A
SPECIAL MEETING OF THE BOARD OF COUNTY COMMISSIONERS
JANUARY
23, 2009
The Lake County Board of County Commissioners met in a
special session for a Board Retreat, on Friday, January 23, at 8:00 a.m., at
Trout Lake Nature Center, Eustis, Florida. Commissioners present at the meeting
were: Welton G. Cadwell, Chairman; Jennifer Hill, Vice Chairman; Jimmy Conner;
Elaine Renick; and Linda Stewart. Others
present were Sanford A. “Sandy” Minkoff, County Attorney; Cindy Hall, County
Manager; and Susan Boyajan, Deputy Clerk.
EVALUATION
PROCESS OVERHAUL
Commr.
Renick stated that she thought that the evaluations were not specific enough,
and she wanted some kind of performance objectives. She stated that Page 33 of the packet that
was handed out showed some performance objectives that Punta Gorda used in
their evaluations that were described in terms of quantity, quality, and time
frames and that the objectives should be measurable, attainable, and set
mutually between the County Manager and the Commission. She also commented that she wanted Ms. Cindy
Hall, County Manager, to do a self-evaluation.
She opined that the evaluations they had been doing were not that
helpful.
Commr.
Cadwell suggested that they go back and look at their goals and select some
that were important to them. He inquired
whether she was thinking it needed to be specific to a particular issue, and he
thought they should keep using general performance dimensions as well.
Commr.
Renick responded that if there was a particular department that needed to be
accomplishing something that they were not, then they could use goals
specifically related to that. She
pointed out that Punta Gorda’s evaluation form contained both the performance
dimensions for generally how the employee was doing as well as the performance
objectives. She noted that the Board
would set the timeline and grade them as to where they were in the process of
achieving the goal.
Commr.
Hill thought there should be less than ten rating scale choices, and the Board
agreed that three to five of those would be sufficient.
Commr.
Conner commented that he thought they needed to go through a process that was
transparent where they shared the evaluation with each other and had an open
public discussion about strengths, weaknesses, and expectations. He also stated that they should decide which
form they were using and what their grading scale would be.
Commr.
Cadwell directed Mr. Sandy Minkoff, County Attorney, to have his office look at
that to make sure there was nothing that would conflict with their
contract. He asked if they would need to
amend their contracts to do an evaluation in six months.
Commr.
Renick commented that they could keep their current performance dimensions and
just add to that. She also noted that
the objectives needed to be measurable and specific.
Mr.
Minkoff stated that it would be difficult to come up with their performance
goals and complete the evaluation within six months from the last evaluation.
Commr.
Cadwell stated that he was thinking they would do that in six months from the
time they decide on what those goals were.
He also commented that Ms. Cindy Hall, County Manager, knew that the
Board wanted all that information ahead of time before making those kinds of
decisions.
There
was consensus to bring this up for discussion again and decide on the
objectives at the February 10 workshop.
CHANGE
IN TROUT LAKE PRESIDENT
Mr.
Bernie Yokel, President of Trout Lake Nature Center, announced that Mr. Hugh
Kent would become the new President of Trout Lake starting next week. He also thanked the Board for the support
that they have given to Trout Lake and that it has been very important to them.
Mr.
Kent commented that he still considered Mr. Yokel the heart of Trout Lake, and
he would like to talk with all the Commissioners over the course of the next
couple of months about possible future plans for Trout Lake.
Commr.
Cadwell stated that the Trout Lake staff were very interested in some of the
conversations that they have had regarding expanding their job to include the
other properties.
PROCUREMENT
PROCEDURES
Commr. Cadwell stated that Commr.
Conner brought up the fact that he thought that in certain situations,
Commissioners should be on selection committees, but he noted that they have
always chosen not to do that, except in the instance of the courthouse and the
constitutional officers building, because that involved other constitutional
officers.
Commr. Conner stated that he did not
have a suggestion as to what procurement model worked best, because he has seen
a variety of different models for different situations. He commented that he was not asking for any
cultural changes right now, and he did not have any recommendations to do
anything differently regarding the RFP’s that were currently going out.
