A REGULAR MEETING OF THE BOARD OF COUNTY COMMISSIONERS
january 27, 2015
The Lake County Board of County Commissioners met in regular session on Tuesday, January 27, 2015 at 9:00 a.m., in the Board of County Commissioners’ Meeting Room, Lake County Administration Building, Tavares, Florida. Commissioners present at the meeting were: Jimmy Conner, Chairman; Sean Parks, Vice Chairman; Timothy I. Sullivan; Leslie Campione; and Welton G. Cadwell. Others present were: David Heath, County Manager; Sanford A. “Sandy” Minkoff, County Attorney; Wendy Taylor, Executive Office Manager; Neil Kelly, Clerk of Court; Barbara F. Lehman, Chief Deputy Clerk, County Finance; and Susan Boyajan and Victoria Bartley, Deputy Clerks.
INVOCATION and pledge
Ms. Jaime Wright with the Freedom Through Christ Ministries gave the Invocation and led the Pledge of Allegiance.
Agenda update
Mr. David Heath, County Manager, relayed that Tabs 12, 17, and 18 needed to be pulled and saved for a later date. He also specified that in Tab 24, the acceptance of the final plat needed to be included in the action.
Commr. Campione asked to pull Tabs 13, 14, and 19 for discussion.
citizen question and comment period
There being no one who wished to address the Board, the Chairman closed the public hearing.
presentation of proclamations
first responder proclamation
On a motion by Commr. Campione, seconded by Commr. Sullivan and carried unanimously by a vote of 5-0, the Board approved Proclamation No. 2015-2 recognizing January 5-9, 2015 as Florida First Responder Appreciation Week, per Commissioner Cadwell.
Commr. Conner remarked on how appreciative the County was of Sheriff Borders, the Deputies, Lake EMS, and the Lake County Firefighters, and this proclamation was an expression of that.
Commr. Parks took a moment to thank the First Responders, referencing an event several years ago when multiple agencies had shown up at his house to help at a critical moment. He mentioned how quickly and professionally they had responded, and that he was appreciative of all they continued to do today.
Commr. Campione opined that the First Responders were the glue that held Public Safety together.
Commr. Conner presented the Proclamation to the representatives of the Sheriff’s Department, Lake EMS, and the Fire Department. The Chairman went on to further highlight each department, thanking the Sheriff’s office for helping to keep the community safe. He mentioned the speed of the EMS Responders and how impressed he was at the medical care they provided their patients while on route to the hospital, along with transportation. He also reported that the Lake County Fire Department had not received a single complaint in six years, which was indicative of the wonderful job they were doing.
Clerk of Court’s Consent Agenda
On a motion by Commr. Sullivan, seconded by Commr. Campione and carried unanimously by a 5-0 vote, the Board approved the Clerk of Court’s Consent Agenda, Tab 2, Items 1 through 4, as follows:
List of Warrants
Request to acknowledge receipt of the list of warrants paid prior to this meeting, pursuant to Chapter 137.06 (1 of the Florida Statutes, which shall be incorporated into the Minutes as attached Exhibit A and filed in the Board Support Division of the Clerk’s Office.
Ordinance from the City of Clermont
Request to acknowledge receipt of Ordinance 2014-30 from the City of Clermont which annexes a parcel of land into the City limits of Clermont. This Ordinance was adopted by the Clermont City Council on December 9, 2014.
Ordinance and Resolutions from the Town of Lady Lake
Request to acknowledge receipt of the following Ordinance and Resolutions from the Town of Lady Lake:
Ordinance No. 2014-05 Resolution No. 2014-102
Ordinance No. 2014-06 Resolution No. 2014-113
Ordinance No. 2014-07 Resolution No. 2014-116
Ordinance No. 2014-08 Resolution No. 2014-117
Ordinance No. 2014-09 Resolution No. 2014-118
Ordinance No. 2014-10 Resolution No. 2014-119
Meeting Schedule for the St. Johns River Water Management District’s Governing Board
Request to acknowledge receipt of 2015 Meeting Schedule for the St. Johns River Water Management District’s Governing Board.
COUNTY MANAGER’S CONSENT AGENDA
On a motion by Commr. Campione, seconded by Commr. Sullivan and carried unanimously by a vote of 5-0, the Board approved the County Manager’s Consent Agenda, Tabs 3 - 26, pulling for no action Tabs 12, 17, and 18, clarifying the acceptance of a plat for Tab 24, and pulling for discussion Tabs 13, 14, and 19 as follows:
Community Services
Request for approval of the Lake County Board of County Commission Chairman to send a letter to the Chairman of the LYNX Board requesting the full Department of Transportation allocation of the Lake County portion of the Orlando Urbanized Area Section 5307 funds. The fiscal amount is not yet determined (last year's allocation was $396,917 - Revenue).
Request for approval of the Fiscal Year 2014-2015 Shelter Plus Care Grant to assist homeless families. The fiscal impact is $135,117 (Revenue; 100% Grant Funded).
County Attorney
Request for approval for the Clerk of the Court to release funds held to Ford of Clermont. There is no fiscal impact.
Request for approval and execution of the Third Amendment to the Agreement between Lake County and Bryant Miller Olive, P.A. for disclosure counsel services. The fiscal impact is unable to be determined at this time.
Request for authorization for staff to coordinate with a property owner on the dedication of a conservation easement to the County. There is no fiscal impact.
Request for approval to cancel the Mortgage executed by Teresa L. Pugh on November 9, 2007, and recorded at O.R. Book 3538, Page 2464, upon receipt of the $1,000 payment. Fiscal Impact: The original loan amount was $30,000; recovery will be $1,000.
Request for approval to have a Closed Session of the Board of County Commissioners to discuss pending litigation. There is no fiscal impact.
Request for approval of Addendum to Interlocal Agreement between Lake County and the City of Tavares regarding the Clerk's Record Center Building; and authorize Chairman to execute any necessary closing documents. The fiscal impact is not determinable at this time.
