The Lake County Board of County Commissioners met in special session on Tuesday, July 27, 1998, at 9:00 a.m., in the Board of County Commissioner's Meeting Room, Lake County Administration Building, Tavares, Florida. Commissioners present at the meeting were: G. Richard Swartz, Jr., Chairman; Welton G. Cadwell, Vice Chairman; William "Bill" H. Good; Rhonda H. Gerber; and Catherine C. Hanson. Others present were: Sue Whittle, County Manager; Sandy A. Minkoff, County Attorney; Wendy Taylor, Administrative Assistant, Board of County Commissioners Office; Barbara Lehman, Chief Deputy Clerk, County Finance; Sarah LaMarche, Director of Budget; Tracy L. Zeller, Senior Budget Analyst; Julia A. Wilson, Budget Analyst; Linda Lorentz, Information Services Clerk; and Marlene S. Foran, Deputy Clerk.
It was noted that the Lake County Board of County Commissioners Proposed Budget for Fiscal Year 1998/99, dated July 14, 1998, had been distributed to the Board prior to the workshop this date.
INTRODUCTION AND OVERVIEW
Ms. Sue Whittle, County Manager, stated that Fiscal Year 1998/99 was a year of real choices and challenges for Lake County and that the Fiscal Year 1999 priorities were to maintain a competitive compensation and benefits package for the County's work force; to implement the second year of a three year phase-in of the Computer Services/Geographic Information Systems (GIS) program; to provide for work-in-progress or completion of eight major capital improvement projects; and to provide a working plan for space needs and alternative proposals. She stated that at the workshop today the department directors would present a brief overview of program highlights, the direction of the department, enhancements, and any unusual requests that they have contained in their budget. She noted that the last date to set the tentative millage rate was August 4, 1998 and stated that a tentative budget workshop has been scheduled on August 3, 1998 for further discussion and deliberation if needed.
Ms. Sarah LaMarche, Director of Budget, explained that the primary focus during the budget process for Fiscal Year 1998/99 has been on benchmarking to focus on performance measures, and refining performance measures as a way of effectively measuring efficiency and effectiveness. She directed the Board's attention to the General Fund Analysis for Fiscal Year 1998/99, and explained that the millage rate under the current proposal would be 4.831; if the millage rate remains the same at 4.733 there would be a shortfall of $587,369; and to go to roll back at a millage rate of 4.624 would result in a short fall of $1,239,809 based on the current requests from staff and the Constitutional Officers. At this time, she briefly discussed the Contingency Fund and why the fund balance at the end of the year would be approximately $60,000.
DEPARTMENT OF GROWTH MANAGEMENT
Ms. Sharon Farrell, Senior Director, Department of Growth Management, appeared before the Board to present a brief overview of the tentative budget for Growth Management, in the amount of $4,139,191, for Fiscal Year 1998/99, which was comprised of Administration, Planning and Development, Water Resource Management, Code Enforcement and Building Services. She stated that the revenue projections were conservative and that Growth Management would not be requesting any new positions.
Ms. Farrell briefly discussed and addressed questions pertaining to the following: PROGRAM HIGHLIGHTS:
Planning and Development: Response to initial request from public within 24 hours.
Water Resource Management: Lab personnel maintain appropriate certification, and maintain 100% compliance with all federal, state, and local regulations.
Meet State average (70%) of storage tank facilities in compliance.
Code Enforcement: Complaints will be investigated within 5 working days 87% of the time.
Building Services: Percent of single family permits issued within 24/48/72 hours:
Mr. Alvin Jackson, Deputy County Manager, appeared before the Board to present a brief overview of the tentative budget for the Department of Emergency Services, in the amount of $11,659,368, which was comprised of Emergency Management Operations, Animal Control, and Fire Rescue under the recommended reorganization.