Commr. Cadwell opined that he
preferred not being involved in a lot of that selection process, because if he
did not form relationships with any of those people, it was easier for him to
tell them he could not talk to them about it and just have them go through the
process. Commr. Cadwell also inquired
whether they were still looking into local vendor preference.
Ms. Hall explained that there was a
group of purchasing agents county-wide, including the School Board and many of the
cities, that unanimously would prefer not to have any specific built-in local
preference. However, she has informed
all the departments to be sensitive to the fact that they like to support the
organizations and vendors that are county-based. She commented that they had a good
representation of Lake County vendors.
Commr. Renick stated that when she
first became a County Commissioner, she brought up a local vendor preference
and thought that was what they should do.
However, she explained that she changed her mind, because it would make
it harder for the local vendors to work in other counties, and they looked at
the best value. She commented that the
way they currently have been handling this issue has been working well.
Mr. Minkoff pointed out that the
County removes a lot of the impediments to local bidders, such as waiving
performance bonds when there would not be a risk to the County and breaking
projects into smaller parts so that the smaller vendors could bid on them.
PUBLIC RELATIONS
Commr. Conner was concerned that they
were not getting the message out to the public about all the pro-business
decisions that the Board makes. As an
example, he mentioned that over half of the money they were spending with PPI
on the construction projects was going to local vendors.
Commr. Renick suggested that Mr.
Chris Patton, Public Information Coordinator, Information Outreach, cover some
of the important issues for their website.
There was a discussion about whether he should be completely objective
and have complete autonomy regarding what he would be reporting or whether the
Commissioners should have some control over the content. She talked about having a link to stories
about current issues written as a reporter would write them.
Commr. Conner asked if he could write
about County business on his own website.
He stated that he wanted to be proactive and get a positive message out.
Mr. Minkoff warned the Commissioners
to use caution while looking at his web site because of the Sunshine Law, since
it would be considered a discussion if they responded to anything on the
website.
Ms. Hall mentioned that communication
was a goal that staff was focusing on, and there were some things that they
were working on this year that she wanted to inform them about. She stated that Mr. Patton was working on a
quarterly news letter in order to get the word out to as many people as they
possibly could about things that were going on in the County and to get a
bigger presence in the community. They
were going to contact those in their various distribution lists to ask them if
they would like to receive that on a quarterly basis. She informed the Board that they were working
with the School Board to partner with them on different programs in order to
have a positive presence in the school system.
They were also working on having a Speaker’s Bureau, with Mr. Patton
doing the training of either the department directors or those people who would
be giving those presentations to make them more interesting. In addition, they would have Community Nights
at the libraries with a discussion of a topic chosen by the librarians that
would be of interest to the community, and people from the County with
expertise on the chosen subject would speak and lead the discussion. One of the things they would like to do as
part of the community evening events at the libraries was to have little video
snippets of interesting things that take place in the different departments
that would be filmed by Mr. Doug Woodyard, Telecommunications Director, Information
Technology, with Mr. Patton writing a script for it. These could also be televised in other
venues, such as Lakefront TV.
Mr. Conner mentioned that the
equipment needed for this project could probably be found in the school system.
Commr. Cadwell stated that they could
try doing what Commr. Renick suggested regarding having Mr. Patton write
stories for the website, and inquired whether he would interview the
Commissioners or write about what he perceived happened at the meeting.
Commr. Renick responded that he would
write about anything that would happen at the meeting. She also commented that their image was
important regarding economic development.
Ms. Hall pointed out that because
many topics were discussed at every meeting, he could not write about
everything, and it would have to be his selection as to the type of thing that
he felt was noteworthy to put in there.
Commr. Hill commented that it
improved their image when their staff went out and met the public, since they
presented such a professional image.
RECESS AND REASSEMBLY
At 9:20 a.m., the Chairman announced
that there would be a ten-minute recess.
