The Lake County Board of County Commissioners met in special session on Tuesday, January 30, 1996, at 9:00 a.m., at the Highlander Hut, Clermont, Florida. Commissioners present at the meeting were: Welton G. Cadwell, Chairman; William "Bill" H. Good, Vice Chairman; Catherine C. Hanson; Rhonda G. Gerber; and G. Richard Swartz, Jr. Staff members present were: Sanford A. Minkoff, County Attorney; Sue Whittle, County Manager; Ava Kronz, BCC Office Manager; Craig Haun, Senior Director, Fire & Emergency Services; Alvin Jackson, Economic Development Coordinator; Fletcher Smith, Director of Community Services; Jim Stivender, Jr., Senior Director, Public Services; Donald Post, Solid Waste Director; Mike Anderson, Director of Facilities & Capital Improvements; Paul Bergmann, Senior Director, Department of Planning & Development Services; Barbara Lehman, Chief Deputy Clerk, County Finance; Sarah LaMarche, Budget Director; and Marlene S. Foran, Deputy Clerk. Others present were: Marilyn Crotty, Florida Institute of Government; Jack Sargent, Councilman, City of Clermont; Ann Dupee, President, Clermont Chamber of Commerce; Hope Lamb; Steven Richey, Attorney; Henry Stephens (Daily Commercial); Jerry Falstrom (Lake Sentinel).
Commr. Cadwell welcomed Ms. Ann Dupee, President, Clermont Chamber of Commerce; at which time Ms. Dupee extended a warm welcome to the Board of County Commissioners and staff.
Ms. Ava Kronz, BCC Office Manager, distributed a booklet to be used during the Board Retreat which contained the Mission Statement, Review of Fiscal Year 1995/1996 Goals, Fiscal Policies, Goal Setting for Fiscal Year 1996/1997, and Quality of Work Life Survey.
MISSION STATEMENT
Ms. Sue Whittle directed the Board's attention to the Vision Statement, Mission Statement, and Values that were adopted on June 21, 1994 by the Board and requested that the Board review these statements to determine if changes were in order prior to adopting them for Fiscal Year 1996/1997.
Commr. Good made a motion, which was seconded by Commr. Hanson, to readopt and reaffirm the Board's commitment to the Vision Statement, Mission Statement, and Values adopted by the Board of County Commissioners on June 21, 1994; and to promulgate the Vision Statement, Mission Statement, and Values to all County employees as part of the employee training program.
At this time, Mr. Don Post, Solid Waste Director, distributed a draft copy of the NORMS For Lake County Employees and explained that the NORMS were a method in which to instill pride, success, and celebration in the every day successes by County employees. He stated that the NORMS would be distributed to all County employees to encourage the employees to feel positive about their work, with a focus on pride.
Mr. Alvin Jackson, Economic Development Coordination, briefly discussed the NORMS For Lake County Employees.
Commr. Hanson suggested that encouragement of employees to become members of civic organizations be added to the Values.
At this time, Commr. Good amended his motion to add civic mindedness to the Values, as follows: "We value employees who subscribe to a code of professionalism, ethics, honesty and integrity in their career and personal life, and support their continued education, training and civic mindedness."
Commr. Hanson amended her second to the motion.
The Chairman called for a vote on the motion, which carried unanimously, by a 5 - 0 vote.
REVIEW OF FISCAL YEAR 1995/1996 GOALS
Ms. Whittle directed the Board's attention to the goals of the Board of County Commissioners for Fiscal Year 1995/1996. At this time, a review was made of the status of each goal, as follows:
Environment
Lake Restoration Effort: Commr. Good discussed the Lake Restoration Effort and requested that the Board continue support of the St. John's River Cleanup as a goal for Fiscal Year 1996/1997.
Adopt-A-Lake: Commr. Hanson discussed the Adopt-A-Lake and Adopt-A-Shore programs and expressed concern that the Board was missing an opportunity for Lake County by not promoting said programs.
