REGULAR MEETING OF BOARD OF COUNTY COMMISSIONERS
July 12, 2016
The Lake County Board of County Commissioners met in regular session on Tuesday, July 12, 2016 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: Sean Parks, Chairman; Welton G. Cadwell, Vice Chairman; Timothy I. Sullivan; Jimmy Conner; and Leslie Campione. Others present were: David Heath, County Manager; Melanie Marsh, County Attorney; Wendy Taylor, Executive Office Manager, County Manager’s Office; Neil Kelly, Clerk of Court; Kristy Mullane, Chief Deputy Clerk, County Finance; and Angela Harrold, Deputy Clerk.
INVOCATION and pledge
Commr. Parks commented that the summer of 2016 had been difficult and a period of time that will be in the history books due to the violence that has taken place across the country. He asked for a moment of silence to remember the officers killed and wounded in the Dallas shooting and their families.
Pastor Brooks Braswell from the First Baptist Church of Umatilla gave the Invocation and led the Pledge of Allegiance.
Mr. David Heath, County Manager, stated there were no updates to the agenda.
On a motion by Commr. Conner, seconded by Commr. Campione, and carried unanimously by a vote of 5-0, the Board approved the Minutes of May 17, 2016 (Regular Meeting) as presented.
Mr. Robert Anderson, Human Resources Director, recognized employees who have reached significant milestones in their career with Lake County, as follows:
Mario Chatman, Hazardous Waste Technician (Not Present)
Public Works/Environmental Services Division/Solid Waste-Hazardous
Dorothy Keedy, Community Services Director
Brian Sheahan, Community Safety & Compliance Director
Community Safety & Compliance
Ralph Rousseau, Library Page (Not Present)
Public Resources/Library Services Division/Cagan Crossings Library
Linda Green, Office Associate V
Community Services Administration
James Stivender, Public Works Director
citizen question and comment period
Mr. Bob Albers, owner of Laura’s Flea Market and Storage, expressed his frustration with the permitting process. He noted that they have tried to get the process completed for two and a half years, and there have been many issues through the different departments trying to get it completed. He stated that he received his approval on June 28, 2016, which prohibited rental of the commercial structure for self-storage purposes. He commented that he cannot accept that and opined that the County is against progress in Astor. He stated he feels mislead by the Lake County Fire Department regarding whether the property meets fire safety requirements and stated he was held up for the first year when trying to submit plans to the Planning and Zoning department. He said that because of the delays, he was threatened with $15,000 fines twice, and he remarked that he has driven from Astor many times trying to get the project completed through the various departments. He related that he has done everything he has been asked to do; he has paid all of the permit fees but has been continuously held up. He said that he was instructed to have his engineer call into the County and does not understand the need for that as he is the owner of the property and project and knows all of the specifics. He noted that Planning and Zoning instructed him to contact the County Attorney, and he was unsure why that was necessary. He opined that the departments are not assisting him so that projects can be completed and that he will have to keep returning to get his project completed.
Commr. Parks stated that he spoke with the County Attorney, and there will be special attention given to the matter and it will be reviewed again.
Ms. Melanie Marsh, County Attorney, stated that she spoke with Mr. Albers and indicated that the matter and the zoning ordinance will be reviewed again, and she will contact him by Friday, July 15, 2016.
Mr. Vance Jochim, a writer of a blog on fiscal responsibility, presented to the Board a copy of the City of Tavares expenditures as a suggestion to help the Board have more thorough budget workshops and presentations. He opined that the presentations in the current budget workshops do not show trends from previous years, pointing out that there is no indication of rising healthcare costs to make the budget presentation more thorough. He suggested showing a three year trend that in the future would be more helpful for the decision making process.
Commr. Parks commented that it was a valid point, adding that the Board does have direct access to the budgets for every department that do show the trends from previous years.