PROCUREMENT PROCEDURES (CONT’D)
Commr. Hill stated that she would be
fine with whatever process that they chose to go with, but she just wanted to
make sure that they knew the process and all of the rules, and she referred to
the Guide to Public Procurement, which she found helpful. She mentioned that she was concerned about
change orders in the past, which were handled in the department and did not
come back to the Board. She commented,
however, that change orders have not currently been a problem.
Mr. Minkoff explained that the Board
had given the departments the ability to do the change orders themselves up to
a certain amount, which was why they were not seeing them.
Commr. Hill stated that if the amount
exceeds that limit, she wanted to make sure it would come back to the
Board. She also commented that she did
not want to be part of the process of actually choosing the vendors.
GOALS AND FOCUS AREAS
Ms. Hall explained that there were
eight goals that the County had initially adopted three years ago, which were
discussed and confirmed again at a retreat last year. She noted that there were some sub-categories
within them that were specific areas that they were working towards regarding
those eight goals. She related that she
had asked the department directors to submit accomplishments that supported the
goals, and she highlighted some things they were doing that were detailed in
the handout. She noted that customer
service has probably been their strongest focus for the last year and a half,
which came about from a workshop at that time when the Board had some concerns
about customer service. She related that
Growth Management was an area that was particularly targeted, and they have
revamped almost all of their processes, many of them in concert with Public
Works.
Commr. Cadwell commented that this
was the longest he could remember that someone did not call him with a
complaint about an employee, and they were currently getting positive
calls. He also mentioned the pleasant
atmosphere found in the County offices.
Ms. Hall continued to explain that
they put on a county-wide training program for customer service, and they
considered that to be quite a success.
Commr. Hill commented that the
training also emphasized how the employees treated each other as well as the
public.
Commr. Conner mentioned that he has
been happy with the culture created by the County employees and that staff
obtains information for Commissioners to try to help them make good decisions.
Ms. Hall stated that they have also
been working with external communication, such as the Department of
Environmental Utilities’ involvement in student internships, classroom programs,
community volunteer opportunities, and various media outlets. She spoke next about innovative changes and
specified that they had process improvement ambassadors in each department who
looked at new ways to do things as well as some improvements that could be made
internally within the departments. She
pointed out the downsizing of vehicles in the fleet operation, and she stated
that they currently had only five take-home vehicles, which were down from 60
or 70 vehicles in the past as well as a significantly reduced fleet
countywide. Ms. Hall stated that there
have been some innovative changes made using technology, and she reported that
the IT Department has actively been working with all departments to do custom
type reporting and custom applications that meet their needs.
Ms. Hall talked about the second
goal, which was Lake County being a leader in multi-jurisdictional cooperation,
and she related that they saw themselves in the position of being able to take
that lead with organizations and agencies that they worked with, including the
Lake County Economic Development Advisory Council, Metro Orlando Economic
Development Commission, City of Tavares, City of Clermont, Lake County Water
Authority, and Congress of Regional Leaders.
She felt that one of their greatest successes was their partnership with
Polk and Osceola County in funding the Cagan Crossings Library. She pointed out that they have made
significant strides in the goal of making the economy of Lake County strong,
diversified, and sustainable over the last year or two, including identifying
the Comprehensive Plan and adopting a Strategic Plan for Economic Growth. She
commented that a lot of activities were taking place in the arena of economic
development. However, she relented that
it was an area that they still needed to work strongly on.
Ms. Hall stated that many
transportation projects were going on that were contributing to the next goal
of offering a quality, reliable transportation network in a multi-modal system,
such as the LakeXpress fixed route system, which has been expanding, and a
number of joint projects with other cities.
She noted that they also had a contract that combines roadside mowing
and litter pickup. Relating to the goal
of providing social services to those in need, she related that the Community
Services Department provided a huge array of services to people throughout the
community. She explained that there has
been some restructuring within that department to consolidate the citizen
support services such as veterans’ services, elder affairs, and children’s
services. She stated that the
Adopt-A-Lake Program and all the parks, trails, and mosquito and aquatic plant
control issues that they were working on illustrated their progress on the goal
of preserving environmental resources.