Commr. Gerber informed the Board that Lake Talk was being established to determine what could be done in regard to the restoration of the lakes, and to consider consolidating the existing programs, such as Adopt-A-Lake, into one program for lake restoration.
Commr. Hanson made a motion to direct staff to prepare an Adopt-A-Lake program that could be presented to Lake Talk for discussion and consideration.
Commr. Cadwell suggested that the Adopt-A-Lake program be considered under the discussion of the goals for Fiscal Year 1996/1997.
Commr. Hanson withdrew her motion at this time.
Partnerships/Education
Lake County School Board: Ms. Whittle noted that an Interlocal Agreement on Economic Development had been approved by the Board on October 3, 1995.
Commr. Hanson stressed the importance of continuing communication with the Lake County School Board and suggested that the Board appoint a task force to review and prepare a recommendation on how the Board could spend a portion of the one cent sales tax for enhancement of the schools that would benefit the whole community. Discussion occurred in regard to this issue. It was noted that the goal for Fiscal Year 1995/1996 was to have an open dialogue with the Lake County School Board in regard to economic development and said goal has been accomplished.
Solid Waste
Removal of Special Waste From Incinerator: Mr. Don Post, Solid Waste Director, explained that the Florida Department of Environmental Protection (FDEP) has denied a request from Ogden Martin Systems of Lake, Inc. to permit boiler No. 2 as a medical waste boiler due to a Florida moratorium on any new medical waste incinerators based on overall capacity. He explained that the moratorium expires on October 1, 1996, and requested direction from the Board whether to pursue presenting a resolution to the State legislative session on the extension of said moratorium.
Commr. Swartz noted that there was a Lake County Comprehensive Plan policy that would address this issue.
Recycling Facility Operations: Mr. Post stated that three agenda items would be presented to the Board on February 6, 1996 in regard to a bailer upgrade, residential drop-off at Astatula, and the equipment purchase list for the recycling materials processing center in the operational plant.
It was noted that the goals for Solid Waste have been accomplished for Fiscal Year 1995/1996.
Government Operations
Commission Outreach: Commr. Gerber stated the public has requested that Board of County Commissioners' meetings be aired during the evening hours. It was noted that the goal to air the meetings on television has been accomplished.
Lake Sumter Community College Commissioner's Corner: It was noted that the goal to schedule two broadcasts per month on an on-going basis was being accomplished.
Press Releases: Ms. Whittle noted that press releases were being released on a weekly basis when there were issues of interest to the public.
At this time, Ms. Whittle distributed a booklet, prepared by the Office of the Clerk of the Circuit Court, titled Taxpayer's Guide to the Lake County Budget, dated October 1, 1995 -
September 30, 1996, and explained that said booklet was for the purpose of providing information to the public and was available to staff for distribution.
Point of Service Survey: Ms. Whittle noted that the Point of Service Survey was an on-going goal and was being accomplished.
Feedback From Public: Ms. Whittle stated that the suggestion boxes have been installed and that the suggestions are reviewed and given consideration.
County Automation System/GIS: Ms. Whittle stated that staff was in the process of establishing the foundation for the County Automation System, and that the START Team was addressing the issues and would provide a report by April 1, 1996. She stated that a master plan implementation schedule would be established by the end of Fiscal Year 1995/96.
Quality of Life Survey: Commr. Cadwell stated that a Quality of Life Survey was conducted in September 1995 with Board employees and that a Focus Group has been established to discuss the results of said survey. It was noted that the goal for a Quality of Life Survey has been accomplished and that further discussion on the results of said survey would take place later in the meeting this date.
Provision of Education and Training: Ms. Whittle stated that a Training Needs Team has been established to review the training needs of the employees and that a survey would be sent to the employees to identify what the employees feel their greatest needs were in the way of training opportunities. She stated that progress has been made on the provision of education and training and that she would be requesting an on-going commitment from the Board to fund training and development programs for employees.