Mr. Jackson briefly discussed and addressed questions pertaining to the following:
Ms. Whittle noted that it was recommended that the Ambulance Fund millage rate be increased from .158 to .268 in order to prepare for the proposed changes in legislation in Medicare and Medicaid billing that could have substantial impact on the Ambulance Fund in FY 2001. She explained that she was recommending that the increase be set aside as a reserve for that contingency, and she was recommending an increase in the millage for FY 1998/99 and FY 1999/2000 to prevent a major hit in one year.
Commr. Swartz requested that Animal Control contact Maricopa County, Arizona for information pertaining to the adoption of animals on the Internet. He discussed funding for a South Lake Fire Station and stated that the Board needs to work with the surrounding counties to determine the best way to provide fire protection before a final determination is made on a new South Lake Fire Station.
Mr. Jim Stivender, Senior Director, Public Works, appeared before the Board to present a brief overview of the tentative budget for Public Works, in the amount of $30,259,558, for Fiscal Year 1998/99, which was comprised of Road Operations, Engineering, and Special Services.
Mr. Stivender briefly discussed and addressed questions pertaining to the following:
Mr. Stivender briefly discussed grant applications for the Rails to Trails Program, a new right-of-way technician position, purchase of land adjoining the Lady Lake Landfill or acquiring the right-of-way for the road, and road projects. He stated that there were more roads that need to be striped and buttoned than need to be resurface. He stated that funds for acquisitions of property for a new County clay pit were included in the budget, noting that they were looking at a 40 acre parcel in south/central Lake County.
DEPARTMENT OF FACILITIES AND CAPITAL IMPROVEMENTS
Mr. Mike Anderson, Senior Director, Department of Facilities and Capital Improvements, appeared before the Board to present a brief overview of the tentative budget for the Department of Facilities and Capital Improvements, in the amount of $29,798,766, for Fiscal Year 1998/99, which was comprised of Fairgrounds, Facilities Management, Parks, and Capital Improvements.
Mr. Anderson briefly discussed and addressed questions pertaining to the following:
Fairgrounds: 67% of eligible days of events booked to total available.
Energy Management: $2.01 per square foot for energy usage.
Building Maintenance: $1.03 per square foot for repair and maintenance.
Sheriff Maintenance: $1.69 per inmate per day.
Custodial Services: $.96 per square foot for cleaning & pest control services.
Parks Services: $950 per acre per year for grounds maintenance.
Mr. Anderson noted that projects that were not listed under Program Highlights were feasibility studies and addressing space needs, which would be looking outside of the Tavares campus to determine how the County could better utilize some of the surrounding areas and talking with departments about their space needs. He stated that some of the areas that they would be looking at from a feasibility standpoint would be Library Services; additional fire stations; current office space utilization in the South Lake County area; Astatula Annex property; an in-depth study on the space needs at the Judicial Complex for the Clerk of Circuit Court, State Attorney and Public Defender; Sheriff's Complex in Astatula to replace the City of Eustis Maintenance Shop; existing fairgrounds; relocation of the Health and Rehabilitation Services Administration and Environmental Health Offices; relocation of the Probation Department; and development of a Records Management Study.
SOLID WASTE MANAGEMENT
Mr. Don Post, Senior Director, Department of Solid Waste Management, appeared before the Board to present a brief overview of the tentative budget for the Department of Solid Waste Management for Fiscal Year 1998/99, in the amount of $17,748,462 (FUND 429), which was comprised of Operations and Support, Support Services, MIS/Scales & Residential Drop-Offs, Special Programs, Waste Management Facilities Operations, and Special Assessments. He stated that a workshop has been scheduled on August 18, 1998 to look at a program for the collection of the commercial solid waste stream. He noted that there were no enhancements in the budget for Fiscal Year 1998/98. He explained that the revenue shortfall in FUND 420 from $18,346,771 to $17,748,462 was due to the beginning fund balance and explained that a payment was not made on the principal payment in Fiscal Year 1997/98 so the remaining funds were placed in the beginning fund balance, noting that the Board would be looking at a significant payment to buy down the Line of Credit in Fiscal Year 1998/99.