Request for approval to cancel the Mortgage executed by Tammy Thompson on March 17, 2008, and recorded at O.R. Book 3602, Page 0525 and re-recorded on O.R. Book 3612, Page 2128, upon receipt of the $2,500 payment. The fiscal impact: The original loan amount was $30,000; recovery will be $2,500.
Economic Development and Tourism
Request for authorization to submit a grant application to VISIT FLORIDA's Cultural Heritage, Rural and Nature to fund the 4th annual Wings & Wildflowers Festival up to the amount of $5,000. If awarded, the fiscal impact would be up to $5,000 (Revenue). This is a 50% matching grant.
Facilities Development and Management
Request for approval to award contract 15-0404, Generator Repair and Maintenance Services to CJ’s Sales and Services of Ocala, Inc. and authorize Procurement Services to execute all supporting documentation. Although the estimated annual fiscal impact is below $25,000.00, staff is requesting Board approval in case repair services during any term of the contract exceed $25,000.00.
Request for approval of contract awards under Invitation to Bid (ITB) 15-0603 to Kling Towing & Recovery Inc. (Fruitland Park), The Truck Shop Inc. (Okahumpka), Bales & Langley Towing & Recovery Inc. (Mt. Dora), and Aces Towing Inc. (Leesburg) for the provision of on call twenty-four (24) hours, seven (7) days per week towing services, and authorize the Procurement Office to execute all supporting documentation. The fiscal impact is indefinite in nature at this time. Expenditures for towing services totaled approximately $32,390 for Fiscal Year 2014.
Public Safety
Request for approval of: (1) The purchase of one structural firefighting apparatus (engine) to Pierce Manufacturing per County Contract 14-0601 in the amount of $278,201.00, and associated appropriate disposal of the apparatus being replaced (2) $100,000.00 payment from the County Property and Casualty Fund to the County Fire Fund, (3) The associated Unanticipated Revenue Resolution 2015-7, and (4) Authorization of staff to complete all necessary paperwork and related budget adjustments. The Lake County Budget Office has assigned CRC # FRD-1505 for this purchase. The fiscal impact is $278,201.
Public Works
Request for approval to award contract 15-0405 for Swale and Ditch Digging and Related Services to Thunderhole, Inc. (Hastings, FL) and Estep Construction, Inc. (Apopka, FL); and authorize Procurement Services to execute all supporting documentation. The annual fiscal impact is estimated to be $180,000. (Expenditure).
Request for approval and signature on Resolution No. 2015-8 authorizing the reduction of the speed limit from 30 MPH to 25 MPH on Interlachen Drive (4189A) in the Mt. Plymouth-Sorrento area, Section 32, Township 19, Range 28. There is no fiscal impact.
Request for approval of term and supply contract 15-0005 to D.A.B. Constructors, Inc. (Inglis, FL) for on-call road resurfacing for an initial one year period, and authorize the procurement office to execute all implementing documentation. The estimated fiscal impact for FY 2015 is $2,500,000 (Expenditure).
Request for authorization to accept a performance bond in the amount of $89,496.00, execute a Developer’s Agreement for Construction of Sidewalk Improvements between Lake County and Meritage Homes of Florida Inc., accept a maintenance bond in the amount of $38,704.36, execute a Developer's Agreement for Maintenance of Improvements between Lake County and Meritage Homes of Florida Inc. and execute Resolution No. 2015-9 accepting the following roads into the County Road Maintenance System: Gourd Neck Loop ‘Part’ (County Road No. 1468), Killarney Hills Street (County Road No. 1468D), and Florida Hills Street (County Road No. 1468E); and acceptance of the final plat. Verde Park Phase 2 consists of 50 lots and is located East of Clermont off CR-50 in Section 24, Township 22 South, Range 26 East. There is no fiscal impact.
Request for authorization to accept the final plat for Serenity at Redtail and all areas dedicated to the public as shown on the Serenity at Redtail final plat; accept a performance bond in the amount of $2,022,393.18 for construction of infrastructure, and execute a Developer’s Agreement for Construction of Improvements between Lake County and M/I Homes Orlando, LLC; accept a performance bond in the amount of $95,379.16 for installation of sidewalk, and execute a Developer’s Agreement for Construction of Sidewalk Improvements between Lake County and M/I Homes Orlando, LLC. Serenity at Redtail consists of 71 lots and is located just east of Mt. Plymouth, off of SR 46, in Section 20, Township 19 South, Range 28 East. There is no fiscal impact.
Request for authorization to release a cash surety in the amount of $18,024.00 that was posted for installation of sidewalk improvements within Pillars Ridge. Pillars Ridge consists of 28 lots and is located southwest of the City of Clermont, off of Lakeshore Drive in Section 11, Township 23 South, Range 25 East. There is no fiscal impact.
Commr. Campione pointed out that Tab 13 was utilizing tourist development money for the purpose of hosting the fishing tournament. She opined that this was a good opportunity to use the hotel tax dollars to bring events to Lake County that can draw visitors and drive economic activity.
On a motion from Commr. Campione, seconded by Commr. Parks, and carried unanimously by a vote of 5-0, the Board approved the request from Economic Development And Tourism for approval and authorization to execute the agreement between Lake County and Winnercom, Inc. The fiscal impact is not to exceed $40,000.
Commr. Campione asked for clarification on Tab 14, over the extension for the water and sewer lines from the city of Umatilla. She was pleased to see that staff had negotiated that the annexation of the property would not occur until such time as the when the city limits were contiguous, but wondered if this would come out of the Fire Department’s budget. Commr. Campione inquired whether this could be placed more in the category of infrastructure cost or economic development. She pointed out that once the lines were extended, there will be other users that will be able to benefit from them. She thought that by categorizing the request differently, there might be an opportunity to take the burden off the Fire Department’s budget.
Mr. Health responded that the cost would be part of the project. He relayed that the reasoning behind the categorization had been because of an on-going problem with wells, particularly with some of the outlying fire stations. Mr. Heath explained that due to the utilities located in that general area, it would be more cost effective over a period of years to connect to Central Water, as opposed to having to maintain and replace wells. He remarked that the fiscal impact was minimal, as the connection fee would be only $35, the rest of cost being the petition to annex the application.