Provide Suggestion Boxes for Employees: It was noted that this goal has been accomplished.
Fiscal Year 1995-1996 Budget to be Presented at Rollback: It was noted that this goal has been accomplished.
More Efficiency and Effectiveness: Ms. Whittle stated that progress has been made on more efficiency and effectiveness and that this goal was an on-going goal and was being accomplished.
RECESS & REASSEMBLY
At 10:15 a.m., the Chairman announced that the Board would recess, and reconvene at 10:25 a.m.
REVIEW OF FISCAL YEAR 1995/1996 GOALS (CONTINUED)
Economic Development
Interlocals with the School Board: It was noted that the goal to establish an interlocal agreement on Economic Development with the Lake County School Board has been accomplished, as previously indicated.
Decision on Fairgrounds/Expo Center: Ms. Whittle stated that a focus group would be established to explore the uses of the current fairgrounds, the related costs, and funding sources.
Decision on Sports Commission: Ms. Whittle noted that the Board approved a one year contract with the Orlando Area Sports Commission and that this goal has been accomplished.
Community Development
Childrens' Commission: Ms. Whittle stated that funding was awarded to the Early Intervention, Parenting, and Ace Programs and that the goal to provide funding for the Childrens' Commission has been accomplished.
Sign and Fence Ordinance: Mr. Paul Bergmann, Senior Director, Planning and Development Services, stated that staff was reviewing the effectiveness of sign ordinances in other communities and that a review of the fence ordinance was currently taking place.
Community Development Block Grants (CDBG): Ms. Whittle stated that the current Community Development Block Grant was now on schedule and would be completed on schedule. Discussion occurred in regard to the process for CDBGs, and it was noted that the design and details for future CDBGs would be completed as part of the application to expedite the process. Ms. Whittle stated that the County would be prepared to move forward with the CDBG for Lake Mack/Lake Kathryn and Lake Montclair at the appropriate time.
Arts Council: It was noted that the goal to establish an Arts Council has been accomplished and that an action plan was being developed.
Rail/Trail Funding: It was noted that the goal to award funding for the Rail/Trail project was an on-going project and that funding has been awarded for this year.
Recreation: Line Item to Defray Operational Costs: Ms. Whittle stated that a line item was to be established to defray operational costs in regard to recreation with the cities and noted that the County was awaiting input from the cities in regard to this issue.
Long-Term Plan on Biking Trails, Tying in with Parks, Bed and Breakfast; Systems throughout County; and Needs to Enhance the Bed Tax: Ms. Whittle stated that staff was in the process of compiling information and drafting a map and that a plan would be presented to the Board on March 30, 1996.
Crime/Juvenile Delinquency: Ms. Whittle stated that the Board's goal for Fiscal Year 1995/1996 was to promote Affordable Housing and support SHIP funding, and that goal has been accomplished.
Comprehensive Plan/Land Development Regulations
Implementation of Impact Fees: Ms. Whittle noted that the Lake County Conservation Council would make a presentation on impact fees to the Board on February 6, 1996; and that a public workshop has been scheduled on February 20, 1996, and a public hearing has been scheduled on March 19, 1996.
Transportation Planning: Mr. Jim Stivender, Jr., Senior Director, Public Services, stated that the Florida Department of Transportation would be notifying the County whether they plan to schedule a meeting with the County to discuss the North/South
Bypass Traffic Study or to make a statement in regard to FDOT's position.
Rural Road Surface Alternatives: Mr. Stivender stated that staff has prepared various scenarios pertaining to rural road surface alternatives and those scenarios and estimates would be presented to the Board in the near future.
Commr. Good discussed roads in his district where infrastructure was poor, and residents were operating on easements but new rural development demanded upgrading of infrastructure on said roads. He suggested that the Board discuss ways to address those situations and determine a way to bring those roads into the County transportation system by means other than going to a paved road or double surface treatment road. Commr. Hanson interjected that the Board may wish to consider clay roads on some of the dirt roads. Commr. Good stated that the Board may need to aggressively address an available grant program to address some of the rural road needs, and funding of a right-of-way acquisition program. He noted that the liability was access for emergency vehicles.
