The Lake County Board of County Commissioners met in special session on Thursday, July 13, 1995, at 9:00 a.m., in the Board Meeting Room, Administration Building, 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; Tracy Zeller, Senior Budget Analyst; Kevin McDonald, Senior Budget Analyst; Julia Wilson, Budget Assistant; Sue Whittle, Interim County Manager; Ava Kronz, BCC Office Manager; Mary Shell, Executive Assistant to the BCC Office Manager; and Toni M. Riggs, Deputy Clerk.
SUPERVISOR OF ELECTIONS
Ms. Emogene Stegall, Supervisor of Elections, addressed the Board to discuss her proposed budget. It was noted that the proposed budget for the Fiscal Year 1995/96 was $405,576, a 2.86% increase over the 1994/95 amended budget. The enhanced budget included $39,550 in Capital Outlay for a reader/scanner for the 1996 elections, if funds were available. The Elections budget for 1996 was $212,069 for the elections to be held in 1996. Ms. Stegall reviewed the Program Detail sheet for the Election Registrations Program, and the Elections Program.
The following was discussed by the Board, and the staff was directed as follows:
$39,550 - the reader/scanner
Staff to place on the list of items for budget consideration.
PLANNING AND DEVELOPMENT SERVICES
It was noted that the following staff members were present for the presentation of the proposed budget: Mr. Paul Bergmann, Senior Director; Greg Stubbs, Director of Development Regulation Services; Jim Barber, Director of Environmental Management; Mark Knight, Chief Planner; Jack Bragg, Building Official; Tom Leathers, Chief Code Compliance Officer; Melanie Hicks, Community Development Coordinator; and Debbie Miller, Executive Secretary.
Mr. Paul Bergmann stated that the enhancements in the budget were shown in the housing grant program; a one time FEMA mapping match; a break even trade for a consolidated residential site preparation (CRSP) program; and improved services at the South Lake County offices. He stated that the changes combined with the proposed fee changes for the Development and Regulation Services, Code Compliance and Building Services Divisions actually results in a General Fund dollar reduction of 28%-30% over Fiscal Year 1995. Mr. Bergmann explained that the grants enhancement was in the Planning Services area with an additional $50,000 grant for Affordable Housing, with a request being made for two additional staff members. The Division was also requesting a one time allocation of $35,000 to match the Water Authority $35,000 and monies from FEMA to do the Flood Plain Mapping update. The prior year small area study funds request has been reduced by $40,000 to counter balance this enhancement.
Mr. Bergmann presented a overview of the CRSP program and answered questions of the Board concerning the proposed $75 fee to perform all of the necessary field checks. Mr. Bergmann explained that the CRSP program, which would be supported by fees, would reduce the General Fund dollar dependance by nearly $90,000.
Mr. Bergmann discussed the major adjustments to increase the service to the south County office. To accomplish the added service, and to reduce Development Regulation Services Division dependance on General Fund dollars, as well as making the Building Services Division self supporting, various fee adjustments were being proposed. With the proposed fee adjustments, Development and Regulations Services would be reduced from $300,000 in the General Fund to less than $100,000-$200,000. The Building Services Division would cover expenses/administration fees and overhead by approximately $140,000 more than from the year before.
Director's Office
Mr. Bergmann addressed the information provided on the Program Detail sheet for the Director's Office, and he noted that there had been no changes made to the budget proposal.
It was noted that the recommended Personal Services included an increase of approximately 5% for the implementation of the compensation plan, and the overall recommended budget for 1996 represented a 1/2% decrease over the prior year.
East Central Florida Regional Planning Council
It was noted by staff that the funding requirement for the East Central Florida Regional Planning Council for 1996 was $.21 per capita or $35,945. The 1995 amended budget was $28,418. There were no changes made to the proposed budget.
Code Compliance
Mr. Tom Leathers discussed Page 10, the Code Compliance Program, and the amount of $80,000 being proposed for Conditional Use Permit (CUP) inspections/revocations. He explained the program that would be designed for the CUP inspections.
Mr. Greg Stubbs discussed the process to be taken by staff in reviewing the CUPs, and the six month grace period that was being allowed for individuals to contact staff. He then discussed the letter that would be sent to notify those individuals of the CUP inspection program.
Commr. Swartz discussed the letter that would be sent to the individuals with CUPs regarding the inspections and directed staff to make sure that the Board had the opportunity to see the letter that would be giving the individuals options to the CUP inspection. He suggested that, on the first visit, under the new policy, staff should schedule an appointment and make it clear that the next visit would be unannounced. He requested that staff review these suggestions and bring back to the Board something that could be adopted in the form of a policy. In regards to the $80,000 figure, Commr. Swartz felt that staff needed to develop a more realistic figure, because part of the presentation was showing a reduced draw from the General Fund, and if these revenues do not come in, they would affect revenues that were being relied on to reduce the draw from the General Fund.
