The Lake County Board of County Commissioners met in special session on Tuesday, March 14, 1995, at 9:00 a.m., in the Board Meeting Room, First Union Bank, Tavares, Florida. Commissioners present at the meeting were: Rhonda H. Gerber, Chairman; William "Bill" H. Good, Vice Chairman; Welton G. Cadwell; Catherine C. Hanson; and G. Richard Swartz, Jr. Staff members present were: Barbara Lehman, Chief Deputy Clerk, Finance, Audit & Budget Department; Sarah LaMarche, Director of Budget; Rolon W. Reed, Interim County Attorney; Bruce Duncan, Assistant County Attorney; Sue Whittle, Interim County Manager; Jim Stivender, Director of Public Services; Russ Giesey, Lake County Extension Director; Dave Warren, Director of Tourist Development; Fletcher Smith, Director of Community Services; Craig Haun, Director of Fire and Emergency Services; David Crowe, Interim Director of Solid Waste Management Services; Joe Grawet, Personnel Manager; Bruce Thorburn, Information Services Director; Wayne Hamilton, Risk Manager; Mike Anderson, Director of Facilities and Capital Improvements; Kelly Adams, Purchasing Manager; Paul Bergmann, Senior Director, Planning and Development Services; Lois Martin, Director of Human Resources; Alvin Jackson, Economic Development Coordinator; Toni M. Riggs, Deputy Clerk. Others present were: Donna Richey; Jean Kaminski, President, Homebuilders Association; Ed Havill, Property Appraiser; Henry Stephens (Daily Commercial); Jerry Falstrom (Orlando Sentinel).
Commr. Gerber directed the Board's attention to the agenda and noted that item IV. Quasi-Judicial Procedures would be rescheduled to March 30, 1995, the date tentatively set for the continuation of the Board Retreat.
Commr. Gerber opened the meeting and requested that a moment of silent prayer be given in remembrance of Mr. Charles Beals.
VISION AND MISSION STATEMENT
Commr. Gerber referred to the Vision and Mission Statement established by the Board on June 21, 1994. It was noted that there were no changes to be made to the language.
1994 TENTATIVE PRIORITIES
1. Economic Development
An update was provided for each item listed under this section, with no significant notations being made.
2. Streamlining Government
Discussion occurred regarding 2. Streamlining Government, Management Style. Ms. Lois Martin noted that the section entitled "Evaluation: Employees would be rated by supervisor; Supervisor would be rated by employees", was not formerly implemented although it was attempted in several of the departments. She explained that the process was not constructive, because it was done anonymously and passed to the Supervisor, and there was no way to communicate back to the employees.
Commr. Gerber addressed Management Style, and explained that the Personnel Committee was working on the reward program, and the Employee of the Month had been changed to Employee of the Quarter, in order to give a bigger reward.
Discussion occurred regarding ways to get more employee participation, with Ms. Martin noting that there are Employee Advisory Committee meetings, Quarterly meetings, and Personnel Committee meetings. She also noted that, at the new employee orientation, the individual was told about all of the programs, in order to promote interest.
After further discussion of ways to get more employee participation, especially in the reward program, it was suggested that the Personnel Committee look at having either major departments, or groupings of some smaller departments, select an employee of the month, or employee of the quarter, with some type of recognition being given, as one alternative.
3. Environmental Protection
Discussion occurred regarding b. Collaborative efforts to clean up our lakes and rivers. Commr. Hanson noted that there had been one clean up last year, which the Extension Service put together, and that there would likely be more of a clean up of physical debris rather than the quality of the water.
Commr. Gerber informed the Board that she had received a letter from the Natural Resources Advisory Committee (NRAC) about putting together a Task Force to re-examine the opening of the Environmental Educational Center, which was in the City of Eustis.
4. Crime/Juvenile Delinquency
An update was provided for each item listed under this section, with no significant notations being made.
An update was provided for each item listed under this section, with no significant notations being made.
6. Comp Plan/LDRs
Commr. Gerber had requested, from the department heads, the projects they were currently working on; to stress the importance of those projects; to note the programs that the County was currently involved in; and to determine what their priorities in their departments were in those programs.