Public Safety
Dare Grants: Ms. Whittle noted that the goal to fund the Dare Grants was an on-going program and was being accomplished.
Support Sheriff's Recommendation for Deputies: Ms. Whittle noted that the goal to support the Sheriff's recommendation for additional deputies has been accomplished.
Evaluate Use of Prelude as Juvenile Assessment Facility: Ms. Whittle stated that the goal to identify a funding source for the use of Prelude as a Juvenile Assessment Facility has not been accomplished for Fiscal Year 1995/1996. At this time, discussion occurred in regard to the use of Prelude.
Fire Level of Service: Ms. Whittle stated that a Volunteer Incentive Program has been established and that this goal has been accomplished.
BUDGET MESSAGE
Ms. Whittle stated that the Budget Message contained the Board's short-term goals and objectives and were divided into seven categories which expressed the Commissioners' long-term commitment to these areas.
FISCAL POLICIES
Ms. Whittle directed the Board's attention to Policy Issues Discussion, dated January 30, 1996, and noted that the General Fiscal Policy was a basic policy that should be reviewed by the Board on an annual basis to determine a need for change. At this time, Ms. Whittle reviewed the General Fiscal Policy, Operating Budget Guidelines, Specific Fund Questions, Considerations for Debt, and Considerations on Cash. Discussion occurred in regard to fiscal responsibility as a high priority, and it was the direction of the Board that new programs that require Board consideration and funding would be presented by the citizens or staff. Ms. Whittle noted, under Operating Budget Guidelines, that she would be requesting the Board to schedule time for discussion of staffing considerations during the budget process.
Discussion occurred in regard to Considerations for Debt; at which time Commr. Good stated that it would be beneficial, for planning purposes, to have a document, which was a consolidation of existing debt, an action plan, and the way in which the County was moving to retire the existing debt, as the County moves forward in the development of future capital improvements.
Ms. Whittle noted that Public Financial Management would be preparing a proposal to look at and combine the Enterprise Fund, Infrastructure Sales Tax, Line of Credit, Transportation, CTT Funds, and all funding sources into one report.
At this time, Ms. Whittle briefly discussed the adopted fiscal policies, as follows: Special Reserve Account -General Fund Excess Cash Balance Forward; Investment Policy; Budget Amendment Process; and Budget/Fiscal Policies.
Capital Improvement Plan
Mr. Mike Anderson, Director of Facilities and Capital Improvements, presented an overview of the Proposed Capital Improvement Plan for Fiscal Year 1996 - 2000 and explained that the Department Directors and Constitutional Officers have presented to the Capital Improvement Program Team a detailed description of capital expenditures to be considered in the Capital Improvement Plan for the next five years. He explained that the threshold needed for a project to be considered for inclusion in the Capital Improvement Plan was an estimated cost per asset equal to or greater than $25,000.00.
At this time, Ms. Sarah LaMarche, Budget Director, presented a brief summary of the Expenditure Requests By Year; Proposed Funding Sources; Proposed Capital Outlay-Funding To Be Determined; Narrative By Project; and Summary of Projected Sources and Uses of Infrastructure Sales Tax through Year 2003.
Commr. Cadwell stated that Sheriff Knupp has expressed concern with the dollars listed under the Sheriff's projects and noted that said project dollars would be reevaluated. Commr. Good noted, at this time, that the projects listed were staff identification, in draft form, of proposed facility needs in the Capital Improvement Plan.
Commr. Swartz directed the Board's attention to Sources and Uses of Infrastructure Tax, and questioned if it was possible to make an analysis of the needs from the infrastructure sales tax as a result of other obligations that the County may project with the industrial park, which was based on the sale of properties should the County not meet those sales.