Commr. Campione wondered if there was a possibility of exploring a pioneering agreement with the City of Umatilla, where they could have the benefit of putting the lines in and others then being able to access them.
Mr. Heath replied that they could talk to Umatilla about the possibility, but the current application would stand on its own.
Commr. Campione mentioned that any time there is a central water line there is an opportunity for hydrants, which would be useful for the Fire Department. She suggested that if this would create an opportunity for others to access the line, then perhaps they should set up a credit system, so that if private users come onboard, they have a way to be reimbursed.
Commr. Cadwell commented that they had been trying to build the firehouse for 6 years and that they had pushed this forward to try to do so in a timely manner.
On a motion from Commr. Campione, seconded by Commr. Sullivan, and carried unanimously by a vote of 5-0, the Board approved the City of Umatilla’s Utility Service Application (Outside of City Limits); for approval of future annexation of Fire Station 14 on CR 42 in Altoona into the City of Umatilla when the property becomes contiguous to the city boundaries and meets the statutory requirements; and for approval for County Manager to sign the Utility Service Application and when applicable, the annexation documents. The fiscal impact is $335.00.
Commr. Campione asked for clarification on what would be involved in the development of an ADA transition plan.
Mr. Sandy Minkoff, County Attorney, explained that the Parks facilities became subject to the ADA relatively recently and that part of the ADA’s plan was to examine all the facilities and determine where there were deficiencies, after which they are required to formulate a long term plan to fix those deficiencies.
On a motion from Commr. Campione, seconded by Commr. Parks, and carried unanimously by a vote of 5-0, the Board approved to award term and supply contract 14-0015 to Tindale-Oliver and Associates (Tampa, FL) for on-call ADA consulting services. Actual annual fiscal impact will be dependent upon needs, with the first year of effort including development of a Parks and Trails ADA Transition Plan at an estimated cost of $100,000. Average annual expenditures during previous years of contract performance amounted to $28,000.
PUBLIC HEARINGS
Mid-Year Grant Reconciliations
Mr. Steve Koontz, Director of Fiscal and Admin Services, gave a presentation on the summary of changes to approve for the Mid-Year Grant Reconciliation. Mr. Koontz explains that the Mid-Year Grant Reconciliation makes adjustments to the FY 2015 Adopted Budget and that the Mid-Year Adjustment makes adjustments to the Audited Fund Balances, Reserves, and other unforeseen charges after the audit in April. Mr. Koontz gave the summary of changes to approve, which included public transportation; adjustment to reflect actuals for maintenance, fuel, additional fixed route buses, and other accounting realignments; SHIP and Section 8 grants as an adjustment to reflect actuals allocation from HUD; Federal and State grants as an adjustment to reflect available balance for the TRIP grant CR466A ROW; and other adjustment grants, such as State Aid Funds for Libraries, E911, CDBG, and Parks grants. Mr. Koontz asked for approval of the Amended Budget for FY 2015 to include the Mid-Year Grant Reconciliation and for approval of the resolution adopting a supplemental budget of $352,015,960 for FY 2015.
The Chairman opened the public hearing.
There being no who wished to address the Board regarding this matter, the Chairman closed the public hearing.
Commr. Campione asked for clarification on the total of the change in Grant Reconciliations.
Mr. Koontz responded that it was $ 1,460,492.00 increase in the budget.
On a motion from Commr. Cadwell, seconded by Commr. Sullivan and carried unanimously by a vote of 5-0, the Board approved Tab 27.
Rezonings
rezoning consent agenda
The Chairman opened the public hearing.
Mr. Chris Schmidt, Manager of Planning and Community Design with the Growth Management Department, displayed on the monitor the day’s advertisements for the day’s public hearing. Mr. Schmidt then asked the Board for the approval of the Consent Agenda Tabs 1, 2, and 3 which had been unanimously approved by the Planning & Zoning Board on January 7, 2015.
There being no who wished to address the Board regarding this matter, the Chairman closed the public hearing.
On a motion from Commr. Sullivan, seconded by Commr. Parks, and carried unanimously by a vote of 5-0, the Board approved the request to revoke Planned Commercial (CP) Zoning Ordinance #2001-84 and establish a Planned Industrial (MP) zoning district to allow light manufacturing uses and limited commercial and retail services on property located north of State Road 50 in the Mascotte area.
Budget Workshop
Mr. Koontz presented to the Board an overview of the budget process and the budget workshop schedule. He defined a budget as a statement of the financial position of an administration for a definite period of time based on estimates of expenditures during the period and proposals for financing. He explained that the purpose of a budget is to balance revenues and expenses. Mr. Koontz related that revenue is made up of taxes, user fees, permit fees, fund balance, bond proceeds, and other miscellaneous revenue, while expenses include things such as position costs, operating costs, capital equipment, capital projects, and reserves. Mr. Koontz clarified that a budget serves a number of purposes. Firstly, it serves as a Financial Plan, which is a plan of what is projected to be received in revenue, as well as how much will be spent over the same time. It is also an Operations Guide, which is used as a tool by organizations to guide operations, as well as capital expenditures. He reported that a budget also serves as a Policy Document, which provides information on goals, objectives, service levels, challenges, trends, and policies. Finally, it also serves as a Communications Device, which communicates to the Board and the public what is being done with tax revenues.
Mr. Koontz explained that Florida Statutes help to guide the budget and there are numerous Florida Statutes that address budgeting, such as Chapter 129, which establishes guidelines for the County Annual Budget and Chapter 200, Determination of Millage. These Statutes also require that the budget must be balanced, define the budget process, establish the budget amendment process, define the budget system, define the fiscal year, establish that it is unlawful to overspend the budget, and dictates that the budget shall conform to the State’s uniform chart of accounts. He related that the other professional standards and requirements that guide the budget are the Generally Accepted Accounting Principles (GAAP), which are the standards and commonly accepted ways of recording and reporting accounting information, and the Governmental Accounting Standards Board (GASB), which is the highest source of accounting and financial reporting guidance for the State and Local government. The Standards ensure consistency and governs the preparation of the comprehensive annual financial report (CAFR). Mr. Koontz remarked that Lake County has been recognized for both the Budget Document and the CAFR by the Government Financial Officers Association (GFOA), a renowned organization that has established a collection of practices that identify enhanced techniques and effective strategies for state and local government practitioners.
