 61 2. 39% 219 8. 57% 2551 100. 00% Spending Amt $ 808, 990. 83 $ 6, 856, 563. 29 $ 4, 981, 490. 84 $ 8, 542, 015. 55 $ 6, 154, 885. 21 $ 5, 436, 086. 49 $ 137, 911, 763. 33 $ 170, 691, 795. 54 % of Total Spend Amount 1% 4% 3% 5% 4% 3% 80% 100%

Purchasing Department Organization

How To Do Business with Pasco County Florida Bid System (www. floridabidsystem. com) Ø Currently used by 23 government agencies throughout Florida. Ø Registration Options

Central Stores Maintains an inventory of common use items, manages disposition of surplus property, provides delivery / courier services, and operates the mail room. Ø 104 Items Maintained in Inventory Ø Value of Surplus Items Auctioned in FY 2016 $15, 026. 16 Ø 65, 720 Miles Traveled by Couriers Annually Ø 185, 913 Outgoing Mail Items Processed – DECREASE of approximately 36, 700 pieces from last fiscal year

Contact Information Tara Bohnsack Purchasing Department West Pasco Govt. Complex 8919 Government Drive New Port Richey, FL 34654 (727) 847 -8194 tbohnsack@pascocountyfl. net