Mr. Russ Giesy, Director, presented a brief overview of programs that his teaching staff had developed with their respective advisory committees to address the changing needs of the citizens of Lake County. He noted that the list would be developed into a four year plan of work document that would be provided to the University of Florida before June 1, 1995. Each program discussed consisted of the following information:
2. Situation/Program Rationale
3. Possible Objectives (intent of program, expected
clientele outcomes, indicators)
4. General ideas for a plan of action
5. General ideas for evaluating the program
Discussion occurred regarding the programs headed by Mr. Charles Fedunak, which involved horticulture activities, the need for funding of his programs, and the cutbacks being made in the State funding for the programs.
Mr. Giesey explained that the State government was looking at efficiency improvement measures. The Ways and Means Committee had determined that its projections for the next budget year were satisfactory, and that there would be no surprises coming from Washington. They are, however, anticipating that Washington may decide to determine that some of its programs should be funded at the State level rather than at the National level. If this should happen this summer in Washington, the State needed to be prepared. The Ways and Means Committee had asked all State agencies to prepare a budget as normal, and a budget with a 25% decrease. He stated that the President of the University of Florida prepared three scenarios by which the 25% cut in the University of Florida's budget could occur. One of the scenarios included the reduction in the College of Agriculture from its teaching, research, and extension responsibilities, to teaching only. All research and all extension activity statewide would be deleted under that scenario. Mr. Giesey addressed the Learning Center and explained that the figures have not been completed for the Board to review. He also discussed the current situation of the Agriculture Center property, in terms of the retention area, and the expansion of the facilities at the Ag Center to include the USDA agencies, which have to be relocated, with the plan being implemented by October 1, 1996.
Discussion occurred regarding the program dealing with retail garden center employees and advising customers accurately about horticulture subjects. Some of the Board members felt that the County should not be educating peoples employees. Mr. Giesey noted that this particular new program had not been implemented.
Discussion continued regarding the other programs of the Ag Center. Commr. Good questioned whether the Board was going to consider sustainable agriculture, or sustaining agriculture, and what type would be sustained, and discussed what the definition of agriculture should be.
Mr. Giesey informed the Board that an Advisory Committee had already been formed and had its first meeting. The members are representatives of all of the major agricultural industries in the County.
Discussion continued regarding the agriculture in Lake County, and the market determining what types of agriculture there would be in Lake County.
Commr. Swartz explained that it would be helpful for the Board, through the budget process, if the Board was supplied with a budget that would involve anticipated cutbacks in research and teaching and a program that could be put together for Lake County, and a second budget that would look at some reduction in funding, but not the complete pull out of the University of Florida, and a prioritization of programs for those limited resources.
RECESS & REASSEMBLY
At 10:30 a.m., the Chairman announced that the Board would recess for five minutes.
Mr. Fletcher Smith, Director, Community Services, referred to the Division of Administrative Summary for his department, which included the following information: Department of Administrative Service and Program Description; Aministrative Personnel; Budget for Administration & AmeriCorps; Revenue; Workload; and Projects.
Mr. Smith presented an update in summary form on the Children's Services/Citizens' Commission for Children; Human Services and its programs; Division of Library Services; Division of Probation & Court Services; Veterans' Service Office; and the Volunteer Program headed by Mr. Haig S. Medzarentz, Coordinator.
Mr. Smith highlighted issues including the need to pursue more grants for the programs, and the need for a grant writer; We Care's request for the same amount of money for the upcoming year; and projects "On the Back Burner".
FACILITIES AND CAPITAL IMPROVEMENTS
Mr. Mike Anderson, Director, discussed his list of priorities and concerns, as submitted to the Board, and the estimated costs and time frame for each activity. The list consisted of Highest Priority; To Be Prioritized; and Long Term Consideration.