Mr. Koontz gave an overview of what the millages are and what they are used for. The Lake County Countywide Millage is levied on all property in Lake County and funds the General Fund; the Lake County Ambulance MSTU is levied countywide through agreements with cities and is used for Ambulance and Emergency Medical Services; the Lake County Stormwater, Roads, and Parks MSTU is levied in unincorporated Lake County, with 87 percent going to Parks and 13 percent going to Stormwater; the Lake County Fire MSTU is levied in unincorporated Lake County and includes Astatula, Howey, & Lady Lake; and the Lake County Public Lands-Voted Debt is levied countywide and supports debt service environmentally sensitive lands. He clarified that millages make up about one third of the County’s revenue. Mr. Koontz demonstrated an example of how the Countywide Property Tax is calculated, taking the assessed value minus the homestead exemption to get the taxable value, which is then divided by 1,000 and then multiplied by the millage rate. Mr. Koontz defined the Rolled-Back Rate as the millage rate when multiplied times the tax roll, exclusive of new construction, would yield the same amount of revenue as was collected in the previous year. He explained that under normal circumstances the rolled-back rate would be lower than the previous year’s millage levy as the tax roll rises.
Mr. Koontz illustrated the budget process the Budget Office goes through. He explained that there are four phases that are spread out over the course of the year. From October to February is the Planning Phase, which involves developing a Budget Calendar, the Board Retreat, and generating 5-Year Projections. After that, there is the Preparation Phase from February to June, which has the Budget Kickoff where Budget manuals are distributed, work sessions are scheduled with the County Manager, Certified Values are given, and the proposed budget is created. During the Review Phase in July through August, the proposed budget is presented to the Board and published for public review, as well as setting the tentative millages. The last phase is the Adoption Phase during September, where the Budget is presented at two public hearings and then adopted by the Board.
Mr. Koontz displayed on the monitor the definitions of the six major fund types used in the Budget Process. The General Fund is the least restrictive of the County funds and is the only fund that can be used for all County purposes; the Special Revenue Funds includes proceeds of very specific revenues that require separate accounting such as the Fire Rescue Fund and the Building Services Fund; the Debt Service Funds include programs such as the Public Lands Program and the Expansion Projects Debt Service; the Capital Funds which include Renewal Sales Tax Capital Projects and Public Lands Capital Program; the Enterprise Funds go toward the Landfill Enterprise Fund; and the Internal Service Funds are used for programs such Fleet Management and Employee Group Benefits. He explained that the Budget process categorizes expenses into four major groups which were Personal Services for salaries and benefits; Operating Expenditures for office supplies, fuel, and contracts; Capital Expenditures for equipment and vehicles; and Reserves. Mr. Koontz explained that Capital Improvement Projects can be set up on a five-year plan which includes funding sources and operating costs of finished projects and may also include unfunded projects. He elaborated that the Five Year Plan is approved through a separate process and adopted annually as a plan to be included in the adopted budget. Types of CIP Projects include Roads, Intersections, Jails, County Facilities and Buildings, Parks and Athletic Fields, Drainage, and Landfills.
Mr. Koontz related that the budget method they use is a Line Item Budget, which is based on Board priorities and evaluation of past expenditures. It focuses on items being bought or paid for, such as travel, office supplies, and fuel, and tracks how much is spent on such items. Mr. Koontz explained that the Fund Balance is also known as Cash Brought Forward, which is the excess of revenues over expenses within a fund for the fiscal year. This is considered as a revenue source for funding operations or projects during the next budget development. Mr. Koontz related that there are also the Reserves, which is an amount set aside, that can be appropriated to meet unexpected needs. He clarified that while there is no statutory minimum Reserve level, Board policy dictates General Fund Reserves of 7 percent to 12 percent and all other funds are evaluated in order to keep Reserves at reasonable and appropriate levels. He explained that the Fund Balance can only be estimated to 95 percent per Florida Statutes, but this gives a degree of conservativism and prevents overspending. He specified that the number used to estimate may change at mid-year, which is why there is a Reconciliation.
Mr. Koontz commented that the Purchase Order Carryforward is a significant item in the budget, which he defined as a purchaser’s written document to a vendor formalizing all the terms and conditions of a proposed transaction, such as a description of the requested item(s), delivery schedule, terms of payment and transportation. Mr. Koontz explained that a Purchase Order encumbers the funds for a good or service and is reduced or closed once the good or service is received, which in some cases, the good or service may not be received until the next fiscal year and the open purchase order will need to be carried forward. Mr. Koontz elaborated that Policy LCC-93 establishes an outstanding purchase order reserve for each fund, which are calculated based on an analysis of the timing of the receipt of goods and services, and these analyses and adjustments happen three times during the budget process. Purchase Orders are then administratively rolled in the new fiscal year. Mr. Koontz gave an example of this process using the purchase of the fire truck that was on the day’s Agenda.
Mr. Koontz related that one of the primary things dictating the budget calendar is the TRIM Timetable from Chapter 200, which he displayed on the monitor, demonstrating which agencies need what information by which dates and how that corresponds to the budget calendar. Mr. Koontz displayed the Fiscal Year 2016 budget calendar on the monitor highlighting several important dates, such as the Budget Kickoff on February 3rd and the Adoptions of Millages for the TRIM on July 21st. Mr. Koontz concluded with displaying the slated Budget workshops on Feb. 10th for Millages and Revenues and June 23rd for the Budget Summary, Property Values, & Constitutional Budgets, as well as a few tentative workshop suggestions for Libraries, Solid Waste and Landfill, and Inmate Medical.
Commr. Connor asked for the input of the other commissioners about any suggestions or improvements for the Budget calendar and workshops. He opined that they wanted to make sure they are very thorough this year.