Mr. Post briefly discussed and addressed questions pertaining to the following:
Emphasis on working with Financial Advisors for funding outstanding $17.5 million line- of-credit. Complete leachate management project.
In response to a question presented by Commr. Swartz regarding Fund 422, Closure and Post Closure Care, Mr. Post displayed on the monitor a Contingency Analysis for Fiscal Years 1998 - 2002 outlining the status of Fund 420, Fund 421, Fund 422, and Fund 423 and briefly discussed each fund and noted that $589,860 would go into Fund 422 as indicated under Capital Outlay-Detail.
Mr. Fletcher Smith, Senior Director, Department of Community Services, appeared before the Board to present a brief overview of the tentative budget for the Department of Community Services, in the amount of $9,166,231, for Fiscal Year 1998/99, which was comprised of Senior Director's Office, Citizen's Commission for Children, Human Services, Library Services, Veteran's Services and Probation Services. He explained that there was a request to upgrade a part-time probation clerk to a full-time position, and noted that currently the position was filled by a WAGES Program participant.
Mr. Smith briefly discussed and addressed questions pertaining to the following:
Mr. Smith briefly discussed the Prescription Medication line item under Human Services and explained that currently Prescription Medications were budgeted at $6,000 and they were requesting, in the base line for Fiscal Year 1998/99, that Prescription Medications be brought up to $10,000. He noted that, under the Enhanced Budget, Prescription Medication has been listed at an additional $10,000.
RECESS & REASSEMBLY
At 11:43 a.m., the Chairman announced that the Board would recess for ten minutes and reconvene at 11:50 a.m.
EXPLANATION OF VARIOUS PROGRAMS
Ms. Lourdes Ramos, Human Resources Director, appeared before the Board and distributed a copy of the new proposed Merit/Pay Plans and Performance Program, and explained that the Merit/Pay Plans and Performance Program was a transition plan that would begin October 1, 1999. She stated that the County has been diligently making strides in implementing the Quality Initiative since 1997, and the proposed plan would enable staff to systematically examine, improve and evaluate processes on an on-going basis and help to realize the County's vision to "earn community confidence through excellence in service". At this time, Ms. Ramos discussed the current merit plan, merit ranges, pay plan, and the current performance evaluation program. She explained that in order to accomplish this task, the Director of Continuous Quality Improvement, in collaboration with the Personnel Manager, will establish a team to look at the merit, pay and performance plans as a total package. She stated that a team would be established immediately to process and develop organizational competencies, establish job specific competencies, establish employee database and develop and implement an employee education strategy. She stated that the new plan/performance program would be adopted on October 1, 1999.
Ms. Whittle stated that the Fiscal Year 1998/99 budget has included a 3% across the board category and 1.5% of salaries to fund the merit plan which allows merit awards from zero (0) to four (4) percent.
Commr. Swartz noted that the most recent cost of living index from the federal government was at 1.5% over the last twelve (12) months. He questioned if the County could justify a 3% across the board salary increase when the actual cost of living index was much lower.
Ms. Whittle suggested that the Board might want to consider increasing the merit availability, noting that the national average pay increase was approximately 4.23% in terms of salary increase on annual basis. Discussion occurred regarding this issue; at which time, Ms. LaMarche explained that the Board pays the automatic 3% across the board salary increase on October 1, and that the merit was paid on the anniversary date of the employee. She stated that because the pay merit was paid on the anniversary date rather than on October 1, the County saves approximately $250,000 per year with the 3% cost of living. She stated that she would provide the Board with a chart of the savings.
In response to a question by Commr. Swartz, Ms. Whittle stated that every five (5) to seven (7) years every organization needs to have a professionally prepared pay plan survey to identify like positions within County government and to identify the competition for positions.
RECESS & REASSEMBLY
At 12:40 p.m., the Chairman announced that the Board would recess for lunch and reconvene at 2:00 p.m.