Mr. Frank Fernandez, a Lake County resident, read a letter to the Board that expressed concern over the proposed Extreme Groves, LLC annexation through the City of Clermont. He read that on May 17, 2016, Extreme Groves, LLC withdrew their application from Lake County for a change in zoning and development and then two weeks later applied for annexation and development with the City of Clermont. He stated that after many phone calls, they were able to meet with Clermont City Manager, Mr. Darren Gray, and they were able to express their concerns and present to him the proposed project’s shortfalls and safety concerns. He noted that to date none of the City of Clermont council members have returned their phone calls, and he feels that the residents do not have a voice within Clermont. He opined that the City of Clermont seems to be approving developments and businesses indiscriminately without care for existing infrastructures and/or damages that the increased density would cause. He stated that he felt that Lake County asked important questions and made recommendations to the developer, and he opined that the builder may have felt that the process was too labor-intensive so they took their request to a municipality that would give them the ability to develop with less checks and balances. He feels this is a breakdown in government policy. He asked for the Board to speak out on the Lake County residents’ behalf and stop the annexation.
Mr. Tom Graham, a resident of Winter Garden, stated he has lived on Flynn Court for 12 to 13 years, and his property is rural and has an agricultural exemption. He said that World Champion Paint Horses and exotic birds are bred on his property, and he presented to the Board photos of the horses and birds and noted that the birds on the property are classified as critically endangered. He stated that he has concerns over the safety of the breeding program and the effect building a subdivision that close to the property will have on the endangered birds. He added that the City of Clermont has never built next to an agricultural property before, and he does not feel that the city is aware of the proper setbacks. He feels that the access requested by Extreme Groves for 1,900 vehicles a day on Flynn Court is too much. He requested that the Board speak out against the annexation for the residents in the area.
Ms. Susan Yawn, a resident of Winter Garden, stated that she has lived on Flynn Court for 24 years, has an agricultural exemption for her property and faces Hartwood Marsh Road. She stated that because she faces this road she sees the traffic and the pot holes on the road and opined that additional vehicles will hurt the road further as well as the area. She asked for the Board to intervene on the residents’ behalf in regards to the annexation application by Extreme Groves, LLC to the City of Clermont.
Ms. Yanette Moyano, a resident of Lake County, stated that she lives on Flynn Court adjacent to the Extreme Groves parcel and noted that she had been before the Board previously. She reiterated that Extreme Groves withdrew their application with the County, which she reported was due to them needing more time; however, two weeks later they filed for annexation with the City of Clermont. She shared her concern that as Lake County residents, they will lose their voice in the annexation process because they are not residents of Clermont. She relayed that they were able to meet with Mr. Gray, but they have been unable to meet with other elected officials and alleged that none have acknowledged their request to meet and be heard. She stated that if the annexation is approved, Flynn Court will remain a Lake County road, and she asked who the residents should call if the road starts to deteriorate with the traffic impact study placing 1,900 car trips per day. She opined that the City of Clermont will not want to step in and help if the road starts to deteriorate as a result of the development. She stated that Hartwood Marsh Road is narrow and does not have the infrastructure to support that kind of traffic density and she does not feel Clermont will take an interest in what repairs and improvement will need to take place to accommodate the additional traffic. She pointed out that this is the third application Extreme Groves has filed and feels that they are trying to annex into Clermont to have the freedom to develop how they want. She pointed out that if the annexation is approved, that will mean three jurisdictions will be in that small area and will lead to confusion with sanitation and rescue services. She stated she does not believe that was the intention when the Interlocal Service Boundary Agreement (ISBA) was put into place. She asked that the Board speak out for the Lake County residents in that area so they have a voice in how the development occurs.
Commr. Parks agreed that they should be represented by the Board and appreciated the concerns expressed. He stated that the ISBA’s and the joint planning have been taking place for many years and questioned the purpose of those if the city and the County are not working together.
Commr. Campione stated that the Board should intervene and become a party to the discussion. She noted that the ISBA should be reviewed and possibly be terminated or amended. She opined that this type of issue will reoccur if action is not taken to change some of the terms of the agreement, and she felt strongly that the County is relinquishing jurisdiction for purposes of representing the residents. She pointed out that the concerns about traffic and incompatible land use were glaring issues when the application was brought before the Board, and action needs to be taken quickly. She added that the Board needs to advocate on behalf of the unincorporated residents in that area.