Commr. Campione suggested it might be helpful to expand the chart used for the millage applied with a homestead, perhaps adding more examples to give more context of the impact of millage rate changes, as well as a County and Property millage, and to then pick the highest and lowest millages of Lake County cities, in order to get a better feel for what the millages are countywide. Commr. Campione noted that perhaps a commercial property charge should also be added to the chart, so those values could be seen without a homestead exemption, which would tell them how much the larger employers, the smaller businesses, and other commercial businesses are paying.
Commr. Campione clarified that the minimum reserve fund requirement of 7 to 12 percent set by Board policy only applied to the General Fund and questioned if the reserves in other funds could be used to meet the 7 to 12 percent requirement. She noted that the reserve requirement was a policy decision that the Board makes per fund.
Mr. Koontz replied that generally the reserves in the other funds are restricted for use within what they have been collected for and so would not be able to be transferred to another fund. He commented that the staff tries to be mindful of appropriate reserve amounts when putting together the recommended budget.
Commr. Campione commented that particular funds and capital improvements that have been projected out maybe five or ten years would have reserves.
Mr. Koontz agreed and pointed out that especially if a project was going to be carried out over multiple years, it would need reserves to fund the future years for that particular project.
Commr. Campione clarified that there was a reserve policy for staff to go through and look for outstanding purchase orders that they think will still be open at the end of the year. She opined that perhaps it would be helpful to have a printout of those numbers for the budget process and workshop.
Commr. Campione inquired if the actual bond issue was part of the Public Lands bond referendum, so that when the bonds were issued, the millage couldn’t go over a certain amount and then it was projected what debt service needs would be.
Mr. Minkoff replied that the only reason for the referendum was to give the ability to borrow money. He commented that the only question in the referendum was if they could issue bonds that they had pledged property tax for, so it is limited in that way. Mr. Minkoff explained that the Board has the authority to purchase lands for preservation using other funding, so the only issue in the referendum was to approve the borrowing of money.
Commr. Campione asked if there could be another borrowing under that referendum between now and when that time period expires, to use that funding source to build another project for example.
Mr. Minkoff answered that the referendum had a limit, so it would need to be verified that the limit hadn’t been reached. Mr. Minkoff pointed out, however, that the outstanding bonds now are the first pledge on that revenue, so even if a second borrowing was feasible, it would be difficult to get someone to lend the money because it would put them in second position. He noted that when the bond issue was done, it had been set at the highest amount they could borrow using the projected revenues.
Commr. Campione commented that the cap on the millage had significantly decreased.
Mr. Minkoff explained that the millage cap in the referendum had never been close to being reached, so the millage set each year was timed only to pay the debt.
Commr. Campione clarified that the payments are projected to be paid off in the year 2036. She opined perhaps in the future, they could ask the voters if they would support using the balance left by the cap to fund a particular trail or other improvement associated with public land.
Mr. Minkoff mentioned that they were looking into the possibility of refinancing the bonds, as interest rates had moved in a favorable way. He agreed that the question could be looked into during the refinancing.
Commr. Campione noted that the presentation had addressed the accounting side of the budget process, which was extremely important, but that there was also the operational side of things, which involved how decisions were made about how much was distributed operationally into each department. Commr. Campione commented that a previous criticism the Board had received was regarding the public’s ability to gage if the amount of money being put into a department was being used as efficiently as possible, and she opined that it might be helpful to demonstrate how those determinations are made. Commr. Campione relayed that another suggestion she had heard had been to look at other counties that have a similar per capita expenditure and see how they compared in certain areas, such as the median income and the housing crisis. She opined that she believed the departments were run efficiently, are very good at defining their goals and objectives, gives the Board regular updates, and tracks what they are trying to accomplish with the funds they have. She noted that their process is similar to zero based budgeting and related that someone had suggested using 6 Sigma as a possible operating standard that they could implement to help evaluate if everything was being done as efficiently as possible. Commr. Campione concluded that she had wanted to raise these points as possible ideas to discuss for the workshops.
Commr. Parks commented that he was happy with the schedule and that he supported having as much transparency and discussion about it as possible. He suggested getting the word out about the budget process, perhaps with more press releases or with vignettes of the recorded meeting to be posted on the County website. Commr. Parks agreed with Commr. Campione about benchmarking and comparing with other counties to help with the decision making process.
Commr. Sullivan opined that the workshops were very helpful to them as policy makers as they move through the process. He noted that one of the few ways to measure economic development is to compare the difference between the revenues they get from commercial versus residential millages, and he commented that it was important to set policy early out.
Commr. Cadwell suggested perhaps separating the topic of the Parks and Stormwater MSTU/ Public Works into separate workshops so as to not pit the two against each other.
Mr. Heath explained that the logic behind the grouping was to do the MSTU on the same day because it is connected to Public Works, in that they split the MSTU. He related that the other consideration was that this was the non-road program component of Public Works, so it would be a relatively small presentation in comparison to the one on roads that will be done in August. Mr. Heath clarified that Public Works receives 13 percent of the MSTU and that the rest went to Parks. He specified that the combined workshop would address this percentage.
Commr. Campione suggested that perhaps the Public Works workshop should be held earlier.
Mr. Health commented that that was a possibility. He explained that he had been concentrating on the aspects of Public Works that impact the General Fund. He noted that the list of workshops did not include the small departments, whose operations cost are effectively rounding errors in the budget.
Commr. Cadwell asked if the commissioners could receive an email about what would fall under Public Works in order to facilitate a well thought-out discussion later.
Commr. Campione remarked that the Board was imposing the millage associated with EMS when they are also on the EMS Board. She inquired if there should be an EMS workshop held jointly with the BCC and inviting the rest of the EMS Board so as not to exclude them.
Commr. Sullivan suggested bringing these issues up at the EMS Board Meeting.
Commr. Cadwell clarified that the issue was wanting to bring all the department budgets up at the same time, since it effects what the Board has to approve, but the format it was done in would be with the EMS Board.
Commr. Connor mentioned that he agreed with the suggested transparency, and that such a meeting should be held in County Commission Chambers, televised with the full Board. Commr. Conner commented that he appreciates the conservative projection of revenues and he agreed that it is a good plan to have healthy reserves. He remarked that he agreed with Commr. Campion about including higher priced residential and commercial millages and would also like to see comparisons with the surrounding counties.