Also, she mentioned that the Florida Building Code that would be coming
forward this year stresses maximum energy efficiency. She thought they were participating in urban
development that was well planned and implemented, and they indicated a number
of areas on the handout to illustrate that.
She indicated that they were trying to blend into the community and work
with the community in order to reflect their values and to keep the appearance
of Lake County esthetically pleasing and well-designed. She also noted that many of the communities
liked an art type of image, so the County was working on a number of projects
to promote arts in Lake County.
Commr. Cadwell stated that they would
look back on their goals when they came together to decide what initiatives
they wanted Ms. Hall to work on this year.
He commented that these goals still were relevant, but they might tweak
or change some of them.
CONTROL OVER POSITIONS DURING HIRING
FREEZE
Commr. Conner stated that he wanted
to talk about two things that were inter-related, which were position control
and the budget, which he was very concerned about. He understood that the County budgeted
positions and gave authority to the County Manager to fill or not fill positions
somewhat at her discretion, but he believed that once a position was not filled
or needed, then they ought to eliminate those positions unless there were
special circumstances. He thought that
if she wanted to hire those positions again, then she had to come and justify
it.
Commr. Cadwell stated that he thought
they already did that through the budget process.
Commr. Conner asked if there was
currently a hiring freeze.
Ms. Hall answered that there was a
hiring freeze, and she approved any position that was advertised and rehired.
Commr. Conner expressed a belief that
the Board should get more involved in the position control business and the
budget process, because he believed that ultimately budget cuts were
coming. He referred to lists of positions
that have been filled since October 1, positions that were frozen this fiscal
year, and those that were eliminated last year through the budget process that
was prepared by Ms. Hall. He stated that
he realized that some of the positions were for Public Safety, which was
normally exempt from hiring freezes, but he was concerned about the $5.6
million from their fund balance in their operating budget right now. He opined that the easiest way to cut the
budget was through attrition, since they would not be hurting anyone. He stated that given the economic environment
they were in, he would like to add one more layer of accountability through the
process before positions were hired, exempting Public Safety positions. He stated that he might agree with every one
of the hiring decisions that were made, but he felt very strongly that the
Board needed to engage more and get more involved in those processes of the
budget cuts that were inevitably coming.
Ms. Hall stated that she included in
there all the positions that they actually did eliminate last year through the
budget process and noted that there were many of those. She explained that those 29 positions that
were frozen were not eliminated, and conceivably if one of the positions was
later needed for a particular reason, she could unfreeze it.
Commr. Cadwell commented that in
these tight times, it was probably a good idea to bring the hiring of someone
or the unfreezing of a position back to the Board, but that there might be
situations besides Public Safety where they may need to hire someone. He also pointed out that they approve the
positions during the budget process anyway.
Commr. Renick suggested that Ms. Hall
could give the Board a report with the justification for why she wanted to hire
for those positions.
Commr. Cadwell commented that because
something was frozen did not mean that they did not need it, but just they
could not afford it at that point. He
explained that would mean that they would be lowering the level of service that
they were providing.
Commr. Conner opined that if a
position was not needed, it should be eliminated and not frozen, and he felt
that the Commission was delegating some of the position control, which was a
budgetary issue, to the County Manager.
He stated that the issue was going to become what they would be able to
afford.
Mr. Minkoff explained that the way
their ordinances and County Manager system was set up, the Board has not
imposed a hiring freeze. He related that
the County Manager, in managing the budget, which was her primary job, has
determined that there were some positions that she was not going to fill. He related that the Board has given the
County Manager full authority over all the employees, and they would have to change
their structure of government. He added
that the way the Board would normally control that would be to amend the
budget.
Ms. Hall further explained that they
were creating a fund balance by restricting the hiring of positions, and
hopefully as they tackled next year’s difficult budget, that fund balance would
help them carry forward for next year and give them a head start for more
restrictions next year. Their plan was
to come to the Board at the workshop on February 10 with some initial thoughts
and policy decisions for the current year to give them a head start in
preparing for next year.