An indepth explanation was given by Mr. Anderson on the following items listed under Highest Priority:
1. Completion of the renovation projects
2. Implementation of ADA renovations for the rest of the
3. Completion of Animal Shelter
4. Inclusion of Capital Improvements as an element of the
5. Renovation/Expansion of Public Service building
Discussion occurred regarding parking for the public and employees, with Mr. Anderson stating that, if a parking management plan was put into place, the County could utilize all of the available parking spaces. He also discussed the arrangement that could be made with the City of Tavares regarding the County's deficit of 34 parking spaces.
Commr. Swartz stated that the County needed to move forward with a short term management plan today, even during the renovation, because he could not see waiting until the end of 1996 when the renovation comes to a close. After further discussion of the issue, Commr. Swartz encouraged Mr. Anderson to work on this issue and bring back a plan to utilize what the County currently has available for parking, in the best way possible, and to bring this to the Board as soon as possible.
Discussion occurred regarding the County Morgue. The estimated amount of the renovation of the building was $750,000. It was noted that the whole building was not designed for a morgue, but was also an emergency garage. The estimated cost to build a new building was $800,000. It was noted that, after further discussion, staff needed to explore negotiating with Marion County on the use of the morgue and planning this in the 1995/96 budget. Mr. Anderson noted that he had provided Marion County with an estimate of the building costs, not including land, and he was waiting to hear from the County.
Discussion continued with the other items listed under the heading To Be Prioritized, as well as the items under Long Term Considerations.
Commr. Swartz stated that there were some items that needed indepth research as to what absolutely needed to be done, and the funding source. He could not understand the rationale of building a Juvenile Detention Center when Prelude was unused. Commr. Swartz further stated that Pod E needed to be removed from the list, in order to be considered as a work camp. He felt that it would be some time before the County needed to go to additional facilities, unless the County found that it would be cheaper to build a work camp than open a new Pod, from a manpower standpoint. After further discussion, Commr. Swartz suggested that Sheriff George Knupp evaluate what the costs would be to go in and open Prelude, or the other Pod, in terms of manpower, as opposed to even going to a work camp.
Mr. Anderson continued to discuss the items listed under Long Term Considerations and completed his presentation.
RECESS & REASSEMBLY
At 12:15 p.m., the Chairman announced that the Board would recess for lunch and reconvene at 1 p.m.
Mr. Dave Warren, Coordinator, made a brief presentation about the Office of Tourism. The information included the number of volunteers staffed at the Welcome Center, the number of visitors coming to the Welcome Center, and the different features offered at the Welcome Center. Mr. Warren reviewed the Goals and Objectives established for the Office of Tourism noting the two most important items, which included establishing a use of the 285 acres at the intersection of US Highway 27 and S.R. 19, and the taking over of the collection of the Tourist Development/Resort Tax.
FIRE AND EMERGENCY SERVICES
Mr. Craig Haun, Senior Director, presented an overview of his department, which included information and statistics about the Administration, North Lake Ambulance, Emergency Management, Animal Control, and Fire/Rescue. Chief Haun updated the Board on all projects, and the goals and objectives of each.
Chief Haun discussed the Animal Control Division and explained that there would be no money in the current budget in the Trust Fund to offset the costs for sterilization.
Discussion occurred regarding the projects listed under Fire/Rescue including the revision of the fire assessment methodology. Chief Haun explained that the Fire and Emergency Services Advisory Board would be making a recommendation to pursue the methodology. He then discussed the recruitment of volunteers and noted that the paid stations are the most successful volunteer stations. He presented an explanation on the resolution that would authorize the County to charge fees for review of emergency plans submitted by residential health care facilities.
Ms. Lois Martin, Director, updated the Board on the implementation of the pay and classification study, which was approved by the Board. She would be recommending that the Board consider continuing with David M. Griffith & Associates for the maintenance of the classification plan, which included doing the Archer Factor Ranking System utilizing the comprehensive position questionnaire. This would cost approximately $115 per position to continue the maintenance. She would also be recommending that a Quality of Work Life Survey be done, with no cost to the Board. Ms. Martin explained that she would be completing the writing of the Personnel Policies and Procedures. She referred to the Page B-2, Functional Organizational Chart, which explained the various operational parts of Personnel, and included a list of committees.