Recess & REASSEMBLY
The Chairman announced at 10:37 a.m. that there would be a twenty minute recess.
Departmental Business
county manager
purchase agreement
Commr. Campione declared a conflict, as she had hired Farner Barley to do survey work for her recently.
Mr. Bill Veach, Deputy County Manager, gave a presentation on the purchase of two properties that would facilitate the relocation of the Public Works office. He relayed that the purpose of this presentation is to provide information regarding the Purchase Agreement with Mr. Robert Farner, Mr. William Barley, and Ms. Zoe Ann Barley for property located at 323 and 350 North Sinclair Avenue in Tavares. Mr. Veach explained that the lease on the current location of Public Works at 437 Ardice Avenue in Eustis expires June 30, 2015. He reported that the building has been a leased facility since 2006 and that the building is 15,000 square feet and costs $180,000.00 per year to lease. Mr. Veach related that some of the existing challenges associated with the current location include a lack of security, particularly in the parking lot at night, and the fact that it is not centrally located to the main campus. He also noted that it has had continuous HVAC issues, and has an inefficient use of space. He remarked that leasing the Ardice facility was a temporary fix, but planning has been underway for a permanent facility. He explained the opportunity for a permanent solution with the two possible new locations at 350 N. Sinclair Avenue or 323 N. Sinclair Avenue, which are both in close proximity to the governmental complex and the parking garage. Mr. Veach highlighted the advantages with the two facilities, such as enhanced customer service, both internally and externally and that both locations are centralized to their overall operations. He noted that they were better located for the Public Works Operations, were in closer proximity to their offices at Solid Waste and Road Operations, and were the right size for the Public Works Operation. He remarked that the purchase would also eliminate the need for an $180,000.00 a year lease payment.
Mr. Veach presented the fiscal impact of the relocation. He explained that the contract price was $1 million, which was $100.00 per square foot, and that it was appraised at a value $1.13 million. He related that the contract provides for no interest over 3 years and that the payment schedule would be $300,000.00 at closing and three annual payments of $233,000.00 each. He explained that the total cost of closing costs, moving cost, and HVAC and Telecommunications cabling installation are estimated to be $75,000.00 or less. He reported that the staff analysis was that relocating would enhance efficiency of operations, and the purchase price would be recouped in five years. Mr. Veach explained that this could be funded by County Transportation Trust Fund and would therefore mean no general fund, property tax, or sales tax dollars would be included in the purchase of these two facilities.
Mr. Veach concluded that the next steps would be to plan and facilitate the move and then to relocate Housing Services staff, based on their client base’s needs. He requested approval of the contract to purchase buildings and approval of the budget transfer from County Transportation Trust Fund reserves.
Commr. Campione clarified that the new location is 9,000 square feet, in comparison to the current location’s 15,000 square feet.
Mr. Veach indicated that staff considered the size to be appropriately sized for their operations and that the layout was more efficient than at the current property. He clarified that there is a parking facility at the new location for customers, but that employees would park on the 3rd floor and up in the parking garage.
Commr. Sullivan commented that such a move would support their goal of getting County facilities out of leased property and to consolidate them into a central location to build the main campus up. He opined that the use of the County Transportation Trust Fund was a bit of a concern, but considers it a good use of the money.
Commr. Cadwell mentioned that relocating Public Works to the campus would be much more efficient and less confusing for citizens needing to do business there.
Commr. Connor opined that the relocation would make financial sense, as he considers paying for leased property to be an inefficient use of money.
Mr. Heath clarified that the Housing Services Staff would be relocated based on their clients, somewhere between Tavares and Leesburg. He explained that Housing Services received grant money to pay for their rent, and so they would not have to subsidize from the General Fund for their relocation. He clarified that the long-term plan was to find a space for Housing Services on the campus.
Mr. Minkoff relayed that the Pruitt Williams complex will be made available for them after the Judicial Center is complete.
On a motion from Commr. Sullivan, seconded by Commr. Parks, and carried by a vote of 4-0, with Commr. Campione abstaining, the Board approved the request for approval of the Purchase Agreement with Robert Farner, William Barley and Zoe Ann Barley for property located at 323 and 350 North Sinclair Avenue in Tavares, subject to County Attorney approval of final survey and title work; approved Budget Transfer BUA 2015-04.223; and authorized for the Chairman to execute any necessary closing documents. The fiscal impact is $1,075,000 ($375,000 for FY 2015) from the Gas Tax Fund.
Public Safety
Comprehensive Emergency Management Plan Update
Mr. Tommy Carpenter, Lake County Emergency Management, delivered a presentation on the Lake County Comprehensive Emergency Management Plan Update. He related that the purpose of the presentation was to provide an overview of the Lake County Comprehensive Emergency Management Plan (CEMP) and approval process. He gave a brief overview of the major disasters that have directly impacted how Emergency Management writes, maintains, and updates Lake County’s plan. Mr. Carpenter explained that in 1992, the effects of Hurricane Andrew set forth the process of how Florida counties get their Emergency Management Plans updated and approved annually, and also provided a steady stream of funding from the state to Florida Emergency Management programs to help them better provide resources to maintain robust, comprehensive Emergency Management Plans. He specified that the effects of the September 11 attacks of 2001 broadened the scope of Emergency Management away from natural disasters and severe weather to include man-made disasters and terrorism and started the federal funding stream.
Mr. Carpenter defined the Comprehensive Emergency Management Plan, or CEMP as a “living” all-hazards plan that establishes the framework to prepare, mitigate, respond to, and recover from disasters, that also outlines the roles, responsibilities, and coordination mechanisms for all levels of government and County stakeholders. He displayed a list of some of the organizations that would fall under the umbrella of County stakeholders, such as the BCC Departments, Constitutional Offices, Municipalities, Health Department, Lake County Schools, Lake EMS, and Lake Hospitals. He explained that State requirements and criteria mandate the CEMP to be organized into five parts: the Basic Plan, the Recovery Functions, the Mitigation Functions, the Emergency Support Functions or ESFs, and the Appendices. He stated that the Basic Plan outlines the general purpose and scope, outlines coordination and collaboration amongst the County stakeholders, presents the concept of operations, and describes the BCC responsibility for providing direction and control during large-scale disasters. He explained the Recovery Functions are coordinating local, state, and federal entities to move forward recovery efforts, managing short term recovery efforts such as utility restoration and debris removal, managing post-event sheltering operations, and managing long-term recovery efforts such as housing and community restoration. He reported that Mitigation Functions are the process to reduce the county’s vulnerability to the impacts of disasters before they happen by utilizing information from the County’s Local Mitigation Strategy (LMS).