Discussion occurred regarding the set fee of $100 that had been proposed for the CUP inspections. Direction was given to staff to come back, based on the comments presented by the Board, with a detailed letter, a policy, and proposed fees rates for different types of CUP inspections, so that a modification could be made to the line item for CUP Inspections/Revocations.
The following items were discussed by the Board, and the staff was directed as follows:
$6,000 - two 486 computers -
Staff was directed to place on the list of items to be reconsidered by the Board.
4x2 Pickup truck - replacement -
Staff would update Board on the assignment of vehicles.
Transportation Disadvantaged/Affordable Housing/CDBG
Mr. Mark Knight was present to discuss the Program Detail sheet regarding Transportation Disadvantaged, Affordable Housing and the Community Development Block Grant (CDBG).
It was noted that revenues of $118,000 from the Transportation Disadvantaged program and Affordable Housing were about $50,000 higher than last year.
The recommended budget for the CDBG for 1996 indicated a 28% decrease in funding from the 1995 amended budget in accordance with the terms of the grant agreement.
Planning Services
It was noted that staff was present to discuss the Program Detail sheets for Planning and Development Services. The following items were discussed by the Board, and the staff was directed as follows:
$35,000 - Transfer Out - County Transportation Trust Fund -
The Board directed that the $35,000 come from the Public Services' budget from County Transportation Trust Funds (CTT), and there not be a transfer from Planning Services.
$31,211 - Reynolds, Smith & Hill - paid from the General Fund - Staff directed to reimburse from the Impact Fee Fund.
$52,000 - Contractual Services relating to the Water Authority - Geographic Information Services (GIS) -
Planning staff to arrange for a Board workshop with the Water Authority to discuss the coordination of the GIS. The amount would be left in the proposed budget, but it would be flagged for consideration relative to these needs.
$3,000 - Expert Witness Fee -
Staff directed to place on list of items to reconsider and determine whether it should be included under the County Attorney's budget.
$12,000 - Three computers -
Budget Department directed to provide a list of all computers that were being added and deleted from each department, so that an overall review could be made of the system.
RECESS & REASSEMBLY
At 10:30 a.m., the Chairman announced that the Board would recess for ten minutes.
Environmental Management
Mr. Jim Barker was present to discuss the newly proposed CRSP program, which would combine five different inspections into one site inspection for a proposed fee of $75.
Discussion occurred regarding the Capital Outlay - Detail, on Page 18, for Environmental Management, which indicated an enhanced budget in the amount of $94,692.
Ms. Sue Whittle explained that this budget was difficult to put together, because of the new program and some of the items being dependent upon the new program. She stated that all of the Capital Outlay items were not connected with the request for two new people.
Mr. Barker explained that two computers, two pickups and two of the three radios were connected to the two new people.
Ms. Jean Kaminski informed the Board that she has spoken with several of the Citizen Review Committee members about the newly proposed fees. She stated that they have expressed a concern with the fees being raised, changing methodologies, creating new positions and new programs, when concurrent with that, the Board has a Citizen Review Committee that was looking towards streamlining and making things more efficient. The individuals have expressed that they were not comfortable with the idea being proposed, and that they were being circumvented, with the County going ahead without giving them the opportunity. She explained that the Committee was not comfortable with the CRSP program and was concerned about the $75 fee. She questioned whether the $75 fee would eliminate the individual permitting fees, or would this fee be in addition to other fees.
Commr. Swartz encouraged the staff to read the minutes of the Citizen Review Committee meetings. He stated that it was important, if at all possible, for this Committee to have a chance to complete its specified task and be able to come back to the Board with recommendations that could be reviewed in light of what they may know about what was being proposed in the various departments, and then overall what their recommendations might be. He stated that the Board could go ahead with the recommended budget, but keep the enhanced budget in mind and look at what legitimate capital costs were available and see how that affects the General Fund expenditure. He stated that, with their expertise, along with staff's review, he hoped that the most effective and efficient way could be determined for the services.
Commr. Swartz suggested that the file server upgrade be reviewed by Mr. Bruce Thorburn, Director of Information Services, so that the Board could have answers on all of those types of items being placed in Capital Outlay.
Storage Tank Program
Mr. Jim Barker was present to discuss the Program Detail sheet for the Storage Tank Program. It was noted that were no changes to the proposed budget.