Commr. Cadwell felt that when the hearing on the zoning change was before the Board, it had gone far enough in the process that it was clear what the issues were that needed to be addressed. He stated that Flynn Court was not an access that would have ever been acceptable and he felt a meaningful discussion had taken place over density design. He suggested referring to the minutes from the previous meetings that discussed the project so that all of the concerns can be addressed with the City of Clermont. He added that amending some of the ISBAs should be renewed, but the immediate action against the annexation needed to take place.
Commr. Parks asked if the County Manager could intervene on the Board’s behalf as soon as possible. He said that in the short term it should be stated that the Board wants to intercede on behalf the residents in that area, specifically noting that the roads need to be repaired. He recounted that the road is functioning as an old grove road and to add a residential subdivision will overburden the road and that issue needs to be addressed before any annexation is completed.
Commr. Conner noted Commr. Parks could step in how he feels appropriate since it is his district.
Commr. Campione clarified that ISBA reasoning is to allow non-contiguous annexations as long as services could be addressed by the jurisdictions in the area, and the annexation can only take place as long as the services are adequate to take care of the residents. She opined that there would need to be an agreement on the road maintenance, and those types of items would need to be part of the conversation during the process. She asked if the Board had the authority to be a party to those discussions or to require that the city not move forward if those items cannot be addressed under the ISBAs.
Ms. Marsh replied that specifically under the City of Clermont ISBA, the wording for non-contiguous annexation states that it can happen if the property is going to be served by Clermont or other public central water and sewer utilities. She said that there are other provisions in the ISBA specifically concerning a city that is surrounding more than fifty percent of the road, such as annexation of right of way and maintenance of right of way. She stated that ultimately, if the Board has a dispute with how the city is annexing something, the agreement requires the Board to go under Chapter 164, which is the inter-governmental dispute resolution process, adding that the agreement cannot be terminated without cause.
Commr. Campione asked how the Board can make their position known and have it be taken seriously.
Commr. Conner suggested sending a representative to the meeting.
Commr. Parks agreed and added that the first step would be a letter from himself or the County Manager that states the County does not want Clermont to annex until a discussion takes place. He stated that he is hoping this can be worked out instead of having to go through the more formal process of objecting. He commented that a discussion does need to happen on the ISBA in the long term.
Mr. Heath stated that it was not on the City of Clermont’s agenda for the upcoming meeting, and he commented that he would draft a letter and follow up by meeting with the city manager.
Commr. Cadwell suggested that by consensus a letter be created and signed by the Chairman without it needing to be brought back before the Board, and the Board agreed.
Commr. Sullivan stated that the roads are a big issue especially in this area, and it would be a challenge to put that many cars out in that area.
Commr. Parks responded that the area is not a good place for an exit or entry road, and in addition to the road and traffic concerns, he wanted the buffering to be addressed with the City of Clermont due to agricultural concerns.
Mr. Heath clarified that the road conditions and alternative access, the density design, and compatibility to the area needed to be addressed with the City of Clermont prior to annexation.
Commr. Parks recalled that he met with the residents in April 2016, and the concerns discussed in that meeting could be used for the letter and discussion. He thanked the residents in attendance for participating in the governmental process and for staying in touch with the Board, adding that the Board would represent them in the process.
CLERK OF COURTS’ CONSENT AGENDA
Commr. Conner congratulated Mr. Neil Kelly, Clerk of the Court, on his re-election.
Mr. Kelly thanked him and stated that he has enjoyed working with the Board.
On a motion by Commr. Sullivan, seconded by Commr. Campione and carried unanimously by a 5-0 vote, the Board approved the Clerk of Courts’ Consent Agenda, Items 1 through 10, as follows:
List of Warrants
Request to acknowledge receipt of the list of warrants paid prior to this meeting, pursuant to Chapter 136.06 (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.
Ordinances; Fruitland Park
Request to acknowledge receipt of Notice to Surrounding Property Owners from the City of Fruitland Park that the City has received an application for a small scale Comprehensive Plan Amendment and Rezoning, listing the public hearing dates for this request, with copies of ordinances from the City of Fruitland Park attached as follows:
Ordinance 2016-012 providing for a Comprehensive Plan Amendment amending the Future Land Use Designation from Single Family Medium Density to Commercial on the Future Land Use Map of the city’s Comprehensive Plan for approximately .51 acres of property generally located north of CR 466A (Miller Street) and east of Poinsettia Avenue.