COMPUTER SERVICES AND GIS
Mr. Alvin Jackson, Deputy County Manager, appeared before the Board to present a brief overview of the tentative budget for Computer Services and the Geographic Information System (GIS) program for Fiscal Year 1998/99. It was noted that Ms. Kelly Cooper, Director of Lake County Geographic Information Systems; Ms. Susan Greenberg, Computer Services Director; and Mr. Kevin Knight, Computer Technician, were present for the presentation.
Mr. Jackson briefly discussed and addressed questions pertaining to the following:
Mr. Jackson stated that an audit would be performed for hardware/software Year 2000 compliance on all computers and servers, and results would be analyze, hardware/software upgrades would be purchased and installed, an E-mail package would be purchased, all new hardware for Year 2000 compliance would be checked, and users would be assisted in correcting spreadsheets and databases. He stated that they would be retiring older non-compliance servers by moving 70 employees to the Computer Services dual processor server, and that the older servers would be recycled for use as test servers and training servers. He stated that they would implement site licensing for virus control, analyze network security, centralize server management, and begin using network management software. He explained that they need to implement centralize Internet access and Internet E-mail addresses and that they would use the Year 2000 audit results to perform a software licencing audit.
Ms. Whittle provided a brief update on the status of Year 2000 compliance for the Tax Collector's Office, Property Appraiser's Office and Clerk of Circuit Courts. She stated that they are identifying the crucial issues and addressing those issues.
GEOGRAPHIC INFORMATION SERVICES (GIS):
Mr. Jackson stated that GIS for Fiscal Year 1998/99 would continue the creation of the GIS database, hire a database manager, implement Countywide integration of the databases, continue working on the electronic map sales, begin integration of GPS into the GIS system, bring digital data on line between October and December 1998; create presentation of pilot process for the Board and the citizens of Lake County; hire a GIS technician; continue to densify the GIS control network; and bring public access terminals on line in the Property Appraiser's Office and Growth Management. He stated that Ms. Kelly Cooper was working with the County, and other County agencies to implement a GIS curriculum for August 1999.
At this time, Ms. Kelly Cooper, Director of Lake County Geographic Information Services, addressed questions pertaining to the creation of Countywide parcel layers, and stated that there was an advisory group of individuals within the GIS community that could provide updates to the Board on information as it becomes available.
PROPOSED CAPITAL IMPROVEMENT PROGRAM
Mr. Mike Anderson, Senior Director, Facilities and Capital Improvements, appeared before the Board to present the proposed Capital Improvement Program (CIP) for Fiscal Years 1999-2003, in the amount of $24,060,798, for Fiscal Year 1998/99 for Community Services; Facilities and Capital Improvements - Parks and Recreation Division, General Fund, and Capital Outlay Fund; Agricultural Education Services; Communications Services; Computer Services; Emergency Services; Countywide Project; Public Works; Solid Waste Management; Christopher C. Ford Central Park; Clerk of Courts; Tax Collector; Supervisor of Elections; Fifth Circuit Court - Judicial; State Attorney and Public Defender; and Sheriff.
Ms. Sarah LaMarche, Director of Budget, noted that capital projects indicating a (B) were pending approval by the Board of County Commissioners.
Commr. Swartz questioned, under Community Services, if it was realistic to list the "Relocation of Health Services", in the amount of $2,000,000, under Fiscal Year 1998/99.
Ms. Whittle stated that the Board had discussed looking at off-campus facilities that would be available at the last Board Advance, and staff has moved forward with looking at off-campus facilities that were considered usable for the County in the future for various different applications. She stated that it was her understanding that staff would include funding in Fiscal Year 1998/99 to look at off-campus facilities for various Community Services functions that do not need to remain on the Tavares campus for the long term.
Commr. Swartz requested that a modification be made under the Title and Funding Sources/Comments columns to more accurately reflect the "Relocate of Health Services" capital project.