Pollution Recovery Fund
Mr. Jim Barker was present to discuss the Program Detail sheet for the Pollution Recovery Fund. It was noted that there were no changes to the proposed budget.
Development & Regulation Services
Mr. Paul Bergmann was present to discuss the Program Detail sheets for Development and Regulation Services.
Discussion occurred regarding whether a computer system had been linked with the Tax Collector's and Property Appraiser's Offices. Ms. Sue Whittle informed the Board that both offices were willing to be a part of a team to look at the connectivity between them.
Mr. Bergmann informed the Board that the proposed CRSP program was being recommended by both the Planning and Development Services Department and the Public Services Department, with Mr. Jim Stivender expressing his support.
Mr. Greg Stubbs addressed the Program Detail sheets for Development and Regulation Services and stated that discussion had occurred with Mr. Jack Bragg about providing some type of expertise in the south Lake County office regarding communication to the public on the Comprehensive Plan and the Land Development Regulations (LDRs).
Discussion occurred regarding staff recommending to the Board several years ago to close the South Lake County office based on the cost of operation, yet, because of no further detailed discussion of the issue, the office remained open.
Mr. Bragg addressed the Program Detail sheet for Building Services, and he discussed the current situation at the South Lake County office, in terms of staff, costs, and services to the cities in the south end of the County.
Commr. Swartz stated that he would like to see a breakdown of services, as on Pages 21 and 24, for the South Lake County Office, and for staff to separate the County and city revenues and expenses, as well as the services, and prepare an analysis for the Board to review.
Mr. Bragg informed the Board that a request had been received from the Property Appraiser to put someone from his office at the south office 2-3 days a week, if there was a small area available in the office. He would be willing to put in a terminal and telephone line at the Property Appraiser's Office expense.
Mr. Stubbs presented the Board with a document entitled Proposed Development Fee Increases for Division of Development and Regulation Services, and he reviewed some of the proposed fees with the Board. He stated that the fee increases and the new fees were something that the County absolutely needed to continue to provide the services. He discussed Page 5 of the fee document, which reflected four new positions and noted that the Interim County Manager had recommended one position. Mr. Stubbs stated that, in 1990, David M. Griffith & Associates performed a study for the County that outlined fee increases for this particular division. The fees were not raised that year to the level that had been recommended. In 1991, a 20% increase was made to the fees, and since 1991, a few others fees have been raised. He noted that a comparison sheet of other counties was included in the fee document. Mr. Stubbs discussed how the services would be improved through the increases made in fees.
Commr. Swartz discussed the request being made for five new positions, which would cost approximately $200,000, for the Building Department and Development Regulations, for the South Lake County Office and stated that he could not see how these additional positions were going to change what was happening with the departments in Tavares, in terms of services. He stated that, while he has supported, and has continued to support, not subsidizing the Planning and Development Services and Building Services with the General Fund, and he has also supported the County providing the most efficient, effective services. He stated that the recommended budget from the Interim County Manager reduced the General Fund Revenues by approximately $250,000, and if these fees were not enacted, there would be a demand for an additional $250,000 General Fund dollars.
Ms. Whittle explained that all of Planning and Development could offer much better service, but not necessarily because of increased fees. The fees were being recommended to be increased, because they were not currently covering the services that were being provided.
Commr. Swartz stated that he wanted to see the numbers that reflect how much of the building inspection, etc. was being done in the cities in south Lake County, as compared to what was taking place in the unincorporated areas.
Discussion occurred regarding the shortfall being anticipated in the General Revenue, in the amount of approximately $200,000, if the current fees remain in place.
Commr. Swartz stated that the Board needed to consider the proposed fees very carefully, and a decision would need to be made during the next round of budget workshops.
After further discussion, it was noted that the tentative millage rate would be scheduled on the agenda for the August 1, 1995 meeting. If the Board was not prepared to set it at that time, the matter could be continued to workshops on Wednesday, Thursday, or Friday. Discussion continued regarding the final date on which the Board could set the tentative millage, with it being noted that August 4, 1995 would be the last day the Board could set it.