Ordinance 2016-013 rezoning approximately .51 acres of the property from Single Family Medium Density Residential (R-2) to Neighborhood Commercial (C-1) within the City of Fruitland Park.
Arlington Ridge Community Development District
Request to acknowledge receipt of the proposed Fiscal Year 2016-17 budget for the Arlington Ridge Community Development District, along with a cover letter dated June 9, 2016 stating that the public hearing on the proposed budget has been scheduled for August 10, 2016 at 1:00 p.m. at Fairfax Hall, Leesburg.
Cascades at Groveland Community Development District
Request to acknowledge receipt of the proposed Fiscal Year 2016-17 budget for the Cascades at Groveland Community Development District, along with a cover letter dated June 3, 2016 stating that the public hearing on the proposed budget has been scheduled for August 17, 2016 at 2:00 p.m. at the Shea Homes Construction Office, Groveland.
City of Tavares Comprehensive Annual Financial Report
Request to acknowledge receipt of Comprehensive Annual Financial Report from the City of Tavares for the fiscal year ended September 30, 2015.
Village Center Community Development District
Request to acknowledge receipt of the proposed budget for Village Center Community Development District for Fiscal Year 2016/2017.
Ordinance; City of Tavares
Request to acknowledge receipt from the City of Tavares of Ordinance 2016-11 amending the boundaries of the City of Tavares by annexing approximately 9.46 acres of land generally located on the southwest corner of C.R. 448 and Lake Industrial Boulevard
City of Mount Dora Comprehensive Annual Financial Report
Request to acknowledge receipt of City of Mount Dora Comprehensive Annual Financial Report for the fiscal year ending September 30, 2015.
City of Clermont Comprehensive Annual Financial Report
Request to acknowledge receipt of the City of Clermont Comprehensive Annual Financial Report and Community Redevelopment Agency Annual Report for the fiscal year ending September 30, 2015.
City of Umatilla Comprehensive Annual Financial Report
Request to acknowledge receipt of the City of Umatilla’s Comprehensive Annual Financial Report for the fiscal year ended September 30, 2015.
COUNTY MANAGER’S CONSENT AGENDA
On a motion by Commr. Cadwell, seconded by Commr. Conner and carried unanimously by a vote of 5-0, the Board approved the County Manager’s Consent Agenda, Tabs 3 through 21 as follows:
Request approval of the First Amendment to the Real Estate Purchase and Sales Agreement for the Health Department Property with J. W. Brooks for the property located at 16140 US Highway 441 in Eustis. There is no fiscal impact.
Request approval and execution of Waivers of Conflict between Lake County and the Clerk of the Circuit Court, Property Appraiser, Supervisor of Elections and Lake Emergency Medical Services, Inc.
Request approval of Governmental Attachment Agreement between Duke Energy Florida, LLC. d/b/a Duke Energy and Lake County. There is no fiscal impact.
Request approval to award contract 16-0214 to Leesburg Concrete (Leesburg) for provision and installation of pre-cast restrooms and other structures, primarily at County parks. The annual fiscal impact will depend upon need and available funding. Annual expenditures are estimated at $150,000. Actual expenditures will be included on the quarterly term and supply expenditure report prepared for the BCC.
Request approval to award contract 16-0424 to Prime Electric (Leesburg) to furnish and install Musco Lighting at the North Lake Community Park sports fields. The current available funding, and initial fiscal impact, amounts to $99,700. The total fiscal impact, at future lighting build-out, would be $846,100. Commission District 5
Request approval to advertise an Ordinance amending Chapter 16, Section 16-52, Lake County Code, regarding prohibiting the loading and unloading of motorized watercraft in the public right-of-way adjacent to Lake Joanna Park. There is no fiscal impact. Commission District 4
Request approval to grant a Perpetual Utility Easement to SECO Energy for Lake Idamere Park - Miracle Field Project. There is no fiscal impact. Commission District 3
Request approval to purchase 120 replacement computers for Lake County Libraries using budgeted State Aid to Libraries Operating Grant funds. The fiscal impact is $71,880 (Expenditure).