Mr. Anderson noted, under Facilities and Capital Improvements - Parks and Recreation Division, that "Annual grants for recreational development", in the amount of $200,000; and "Regional Parks", in the amount of $150,000, were pending Board approval and were a continuation of using Infrastructure Sales Tax to fund some of the parks projects. He noted that said projects would be brought forward to the Board for direction in the near future.
Commr. Swartz requested, under Facilities and Capital Improvements - Parks and Recreation Division, that the "Boating Development Grants to Cities", in the amount of $100,000, be changed to Boating Development Grants.
Mr. Anderson discussed, under Agricultural Education Services, "Exterior elevation/expansion", in the amount of $175,000; at which time, Commr. Swartz requested that an analysis be performed on the long term life expectancy and growth needs of the Agricultural Education Services location. Mr. Anderson noted that the "Exterior elevation/expansion" capital project was taking the assumption that Agricultural Education Services would remain in the present location for the next five (5) years.
Commr. Hanson questioned, under Facilities and Capital Improvements - Capital Outlay Fund, why the "South Lake Sheriff Substation" was listed in Capital Outlay Fund and the "Lady Lake Sheriff Substation" was listed under Sheriff.
Mr. Anderson explained that the Lady Lake Sheriff Substation was added later in the process and that many of the Sheriff's capital projects were showing up in the Sheriff's Five-Year Capital Improvement Program that were not originally in the CIP. Discussion occurred regarding the feasibility of having the substation capital projects under the same department.
Commr. Swartz questioned, under Emergency Services, if "Expansion of Station 42" , in the amount of $67,700, was the best location to accommodate SERT.
Ms. Whittle explained that this request had been budgeted for this year; however, a hold was placed on the expansion, noting that SERT equipment was located at Station 42 at this time. She stated that the expansion would not take place until such time that the County has a better idea of the fire service long term plan. She stated that the Board has seen many of the capital projects listed under Emergency Services, and it has not been agreed that these are the pieces of equipment that need to be purchased.
Commr. Swartz stated that the capital projects for Emergency Services need to be reviewed in terms of the alignment that was being proposed, the type of stations, equipment, and staffing. It was the consensus of the Board to direct Mr. Sandy Minkoff, County Attorney, to look at agreements and determine if there were restrictions on the funds, and provide perimeters of what the Board can do with said funds.
Commr. Swartz requested that staff provide a brief description, and the justification of each capital project listed in the Five-Year Capital Improvement Program.
Commr. Hanson expressed concern that there was no reference to the repayment to the Tourist Development Council under Christopher Ford Central Industrial Park.
Ms. Whittle noted that, included in the Five-Year Capital Improvement Program for Fiscal Year 1998/99, was the reimbursement of approximately $700,000 to the Infrastructure Sales Tax which would go toward funding some of the capital projects. She stated that the Public Information Kiosk for Library Services was not listed in the Capital Improvements Program; however, it was listed in the Enhanced Budget.
STAFF PRESENTATIONS (CONTINUED)
Mr. Alvin Jackson, Deputy County Manager, appeared before the Board and briefly addressed the budgets for Fiscal Year 1998/99 for Human Resources, Communications Systems, Purchasing, Tourism, Computer Services, Economic Development, County Outreach Development and Agricultural Education, and noted that there have been no changes or increases in operations with the exception of the County Outreach Development Office.
EXPLANATION OF VARIOUS PROGRAMS (CONTINUED)
COMMUNITY SERVICES/LIBRARY SERVICES
Mr. Fletcher Smith, Senior Director, Department of Community Services, appeared before the Board to briefly discuss programs under the Enhanced Budget for the Department of Community Services for Fiscal Year 1998/99, as follows:
Commr. Swartz suggested that a letter be addressed to Mr. Gary Earl, Executive Director, Central Florida Jobs & Education Partnership, Inc., describing the comprehensive community resource directory and to address the issues of funding. At this time, staff was directed to provide additional information on the comprehensive community resource directory.