Commr. Conner related that it was
uncomfortable for him to be relying on fund balance in their operating budget,
because he was concerned about depleting the reserves by $5.6 million.
Ms. Hall explained that the fund
balance was money that was there that could either be spent or not spent, and
if it was not applied against services, it would end up in reserves. She pointed out that the reserves they
currently had were healthy, and she did not think it would have been necessary
in a normal year to cut $5 million worth of services and put that money in
reserves. She stated that the current
year was different than they had thought it was going to be, and she was concerned
in general about next year. She noted
that usually in any budget year there was a portion of the fund balance that
comes forward that funded operating expenses, because there was always money
left at the end of the year. She
specified that in a normal year, they reduce all revenues statutorily defined
by 5 percent, which helped with all revenues other than ad valorem. She related that typically there were
expenditures that did not happen, resulting in the leftover money or fund
balance.
Commr. Hill opined that the property
values next year were going to be re-evaluated, so they may not collect as much
ad valorem per value. She added that the
Property Appraiser’s Office usually could give them a pretty good estimate as
to that value change well in advance.
In response to concern expressed by
Commr. Conner regarding the cost overruns in the Fire Rescue budget, Commr.
Cadwell asked Ms. Hall to give them an update on that.
Ms. Hall reported that the overtime
budget for the Fire Rescue Division was $1 million, which was not an
appropriate budget and was done in error, and they were committed to fixing it
within the structure of the Fire Department’s budget. She explained that the portion of the fire
fighters’ salaries that is automatic overtime was not budgeted there, and a
portion of that money was budgeted in the salary lines. She stated that the error that has been
apparently happening for a number of years in the firefighters’ salary and
overtime budget was that the automatic overtime was not adequately identified
in any line that the firefighters get.
She pointed out that they were concerned about this, and very shortly
after this issue came up, the Fire Rescue Department gave to her in writing
things that they will do to curtail overtime, including moving people around
from station to station for adequate coverage instead of calling in off-duty
people for overtime and reducing the training time of new recruits by having
them shadow lieutenants for 60 rather than 90 days. She added that in the past, they have used
overtime for projects, public education appearances, and community events, but
they were not using overtime for those types of things anymore.
Commr. Renick pointed out that in the
past since that department was not fully staffed, they were able to use the
extra money budgeted for salaries to pay the overtime, but they were not able
to do that when more of the vacant positions became filled. She also commented that the level of service
requested by that department of a certain number of firefighters per station
was not the necessary level of service, and she believed that they needed to
discuss the use of floaters in the future.
Mr. Minkoff pointed out that the
Board’s plans would have to be reflected in the upcoming contract negotiations.
Ms. Hall related that they would be
bringing to the Board an amendment that would move money around to straighten
that situation out and get it into the overtime line.
SMOKING POLICY FOR COUNTY PARKS
Commr. Conner inquired whether their
County parks have a no-smoking policy.
Commr. Cadwell stated that new signs
were just put up in the park at the north end of the County stating that there
was no smoking in the play areas.
Commr. Conner mentioned that there
was no smoking on any school property, and he believed that children should not
have to breathe cigarette smoke within the confines of the County parks. He asked that a policy come forward on that.
Commr. Cadwell directed Mr. Minkoff
to draw up an ordinance that would ban smoking in County parks.
Mr. Minkoff commented that there might
be some legal issues with that, but noted that other governments have had
success passing them.
MENTORING POLICY
Commr. Conner mentioned that he has
been talking a long time about wanting a mentoring policy that would allow some
of their qualified employees to spend up to an hour a week to go to a school to
mentor a child as paid time. He asked if
there was a mentoring policy in the County that officially recognized that.
Ms. Hall related that Ms. Sharon
Tatum, Public Education Specialist, recently had a conversation with Ms. Susan
Moxley, Superintendent of the Lake County Schools, regarding the School Board
and the County working together on different ways that mentoring would be most
effective for both entities, and they intended to come back to the Board with
that.