Request approval of employment of Mia Wilchcombe as Extension Agent I (Family & Consumer Science). The fiscal impact is $22,415.00 (Expenditure).
Request approval of a purchase order to Motorola to be processed by Human Resources/Risk and Benefits for replacement parts and services at the Tavares Countywide Radio Communication Tower due to a lightning strike. The fiscal impact is $48,258 (Expenditure).
Request approval and signature of Communications Services Tax Agreement between Lake County and the Florida Department of Revenue. There is no fiscal impact.
Request approval and execution by the Lake County Board of County Commissioners of: (1) Emergency Management Preparedness and Assistance (EMPA) Trust Fund Base Grant Agreement with the State of Florida, Division of Emergency Management, in the amount of $105,806; and (2) Emergency Management Performance Grant (EMPG) Agreement with the State of Florida, Division of Emergency Management, in the amount of $90,513; and (3) authorization for the County Manager to sign future amendments/modifications that do not involve financial impact.
Request approval of Resolution 2016-73 designating four (4) County roads within the City of Tavares as appropriate for golf cart signage and operation of golf carts in accordance with Section 15-15, Lake County Code (see attached Exhibit A). There is no fiscal impact. Commission District 3
Request approval of Resolution 2016-74 authorizing the posting of 25 MPH speed limit signs on Mission Avenue (4059A) and Oakshade Drive (4059) in the Tavares area, Section 3, Township 22, Range 26. There is no fiscal impact. Commission District 3
Request approval of Resolution 2016-75 authorizing the posting of 25 MPH speed limit signs on Vista Verde Drive (2057) and Vista Bella Court (2058) in Section 3, Township 22, Range 26. There is no fiscal impact. Commission District 2
Request approval for the Chairman to execute Change Order #3 to the North Hancock Road Extension and Widening Phase IIIA and IIIB Project No. 2014-11, Bid No. 14-0030, to Pospiech Contracting. Change Order #3 is for modifications of various items to include: pedestrian safety, concrete ditch paving, milling and resurfacing, paving and maintenance of traffic, concrete gravity wall and guiderail, trail ramps, full depth construction, survey, sidewalk, storm water pipe and structures, driveway milling and resurfacing, and add sixty (60) days to the contract completion time. The net total cost of the work is $39,957.31 to be funded by Road Impact Fee South Benefit District Fund. Commission District 2
Request approval of a sole source award and associated Agreement between Lake County and The Middlesex Corporation relating to North Hancock Road and the connection to the FDOT Minneola Interchange project in the amount of $42,820.00 to be expended from the Road Impact Fee South Benefit District Fund. The fiscal impact: $42,820.00 (Expenditure). Commission District 2
Request approval to award Royal Trails Stormwater Drainage Improvements, Project No. 2016-05; Bid No. 16-0028, Tracking No. STR06028, to Estep Construction, Inc. (Tavares, FL), in the amount of $193,849.75, and to encumber and expend funds in the amount of $193,849.75 from the Stormwater MSTU Construction fund. The fiscal impact is $193,849.75. Commission District 5
Request approval to advertise for bids for the Oswalt Road (0840) Widening and Resurfacing project at an estimated cost of $975,000.00 from the Renewal Sales Tax Capital Project fund. The fiscal impact is $975,000.00. Commission District 2
public hearings – Ordinance 2016-31
Ms. Melanie Marsh, County Attorney, placed the proposed Ordinance 2016-31 on the floor for reading by title only as follows:
AN ORDINANCE OF THE BOARD OF COUNTY COMMISSIONERS OF LAKE COUNTY, FLORIDA; AMENDING LAKE COUNTY CODE, CHAPTER 8, SECTION 8-2, ENTITLED “JURISDICTION AND POWERS’; PROVIDING FOR INCLUSION IN THE CODE; PROVIDING FOR SEVERABILITY; PROVIDING FOR A FILING WITH THE DEPARTMENT OF STATE; AND PROVIDING FOR AN EFFECTIVE DATE.