Mr. Carpenter explained that the Emergency Operations Center (EOC) functions is organized into two parts; the Executive Policy Group (EPPG), which provide guidance and oversight to County Emergency Operations, and Emergency Support Functions (ESFs), which carry out the objectives set forth by the EPG. Mr. Carpenter reported that the Executive Policy Group is made up of the Chairman of the BCC, Sheriff, County Manager, County Attorney, Public Safety Director, Superintendent of Lake County Schools, Health Department Administrator, and any municipality or agency executive and/or director as needed. He noted that the EPG is the decision making group for the County and provides guidance and sets objectives that EOC staff carries out and that the BCC Chairman is the lead of the EPG, while the Public Safety Director acts as the liaison between EPG and the Emergency Support Functions. Mr. Carpenter related that the Emergency Support Functions direction is provided by the Emergency Management Division Manager and are the subject matter experts who work through all four phase of emergency management to take care of the issues. He reported that Lake County has 22 ESFs and that the municipal representatives work hand-in-hand with ESFs in carrying out what has to be done before, during, and after disasters. Mr. Carpenter displayed on the monitor the list of the 22 ESFs and pointed out the changes made by the update, notably in ESF 13 Military Support, with the Sheriff’s office now included as a lead agency in coordinating those functions and in ESF 17 Animal Support, now that the Sherriff’s office has responsibility of those services. He commented that each of the 22 ESFs has its own plan that outlines the lead and supporting agencies for each of the subject matter experts and what they do. Mr. Carpenter explained that the Appendices include the County’s Organizational Chart, lists the County’s Primary Risk Shelters, and provides the Sample Public Service Announcements, the Sample Declaration of Local State of Emergency, and the Statewide Mutual Aid Agreement.
Mr. Carpenter related that the CEMP is an operations-oriented plan that is required by Chapter 252 of Florida Statutes and Florida Administrative Code 27P. He reported that by Statute, all County Emergency Management offices have the responsibility to develop and update the CEMP, ensure annual review by supporting agencies, and evaluate annually through participation in real-world responses, special events, and training and exercises. He explained that Florida Administrative Code requires that each County Emergency Management Office have their CEMP be reviewed and approved every four (4) years by the Florida Division of Emergency Management (FDEM). He related that Lake County updated the CEMP from the 2002 criteria to the 2012 criteria and that an additional 24 items were required in the updated 2012 criteria. He related that the office had worked with the East Central Florida Regional Planning Council to update the CEMP, with input provided by the County stakeholders. Mr. Carpenter reported that local approval of the updated plan began when staff began working with the Regional Planning Council for the update as part of the plan, and accomplished when a concurrence page had been signed by the constitutional officers and supporting agencies. Mr. Carpenter explained that the Emergency Management office submitted the revised and updated document to FDEM on October 31, 2014 and received state approval occurred on November 12, 2014. He relayed that from the date of state approval, Lake County has 90 days to adopt the CEMP by resolution. He requested for the BCC to approve the Resolution to adopt the 2014 update to the Lake County Comprehensive Emergency Management Plan.
Commr. Sullivan opined that he was very impressed with the plan. He noted that he had been a part of the EOC during Hurricane Andrew and related that the current plan was much improved.
Commr. Campione thanked Mr. Carpenter for being so thorough and for helping each of the commissioners understand the aspects of the plan. She inquired how often mock training exercises were run and if the Sherriff’s department coordinated with them on training.
Mr. Carpenter responded that there was a multi-year training exercise plan in place, but special events were primarily used for training, in order to be cost effective. He relayed that the Sherriff’s department usually organized their own training separately as it is a law enforcement requirement, but they do work with the Sherriff’s department and have been deployed with them. Mr. Carpenter clarified that they received state and federal grants for training for terrorist situations. He responded that they typically worked regionally, but are continually trying to have the larger training exercises happen in Lake County.
On a motion by Commr. Campione, seconded by Commr. Parks, and carried unanimously by a vote of 5-0, the Board approved Resolution No. 2015-11 approving the 2014 update to the Lake County Comprehensive Emergency Management Plan (CEMP). There is no fiscal impact.
other business
APPOINTMENTS TO Mpo Bicycle & Pedestrian Advisory Committee
On a motion by Commr. Cadwell, seconded by Commr. Sullivan and carried unanimously by a vote of 5-0, the Board approved the appointment of Mr. John Harrison to the Lake-Sumter Metropolitan Planning Organization Bicycle & Pedestrian Advisory Committee to complete a two-year unexpired term ending December 31, 2016.representing District 4.
APPOINTMENTS TO THE board of adjustment
On a motion by Commr. Sullivan, seconded by Commr. Parks and carried unanimously by a vote of 5-0, the Board approved the reappointments of Mr. Peter Caracciolo representing District 2 and Mr. Lloyd Atkins Jr. representing District 4, with Mr. Donald R. Schreiner and Ms. Catherine Hanson to serve as At-Large members to the Board of Adjustment to serve four-year terms ending January 31, 2019
APPOINTMENTS TO THE BOARD of building examiners
On a motion by Commr. Cadwell, seconded by Commr. Parks and carried unanimously by a vote of 5-0, the Board approved the reappointments of Mr. William E. Larson representing District 2 and Mr. Joseph M. Quinn representing District 5 to the Board of Building Examiners to serve four-year terms ending January 14, 2019.