Mr. Joe Grawet addressed the Goals and Objectives for Personnel on Page B-4, which included the Drug Free Workplace program and training programs using available institutions. He encouraged County funding for training in the individual departments.
Mr. Wayne Hamilton addressed the programs for the Risk Management Division, which were listed on Page C-25. He explained the major program, Group Benefits, which included the BCC, Property Appraiser, Supervisor of Elections, and Water Authority. Mr. Hamilton explained that an update was being received monthly from Humana, which included the additional providers that are being recruited into the program. Mr. Hamilton discussed the Property and Casualty program and stated that the primary goal of Risk Management was to provide a safe workplace for every employee, to comply with the State laws and Federal laws that have been mandated. An emphasis had been made to prevent claims, and Mr. Hamilton noted that a Safe Work Place law was enacted in January, 1995. He stated that this was an unfunded program, and requested that the Board give serious consideration to a full time Safety Officer, and a budget to support the position.
Discussion occurred regarding the issue of direct deposit. Ms. Barbara Lehman, Director of Finance, Audit & Budget, and Ms. Sarah LaMarche, Director of Budget, explained the process that would be used to implement the system and updated the Board on the time factor that must be considered for testing, as well as the need for additional computer equipment.
Mr. Bruce Thorburn, Director, explained the responsibilities of the Office of Information Services, which included the E9-1-1 system maintenance and administration, Computer Maintenance, Other Information Services, and Telecommunications. He then discussed the Fiscal Year 1994/95 Major Projects and answered questions of the Board.
Mr. Thorburn explained that the Ag Center talked with their group from the University of Florida on their networking needs, both in-house for rewiring and in-house needs, as well as connectivity to the County agencies for the free flow information both ways, and a cost plan and an analysis would be forthcoming. He noted that the plan in process was for the existing facility. In the event the facility moves, he would be processing a whole new plan for the new build, which would be a part of the installation.
Mr. Thorburn included in his material a list of policies to be considered by the Board, which included Extended Office Hours, Telecommunications and Computer Maintenance Chargebacks, Public Information Officer, Flex Time, Elimination of the Replacement Fund for computers/printers, IVR (Integrated Voice Response), Voice Mail, E-mail System, Stationery, and Employee Bulletin Board.
Discussion occurred regarding SunCom and long distance services, with Commr. Swartz requesting that Finance, and the County Manager, look at this issue, both from a budgetary standpoint and operational standpoint and bring recommendations back to the Board. He encouraged staff to look at the Policy Considerations being presented, including Flex Time and Extended Office Hours.
PLANNING AND DEVELOPMENT
Mr. Paul Bergmann, Senior Director, reviewed the Goals listed under his Departmental Overview, as follows:
Goal #1 - Bring Lake County Land Development Regulations (LDRs) into compliance with the Department of Community Affairs (DCA) comments.
Goal #2 - Carry out countywide rezoning of over 780 parcels to bring these properties into compliance with the Comprehensive Plan.
Goal #3 - Carry out several small area and sector studies in areas of high growth potential.
Goal #4 - Develop a true one-stop permitting process during fiscal year 1996.
Goal #5 - Revise the LDRs to make them simpler and user friendly.
Goal #6 - A more long term goal is to work for the creation of the Lake County Metropolitan Planning Organization (MPO) during the next several years.
Mr. Bergman presented the Board with a Memorandum dated March 13, 1995, from Mr. Mark A. Knight, Chief Planner; Division Detail for Development Regulation; Division Detail for Environmental Management; a Memorandum dated March 8, 1995 from Mr. Jack Bragg, Building Official; and information from the Engineering Division, Programs/Services.
Discussion occurred regarding the areawide rezoning of approximately 780 parcels. Commr. Swartz felt that the County was not in position to be able to rezone all of those parcels, because of the position the County was in with the Comprehensive Plan.
Commr. Hanson stated that the Comprehensive Plan already indicates what type of zoning should be in certain areas. She felt it was an injustice to the people of Lake County to not at least inform them that they have the potential of not continuing to have the zoning that they assume they have at this time. Commr. Hanson stated that at least a public notification to each property owner on the tax roll should be made.