Ms. Wendy Breeden, Library Services Manager, appeared before the Board to discuss the Public Information Kiosk program, in the amount of $41,000, and the Books by Mail program, in the amount of $74,184, as listed under the Countywide Library System Enhanced Budget for Fiscal Year 1998/99. She explained that the Kiosk was an unmanned computer station that would provide patrons with the ability to search the collection database, place holds on library material, review and update information on their patron record, search the Internet, access reference databases to which Lake County Library Services subscribes via the Internet, and call member libraries for reference assistance, and print. She stated that a Books by Mail program could be implemented which would allow patrons to electronically place a hold on books and have them delivered to their homes. She further discussed an enhanced budget request for a computer technician under the Countywide Library System.
Commr. Swartz requested that a letter be addressed to the Mayor, or President of the City Council, of the member libraries describing the benefits of the Public Information Kiosk program, Books by Mail program, and the computer technician position being considered for Fiscal Year 1998/99 and request their input on these issues.
Mr. Smith discussed the ACE - Coordinator's position, in the amount of $52,390, listed under the Citizen's Commission for Children Enhanced Budget requests for Fiscal Year 1998/99. He stated that said position has not been requested by the Lake County School Board; however, has been identified by the Citizen's Commission for Children as a position that may be necessary in order to expand the ACE program to other schools in the County.
Commr. Hanson suggested that the ACE - Coordinator's position be split with the Lake County School Board, noting that this was a positive program and a coordinator's position would be helpful in promoting the program Countywide.
Commr. Swartz requested that staff prepare a letter, for the Chairman's signature, addressed to the Chairman of the Lake County School Board and the Superintendent discussing the ACE program and requesting financial support of the Coordinator's position. He stated that, if the Lake County School Board was receptive to funding ½ of said position, the Board of County Commissioners might want to consider funding ½ of the Coordinator's position under the Enhanced Budget.
Commr. Good requested that the Chairman also address in the above noted letter to the School Board the issue of broadcasting of the Lake County School Board meetings in South Lake County.
Mr. Smith noted that there was a request in the Enhanced Budget for the Golden Triangle YMCA MTOMBA Village, in the amount of $11,523, which was a community based initiative consisting of educational and cultural enrichment activities in a 30-week program.
Ms. Allison Thall, Human Services Manager, appeared before the Board to briefly discussed the Prescription Drug program for low-income Lake County residents, in the amount of an additional $10,000, listed under the Human Services Division Enhanced Budget for Fiscal Year 1998/99.
Discussion occurred regarding the Prescription Drug program; at which time staff was directed to explore a discount program with pharmacies in Lake County. Ms. Whittle stated that staff could also explore going with the County's health provider to provide a more efficient Prescription Drug program.
It was noted that Mr. Tom Whetherington, a member of the Comprehensive Health Care Committee, was present in the audience.
Mr. Smith discussed a request listed under the Enhanced Budget for Human Services from the County Public Health Unit, in the amount of $81,296, to increase funding for maintaining the level of services to Lake County residents. It was noted that this issue would be addressed at a later time after the September 8, 1998 meeting on the Indigent Health Care Study.
Mr. Smith noted two requests listed under the Enhanced Budget for Human Services from LifeStream Behavior Center for a Baker Act Transportation Agreement, in the amount of $4,700; and staff to case manage truant and delinquent children in the amount of $45,000.
Ms. Whittle stated that there was not enough funding to allow for all of the programs listed under the Enhanced Budget. She directed the Board's attention to the Enhancements List General Fund and stated that the County Manager Recommended Enhanced Budget was in the amount of $331,732; and that the total Enhanced Budget was in the amount of $742,559.
At this time, the Board reviewed the Enhancements List for Fiscal Year 1998/99 and a brief discussion occurred regarding the following requests:
There being no further business to be brought to the attention of the Board, the meeting was adjourned at 4:30 p.m.
__________________________________ G. RICHARD SWARTZ, JR.,CHAIRMAN
JAMES C. WATKINS, CLERK