Ms. Kaminski addressed the Board and stated that the comments made today were the kind of things that the Citizens Review Committee was considering. If the Board, in fact, raises the fees immediately, even though this was only for budgetary purposes at this time, the Board needed to look at the rezoning being up 63%, a variance 46%, commercial site plan 192%, subdivision 31%, and if these fees had come in smaller increments over the last five years, perhaps this large of an increase would not be needed. She requested that the Board look at the fees with caution, and perhaps there could be an increase that would not be so great at one time. Ms. Kaminski stated that the Kitchen Cabinet, through its discussions, had thought that, as the Board was looking at budgeting and the County's budget needs, if there were some incentives for those departments, such as, had Mr. Bragg been able to keep, over the last 4-5 years, the excess revenues from his department to put into capital improvements and other needs, he would not be needing that much money in Capital Improvements. She stated that the Board needed to encourage more efficiency throughout the departments, and to give them a little more control for the use of the monies when they come in under budget, or there were revenues. She stated that she had no doubt there were needs, but this was a large percentage increase at one time.
Ms. Whittle informed the Board that the transfer from the General Fund for the Planning and Development Department was still over one million dollars.
Discussion continued regarding the requests under Capital Outlay for the Building Services. The Board requested that the $20,000 automated inspection and voice mail software - Phase II be coordinated with Mr. Bruce Thorburn, Director of Information Services, proposal for the same type of software.
Mr. Bragg discussed the request being made for 4x4 trucks and stated that last year the department had ordered trucks, and they were never delivered. He further discussed the need he had for the vehicles.
REPORTS
Ms. Sue Whittle presented the Board with the Review of the Human Resources Department, which was performed by the "MAGIC" Innovation Team. She requested that the Board review the document, and she would be discussing it this afternoon.
RECESS & REASSEMBLY
At 12:53 p.m., the Chairman announced that the Board would recess until 2 p.m.
COMMISSIONERS
It was noted that Commr. Gerber was not present for the afternoon session of the Budget Workshop and Commr. Good served in this capacity.
COUNTY MANAGER
Ms. Sue Whittle, Interim County Manager, stated that the Personal Services in the County Manager's budget included a request for two new positions, a Deputy County Manager and a Secretary, at a cost of about $92,047; Contractual Services would decrease about $60,000 in 1996, since the salary for the new County Manager was included in Personal Services; and the overall recommended budget increase for 1996 was $51,000 for a total budget of $246,564. She presented the Board with the Organization Structure and strongly recommended the consideration of these positions. In order to have these two positions in the resources available, her proposal would be to abolish the position of Human Resources Director, and that the vacant position in the Human Resource Department not be filled. Those two positions would offset the two being requested. She noted that one of the rolls of the Deputy County Manager would be to oversee the Human Resources Office.
COUNTY COMMISSION/ADMINISTRATIVE SERVICES
Ms. Ava Kronz, BCC Office Manager, presented a review of the Program Detail sheets for the Legislative budget and the Administrative Support budget. She noted that the $4,000 for Increase in Books, Publication, Dues, which was reflected in the Administrative Support budget, would be removed, and it would be included under the Legislative budget.
Ms. Sue Whittle stated that she had been made aware that Lake County was not a member of the National Association of Counties organization.
After some discussion, Commr. Swartz suggested putting the membership to the National Association of Counties on the list for the Board to reconsider, with staff investigating further funds between the two budgets.
EDC COORDINATOR
It was noted that there were no changes to the proposal budget for the Economic Development Commission Coordinator.
COUNTY ATTORNEY
Ms. Sue Whittle informed the Board that the proposed budget for the County Attorney may need to be reviewed again based on the situation involving hiring a new attorney.
Ms. Quinette Durkin, Legal Secretary, County Attorney's Office, presented an overview of the proposed budget. It was noted that the Personal Services increased $107,000 and Contractual Services decreased by the same amount resulting from the reclassification of the County Attorney's salary. In 1995, these services were acquired by contract, and it was anticipated that, in 1996, the County Attorney would be a County employee. Other changes included a decrease in outside legal fees of $30,000, and the elimination of the telecommunications chargeback of $6,750. The overall 1996 recommended budget was 9% less than last year.
HUMAN RESOURCES
Ms. Sue Whittle discussed the review performed by the "MAGIC" Innovation Team of the Human Resources Department. She stated that the report was back and the recommendations that have been made were extremely positive in nature. She explained that the next step in the process would be to go into the Human Resources Department and form another team, which would be a team of employees within that department, and have them look at the recommendations and processes. Ms. Whittle appreciated the hard work of the team members and the cooperative spirit displayed by the Human Resources Department. She stated that this was the first assignment for the "MAGIC" Innovation Team.
Risk Management/Property & Casualty/Employee Group Benefits
Mr. Wayne Hamilton, Risk Manager, addressed the Board to discuss the Program Detail sheets for Risk Management, Property & Casualty, and Employee Group Benefits. There were no changes made to the proposed budgets.