APPOINTMENTS TO THE Affordable Housing Advisory Committee
On a motion by Commr. Sullivan, seconded by Commr. Cadwell and carried unanimously by a vote of 5-0, the Board approved the execution of Resolution No. 2015-12 reappointing the following individuals to positions on the Affordable Housing Advisory Committee to serve two year terms ending November 30, 2016: Carl Ludecke as a resident who is actively engaged in the residential home building industry in connection with affordable housing; Gerardo Suarez, Jr., as a resident member who is actively engaged in the banking or mortgage banking industry in connection with affordable housing; Ken Thomas, a resident who is designated as an advocate for low-income persons in connection with affordable housing; Richard X. Gonzalez, as a representative who actively serves on the Local Planning Agency; and Phyllis Dallinga as a resident who is actively engaged as a real estate professional in connection with affordable housing.
COMMISSIONER DISCUSSION/ACTION ITEM
New Beginnings/Woodwinds Project Funding
Commr. Sullivan related that there was a request for a funding match for the New Beginnings/Woodwinds project, and noted that the request had already been approved by the City of Clermont. He added that it is a very competitive program, with this project seeking $15 million to provide workforce housing for 104 units, with the County’s contribution being $37,500.00, which will initially have to come out of the General Fund but should be available in the next SHIP and LHAP funding. He explained that this will be returned to the County and that one of the issues with LHAP and SHIP funding is that it has been so low, there hasn’t been any room for leeway. Commr. Sullivan mentioned that this year’s priorities need to be reset so that by the time this money becomes due, the funding from the Housing Authority will hopefully be available. He pointed out that the $37,500.00 needed to be committed to the building of this project so they can get into the process to get the federal money for it. He specified that he supported this request because it makes sense for what Lake County is trying to accomplish, has already been approved by the City, and meets a need that the County has.
Mr. Heath clarified that the commitment was to guarantee the money by agreeing to budget for it in the future, since the difficulty lay with the timing. He explained that the Housing Advisory Board will have to amend the LHAP to be able to use the SHIP funds, which will take time, and in the meantime, they are guaranteeing the money with the General Fund. He specified that there would not need to be a budget transfer, so the hope is by the time the applicant has gotten the award, the LHAP will have been amended to utilize SHIP funds for the project and would not have any impact on the general fund.
Commr. Sullivan clarified that the Affordable Housing Committee would support the project. He pointed out that it is a process that has to be done and the project needs a set funding source of $37,500.00 in order to commit to the project. He explained that by the time the money becomes available, it will have been worked through the Affordable Housing Committee to come back as part of the SHIP funding.
On a motion by Commr. Sullivan, seconded by Commr. Parks and carried unanimously by a vote of 5-0, the Board agreed to support the New Beginnings/Woodwinds project and local housing assistant plan and to authorize a letter of commitment from the Board.
Kiwanis International Day
On a motion by Commr. Sullivan, seconded by Commr. Cadwell and carried unanimously by a vote of 5-0, the Board approved Proclamation No. 2015-6 proclaiming January 21, 2015 as Kiwanis International Day
Florida Advanced Manufacturing and Research Center Project
Commr. Campione voiced her concern about the possible confusion this might cause with regard to their request for the Advanced Manufacturing Center at Lake Tech. She also expressed her hope to explore opportunities to be involved but also benefit the Lake Tech Advance Manufacturing Center.
Mr. Robert Chandler, Economic Development and Tourism Director, commented that the two had complimentary uses; the Florida Advanced Manufacturing Center would act as a research lab and bring in people who use sensor technology, with the lab itself developing those technologies to advance that technology. He explained that the Advanced Manufacturing Center at Lake Tech would train a labor force to occupy those jobs spun off from the Center, and will benefit the Center for Advanced Manufacturing by providing more job opportunities. Mr. Chandler clarified that there have been talks with the High Tech Corridor Council to access funding for the Lake Tech Center for Advanced Manufacturing and will be pursuing any opportunity for funding that can be found.
On a motion by Commr. Cadwell, seconded by Commr. Sullivan and carried unanimously by a vote of 5-0, the Board approved a letter of support from the Chairman for the Florida Advanced Manufacturing and Research Center project.
Appointment of Chairman of the Tourism Development Council
On a motion by Commr. Parks, seconded by Commr. Campione and carried unanimously by a vote of 5-0, the Board approved Resolution No. 2015-13 for appointment of Commr. Cadwell as the TDC Chairman.
REPORTS - COMMISSIONER PARKS - VICE-CHAIRMAN AND DISTRICT 2
read across america
Commr. Parks remarked that most of the Board would be attending Read Across America on January 28, which he was looking forward to.
ordinance update
Commr. Parks asked for an update on an ordinance to protect the property owners who live near properties which are not being managed correctly, specifically golf course and other vacant parcels.
Mr. David Heath, County Manager, responded that it was slated to be discussed on the March 24th meeting.
bcc retreat
Commr. Parks thanked the Chairman for hosting the retreat on January 20th and relayed that he appreciated the time to talk and hear the other commissioners’ input.
reports – commissioner campione – district 4
Mt. Plymouth Community Redevelopment Agency
Commr. Campione related that she had attended the Mt. Plymouth Community Redevelopment Agency meeting January 13 where she served as the Board’s liaison. She noted that they would have a presentation to show on February 24th.
Central Florida Alliance meeting
Commr. Campione reported that she had attended the Central Florida Alliance on behalf of the MPO and that there had been a joint meeting on January 22nd with Career Source.
reports – commissioner cadwell – district 5
read across america
Commr. Cadwell mention that he would be Attending Read Across America as well, where he would be reading to Eustis Heights Elementary students
tdc workshop.
Commr. Cadwell relayed that he had attended the TDC workshop, though there had not been a quorum present, and so no motions were passed. Commr. Cadwell also commented that the TDC Board had been given a preliminary viewing of the new Tourism website, which he had been very impressed by.
reports – commissioner conner – district 3
edc kickoff
Commr. Conner remarked that the EDC was having a kickoff in New York City for the new branding campaign and nominated Commr. Parks to represent the Board there.
ADJOURNMENT
There being no further business to be brought to the attention of the Board, the meeting was adjourned at 11:58 a.m.
_________________________________
jimmy conner, chairman
ATTEST:
________________________________
NEIL KELLY, CLERK