RECESS & REASSEMBLY
At 12:05 p.m., the Chairman announced that the Board would recess for lunch and reconvene at 12:40 p.m.
GOAL SETTING FOR FISCAL YEAR 1996/1997
Ms. Marilyn Crotty, Florida Institute of Government, distributed a copy of Political Values, by John Nalbandian, University of Kansas, dated January 1994, which states that the primary political value in our culture was responsiveness of governmental officials to public wants and needs and that the value of responsiveness was reflected in demands for representation, efficiency, individual rights, and social equity. At this time, a brief discussion occurred in regard to representation, efficiency, individual rights, and social equity.
Ms. Crotty distributed a copy of Characteristics of Politics and Administration, by John Nalbandian, University of Kansas, January 1994, and presented a slide presentation on same.
Ms. Crotty discussed the Circle of Concern and the Circle of Influence and encouraged the Board, as they considered the goals and objectives for the coming year, to think about the issues that fall into the Circle of Influence.
At this time, the Board and staff broke into two (2) groups to identify the strengths and weaknesses of Lake County and its government in the areas of Financial Resources, Physical Resources, Human Resources, Pattern of Organization, and Technological Systems, to aid in identifying the areas that the Board may wish to address in their goals. Ms. Ava Kronz, BCC Office Manager, and Commr. Good presented the groups' list of strengths and weaknesses that had been identified for the above noted areas. At this time, the Board and staff broke into two (2) groups to identify the major opportunities and constraints facing Lake County as the County moves into the future. Mr. Mike Anderson, Director of Facilities and Capital Improvements, and Commr. Cadwell presented the groups' list of opportunities and constraints that had been identified.
Key Issues and Goals
Ms. Crotty stated that discussion on the Key Issues and Goals would be limited to the Board; however, staff was present as a
resource. Discussion occurred in regard to the Key Issues and Goals for Fiscal Year 1996/1997, and the issues were divided into the following categories:
1. Preserve and enhance for future generations the qualities of the environment and natural settings we inherit and enjoy.
2. Strengthen local economy.
3. Provide community outreach services to meet the needs of our diverse citizenry.
4. Accommodate planned growth while retaining Lake County's natural beauty.
5. Provide for the public health, safety, and welfare of the citizens of Lake County.
6. Build effective working relationships with public and private entities.
7. Develop, implement and evaluate strategies to improve efficiencies and effectiveness in County government operations.
8. Maintain a responsible fiscal policy.
Short-Term Goals and Objectives
At this time, short-term goals and objectives were established, as follows:
Goal 1: Preserve and enhance for future generations the qualities of the environment and natural settings we inherit and enjoy.
1. Continue emphasis on lake restoration efforts
a. Support State efforts of lake restoration
b. Storm Water Management Plan
Quality and Quantity
c. Support and research cleanup and restoration programs such as Adopt-a-Lake, Adopt-a-Shore, Lake Talk, Keep Lake County Beautiful, Lake Watch, etc.
2. Design and implement wetlands policy to assure compliance through local enforcement.
3. Implement operation of recycling facility.
4. Research countywide C & D landfill system to formulate and to track the Florida Department of Environmental Protection Ordinance.
GOAL 2: Strengthen local economy.
1. Continue providing job incentive package for new or expanding industries.
a. Explore additional funding sources for job incentive package for new or expanding industries.
2. Take action on existing Fairgrounds/Expo Utilization Study.
3. Continued financial support to the Economic Development Commission of Mid-Florida and the Orlando Area Sports Commission.
GOAL 3: Provide community outreach services to meet the needs of our diverse citizenry.
1. Provide adequate personnel for distribution of affordable housing funds.
2. Continue funding the We Care program.
3. Continue City and Community Recreational Facility Grant.
4. Support Rail/Trail venture.
5. Continue to Support Children's Commission for Children by funding, within available resources, programs for early childhood intervention and parenting, and encourage public/private partnerships.