Personnel
Mr. Joe Grawet, Personnel Manager, discussed the Program Detail sheet for Personnel. The following items were discussed by the Board, and the staff was directed as follows:
$4,700 - Increase in Travel and Per Diem -
Staff to place on list for reconsideration of establishing a lower amount
$35,000 - Labor Attorney Fees -
Staff to place $10,000 back into the General Fund and change the amount to $25,000 in the proposed budget
RECESS & REASSEMBLY
At 3:05 p.m., the Commr. Good announced that the Board would recess for ten minutes.
FIRE AND EMERGENCY SERVICES
It was noted that the following staff members were present to discuss the proposed budgets for Fire and Emergency Services: Craig Haun, Director of Fire and Emergency Services; Frank LaFleur, Deputy Chief; Karen Bowerman, Acting Emergency Management Coordinator; and Frank Thorp, Director of Animal Control.
Animal Control
Chief Haun addressed the Board and explained that the overall Animal Control budget was up 4.5%, which was $21,687 over last year's budget.
Discussion occurred regarding the $15,118 Increase in Utility Services - Incinerator Costs. Ms. Sue Whittle explained that it was her understanding that the incinerator was licensed for animals. It was noted that the request for these funds was not in her recommended budget.
Discussion occurred regarding possibilities for increasing fees for Animal Control.
Ms. Thorp explained that, from the organizations that have been working with Animal Control and from the general public, the fees now were reasonable in their estimation. Ms. Thorp addressed the request for vehicles and stated that Animal Control has seven vehicles, and four of them were over 100,000 miles. She continued the discussion by presenting an explanation of the request for computers and software for this department.
Ms. Sue Whittle explained that the capital items were not placed within her recommended budget, because there were no funds available, not because there was not a need.
The following items were discussed by the Board, and the staff was directed as follows:
$17,866 - 3/4 ton pickup truck -
Staff to place on list for reconsideration by the Board
$6,000 - Animal Care Management software -
Staff to place on list for reconsideration by the Board
$1,800 - 486SX computer (1) -
Staff to place on list for reconsideration by the Board
$1,600 - Computer printer -
Staff to place on list for reconsideration by the Board
Discussion occurred regarding the Animal Shelter Trust Fund, with Chief Haun explaining that the fund was depleted this year. The $1,200 in the proposed budget was anticipated donations.
Commr. Swartz discussed the possibility of putting together a press release that would indicate that the Animal Shelter Trust Fund was reaching a level of not being able to meet the needs, and in order to provide those types of services, and to reduce the number of animals being euthanized, citizens who would like to contribute to the fund could do so.
Emergency Management Operations
Chief Craig Haun stated that the Emergency Management Operations proposed budget indicated a 23.92% reduction over last year's budget.
The staff was requested to place the proposed budget for Emergency Management Operations on the list for further discussion.
Emergency Management Trust Fund Grant
Chief Craig Haun discussed the proposed budget for the Emergency Management Trust Fund Grant. It was noted that there were no changes made to the proposed budget.
Administration
Chief Craig Haun discussed the proposed budget for the Administration and noted that there was a 3.2% increase over last year's budget. There were no changes made to the proposed budget.
Emergency Response Team
Chief Craig Haun discussed the proposed budget for the Emergency Response Team and noted that there was a 19.3% decrease over last year's budget.
Discussion occurred regarding Page 20, County Ambulance Services. Commr. Swartz suggested that $55,041 be taken from the County Manager's recommended figure of $280,183, County Ambulance Services, Fund 122, Reserve and Contingency, and to transfer $55,041 back to the General Fund positive side of the ledger.
Discussion occurred regarding Page 12, Administration, and Chief Haun explained that 50% of the Administrative costs were being absorbed by the Fire and Rescue budget; 25% by North Lake Ambulance; and 25% by the General Fund.
Fire/Rescue
Chief Craig Haun informed the Board that the proposed budget for Fire/Rescue was 18.5% less than last year's budget. He stated that he had not put any proposed fee increases in the budget.
Commr. Swartz suggested that staff go back and get comparisons from surrounding counties, and to try and determine whether or not the fees should be re-evaluated
Chief Haun discussed the items listed on the Program Detail sheet for Fire/Rescue and noted the $65,000 Increase in Other Professional Services - Volunteer Incentive Program.
EMS Grant
Chief Craig Haun presented the proposed budget for the EMS Grant. It was noted that there were no changes made to the proposed budget.
There being no further business to be brought to the attention of the Board, the meeting adjourned at 4:20 p.m.
RHONDA H. GERBER, CHAIRMAN
ATTEST:
JAMES C. WATKINS, CLERK
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