After further discussion, Mr. Bergmann suggested that a workshop be scheduled several times to discuss the direction the Board wanted to take on this issue, with staff identifying those parcels, and recommendations being brought back by Ms. Whittle, Interim County Manager.
Discussion continued regarding the list of goals, which included the development of a fence ordinance, and a sign ordinance.
Commr. Swartz stated that the Board needed to decide whether it wanted to continue with the proliferation of the signage that currently exists in the County, or whether or not it wanted to see into the future, signage that looks better, and was more conducive. He stated that he would support having a Sign Ordinance Committee again. He wanted to see a sign ordinance that was aggressive, one that plans and provides for a phase out of signs that are not conforming, over a period of whatever the courts say, so that Lake County would have attractive, easy to read signage. He also felt that a fence ordinance was needed that recognizes that there are two different types of land use, urbanized areas and rural areas.
Discussion occurred regarding the creation of a unified zoning map, with Commr. Swartz suggesting that the County put its resources for planning into the Geographical Information System (GIS).
Mr. Bergmann presented an overview of the Environmental Management handout, and the information provided in regards to the Work Load Projections. The programs consisted of Environmental Programs, Technical Support Operations Program, Enforcement Program, Pollutant Storage Tanks Program, Water Resources Program, and Special Projects Programs.
Discussion occurred regarding the information in the handout material from the Building Department. Mr. Bergmann addressed the South Lake Annex, and the need for additional staffing, because of other types of services that are being handled by staff in this area of the County.
Mr. Bergmann referred to the project list for the Building Services Division and presented a diagram of the One Stop Permitting process that was being developed by staff.
Mr. Bergmann noted that Code Compliance Section was completing the review of applicants and in the process of interviewing and selecting a person for the new Code Compliance Chief position.
Mr. Bergmann informed the Board that staff would be making a proposal to increase some of the fees for the Planning and Development Division. He also informed the Board that the Citizens' Review Committee was scheduled to meet on March 22, 1995, at 3 p.m. It would be the first organizational meeting.
Commr. Hanson addressed a potential problem in Lake County with not allowing agriculture, particularly more passive types of agriculture, in more intensively zoned pieces of property, particularly pine trees in light manufacturing, if the landowner himself did not request the zoning, and it was done administratively. She directed Mr. Reed to get with Mr. Bergmann to address this issue.
Commr. Gerber addressed the issue of Code Enforcement and implied that she would be in favor of a harsher policy for the repetitive offender.
Commr. Swartz addressed the prolonged code investigations that have staff going back to the problem repeatedly and stated that he would like this issue reviewed. He felt that the individuals appointed to the Code Enforcement Board needed to work with staff on identifying the repeated problems.
Commr. Hanson discussed setting a policy regarding where the Board members would hold their meetings. Last year an issue was made about the Board meeting in private buildings, and that the metings needed to be held in a government owned building. She stated that a policy needed to be prepared to address this issue.
Commr. Gerber noted that the continuation of the Retreat meeting would be held March 30, 1995 at 9 a.m..
Commr. Cadwell requested that all staff members making presentations be present, not only for their own presentation, but for all other presentations being made by staff.
It was noted that Ms. Whittle would bring back recommendations regarding the policy for the meetings.
Commr. Good extended his personal thank you to all of staff who has been touring him through all of the operations of the County.
Ms. LaMarche explained that there was a deadline of April 7, 1995 for all of the departments to have their 1996 budget input, and requested that, if the Board had any direction to be given to the departments, it either be given now, or as soon as possible.
Ms. Adams had questions concerning computer maintenance and replacement costs for computers.
Ms. Whittle explained that, at this point in time, she did not feel the Board was in a position to set its priorities, because it had not finished its review of the programs, and directed Ms. Adams to continue to follow the direction given by the Budget, Audit and Finance Department.
There being no further business to be brought to the attention of the Board, the meeting adjourned at 4:15 p.m.
RHONDA H. GERBER, CHAIRMAN
JAMES C. WATKINS, CLERK