6. Continue Community Development Block Grant (CDBG) applications.
7. Continue local support of the Lake AmeriCorp program.
8. Continued support of countywide Library Service.
GOAL 4: Accommodate planned growth while retaining Lake County's natural beauty.
1. Emphasis on transportation planning and coordination with other agencies.
2. Consider and plan rural road surface alternatives for roads not in County road system.
3. Review Comprehensive Plan on bicycle fees.
4. Develop mechanism for changing Land Development Regulations (LDRs) more expeditiously.
a. Develop commercial siting criteria countywide.
b. Address Land Development Regulation changes necessary for agricultural support facilities including the Green Swamp Area of Critical State Concern and the Wekiva River Protection Area.
5. Continue to review the Land Development Regulations (LDRs) to be consistent with the Lake County Comprehensive Plan.
6. Review the Lake County Comprehensive Plan for necessary revision.
GOAL 5: Provide for the public health, safety, and welfare of the citizens of Lake County.
1. Support the Sheriff within funding limits on:
a. Staff and operational needs.
b. Drug Awareness matching grant funds.
c. School Resource Officers.
d. Other school-related needs.
e. Additional deputies, when funds are available.
2. Support level of service of Department of Fire and Emergency Services necessary to meet the needs of the citizens.
GOAL 6: Build effective working relationships with public and private entities.
1. Working with agencies including, but not limited to:
Lake County School Board
Lake-Sumter Community College
Oklawaha Water Authority
Lake Conservation Council
St. Johns River Water Management District
Florida Game and Fresh Water Fish Commission
League of Cities
League of Women Voters
Chamber of Commerce
GOAL 7: Develop, implement and evaluate strategies to improve efficiencies and effectiveness in County government operations.
1. Develop a master plan for a countywide automation/GIS system, and provide for the implementation.
2. Explore alternatives for citizens' survey.
3. Provide employees with opportunity to maximize their talents, skills, and abilities.
a. Provision of education and training.
GOAL 8: Maintain a responsible fiscal policy.
1. Fiscal Year 1996/1997 budget to be presented at rollback rate.
a. Incorporate Commissioners' goals into the departmental budgets.
b. Present strengthened efficiency and effectiveness measures within departments.
c. Provide a base line budget, and a separate list of enhancements.
Commr. Cadwell informed the Board that the Constitutional Officers have indicated that they expect to provide their employees with the same salary benefits for Fiscal Year 1996/1997 as the Board provides their employees and that the Sheriff has indicated that he would be requesting additional deputies. At this time, direction was given to Commr. Cadwell, as Liaison to the Constitutional Officers, to work with the Constitutional Officers to develop a good working relationship between the Board and the
Constitutional Officers in regard to budget preparation for Fiscal Year 1996/1997.
At this time, the Commissioners were provided stickers to prioritized the above noted goals, and Ms. Crotty stated that she would tally the results, and prepare a report that would include the Strengths and Weaknesses of the County and its Government, and the Goals.
QUALITY OF WORK LIFE SURVEY
Ms. Whittle stated that Ms. Carol Clendinen, R.N., L.M.H.C., acted as facilitator for the Employee Focus groups, and reviewed the Quality of Work Life Survey to determine the areas of concern and interest to the Board employees. She directed the Board's attention to a letter from Ms. Clendinen, dated January 22, 1996, and the Report and Recommendations from David M. Griffith & Associates, Ltd. in regard to the Quality of Work Life Survey.
Commr. Cadwell briefly discussed concerns expressed by the employees in regard to the Board's relationship with County employees, and the Commissioners' lack of support of employees that are involved in charitable events. He reported that the Constitutional Officers have expressed concern that the Board lacked respect for their offices and staff, and it was decided that the Board and the Constitutional Officers would work toward mutual respect.
There being no further business to be brought to the attention of the Board, the meeting was adjourned at 4:50 p.m.
WELTON G. CADWELL, CHAIRMAN
ATTEST:
JAMES C. WATKINS, CLERK
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