Mr. Minkoff mentioned that his office
currently has a program with Tavares Elementary, and they have allowed
employees to do mentoring in the past as paid time for roughly an hour a week.
ACCEPTANCE OF CREDIT CARDS
Commr. Hill asked if they could
include Animal Services to the list of departments that would be able to accept
credit cards to make it easier for people to adopt the animals.
Commr. Stewart opined that she
thought it would help adoptions.
Ms. Hall reported that there was a
very slight expense to that, including the cost of the machine, but that they
could set it up. She also mentioned that
they were currently looking at that.
COMPREHENSIVE PLAN PROCESS
Commr.
Cadwell stated that they have been thinking on a staff level about the best way
to proceed after receiving the Comprehensive Plan to have the public
hearings. He related that he would
prefer once it was completed and forwarded to have staff look at it and make
recommendations on it before the Board studied it. Then, he thought they should schedule some
regional meetings split up at different times with a full Board instead of
having everyone come to Tavares on one day.
He directed Ms. Hall to try to have staff take no longer than 60 days to
make their recommendations on any part of the Comp Plan that they thought the
Board should be made aware of.
Mr.
Minkoff commented that 60 days was probably an optimistic time frame, and they
were probably looking at 120 days before it was ready for them to start having
their actual adoption hearings. He also
reported that it was scheduled for public hearing for the LPA (Local Planning
Agency) to make a recommendation on January 30.
REQUEST
FOR CHANGE IN PROCESS FOR INTERNAL HR AUDIT
Ms.
Hall suggested that they change the process that they had discussed regarding
the internal audit of the Employee Services Department to move that to an
external firm, because she did not know that their Internal Audit Department
had the expertise in-house to handle that type of an audit. She felt that she would be more comfortable
about the quality of that audit if they used an outside firm which was very
objective and knowledgeable regarding the issues having to do with human
resources and the legalities associated with that.
Commr.
Renick stated that although she understood Ms. Hall’s reservations, she was
concerned about the way it would look to the public, especially if some of the
attorneys involved reported back to Mr. Minkoff.
Commr.
Hill thought that the perception would be that an audit from the Clerk’s Office
would be less objective, since they were also a government entity. She pointed out that Mr. Minkoff would not be
part of an outside legal team, but they would only be reporting to him.
Commr.
Conner noted that they have always used the Clerk’s Office for these types of
audits, and to change the process for this particular audit would be a
deviation that would bring attention to themselves. He mentioned that the IT (Information
Technology) audit that the Clerk had previously done contained a lot of
criticism. He pointed out that there has
already been a representation that using the Clerk was the process that they
were going to use, and they would be inviting a lot of criticism if they did
not use the same process that they normally used.
Commr.
Hill opined that HR was almost a specialized legal field.
Commr.
Cadwell stated that he agreed with Ms. Hall’s concerns, but he believed that
since they have already asked the Clerk to do this audit, changing their mind
now would result in a negative perception.
It
was decided that no action would be taken to change the previous Board action.
Ms.
Hall asked Commr. Cadwell to accompany her to speak with Mr. Neil Kelly, Clerk
of the Court, about refining the process.
Commr.
Cadwell agreed to do so.
REQUEST
FOR CLOSED SESSION
Mr.
Minkoff requested that the Board have another closed session at the next Board
Meeting on January 27.
On
a motion by Commr. Conner, seconded by Commr. Hill and carried unanimously by a
vote of 5-0, the Board moved to put that item on the Agenda.
On
a motion by Commr. Conner, seconded by Commr. Hill and carried unanimously, the
Board moved to hold a closed session on January 27 at 9:00 a.m. or soon
thereafter.
ADJOURNMENT
There
being no further business to be brought to the attention of the Board, the
meeting was adjourned at 11:40 a.m.
__________________________________
WELTON CADWELL, CHAIRMAN
ATTEST:
__________________________
NEIL
KELLY, CLERK