The Chairman opened the public hearing.
There being no one who wished to address the Board regarding this matter, the Chairman closed the public hearing.
On a motion by Commr. Cadwell, seconded by Commr. Conner and carried unanimously by a vote of 5-0, the Board approved Ordinance 2016-31 amending Chapter 8, Section 8-2, of the Lake County code, regarding the jurisdiction and powers of the Lake County Code Enforcement Special Master. There is no fiscal impact.
budget update – Human resources and salary study
Mr. Robert Anderson, Director of Human Resources, provided the Board with an overview of the Human Resources (HR) Department and a review of the results of the Fiscal Year 2016 Salary Study. He stated that the Human Resources Department is made up of 8.5 full time employees, and its mission is to assist the County Commission through the development, implementation and facilitation of cost effective and efficient programs for managing County employees, employee benefits and loss control programs. He noted that the HR Department provides recruiting and screening of new employees, gives oversight to employee relations issues, provides administration of the collective bargaining agreement, and provides performance management and discipline. He pointed out that HR also handles compensation administration, the oversight of employee training and development, administration of employee recognition, coordination of the volunteer program and management of the County’s Loss Control Programs. He commented that HR provides one or more of these services to the Lake County Board of County Commissioners, the Lake-Sumter Metropolitan Planning Organization and the Fifth Judicial Circuit Court. He stated that to date in the year 2016, HR is on track to fill 165 positions, which is 40 percent over FY 2014 and 21 percent over FY 2015. He noted that there have been 115 participants in the New Employee Orientation and 64 participants in Supervisory and Social Media Training, Back Safety Training and Office Ergonomics Training. He stated that HR uses an online application process to recruit and screen potential employees, it uses the County intranet to schedule and track training of county employees and to conduct in-house training whenever possible, and employment, driver’s records and reference checks are conducted in-house. He reviewed that Lake County has 693 employees, which makes the County the second to lowest in employee quantity when compared to surrounding counties. He pointed out that there are 2.26 County employees per 1000 residents, and the turnover rate for Lake County is average. He reviewed the number of volunteer hours in the County in comparison to the surrounding counties, noting that Lake County has 19,000 hours of volunteer time for the year 2015.
Mr. Anderson stated that the proposed budget for FY 2017 shows an expenditure of $794,676, which includes $7,500 to fund a Citizen’s Academy and $10,000 for an employee Cost Savings Incentive Program. He noted that the salary range has changed in the Fair Labor Standards Act Rules and Regulations (FLSA) regarding the Administrative and Professional Exemptions from overtime pay. He stated that the changes to the FLSA will minimally impact the County and will be reviewed again at mid-year to see if that changes. He commented that the year’s highest turnover positions were mechanics, road maintenance operators, equipment operators, and senior building inspectors. He remarked that in FY 2015 the turnover rate was 13.6 percent, and through May of FY 2016 the turnover rate was already at 15.4 percent, adding that seven managers have left Lake County for employment with other organizations. He pointed out that some position skill levels are linked to certifications such as mechanics and building inspectors; however, Lake County does not have a direct link between the defined levels of certifications and compensation.
Ms. Nancy Berkley from Evergreen Solutions presented the findings from the FY 2016 Salary Study. She noted that after selecting 100 benchmark jobs within Lake County, a survey was prepared and submitted to several counties as well as municipalities for the offices of the BCC, Clerk of Court, School Districts, and Sheriff’s office. She commented that enough valid data should be gathered to reflect accurate findings; however, not all of the organizations have all of the surveyed positions, so data received is adjusted for comparison. She stated that minimum, midpoint and maximum salary ranges were compared to average salaries and that data was received based on 89 of the benchmark classifications, which is sufficient data. She noted that some of the positions surveyed are found in the private and public sector, and private sector salary data was analyzed from the December 2015 Economic Research Institute (ERI) to supplement the public sector data for these positions. She reported that based on the survey, 73 of the 89 classifications had below market minimum salaries and of that 73 there were 16 that were more than 20 percent below market. She stated that merit and cost of living adjustments (COLA) were also surveyed, noting that unless it is specified in a Collective Bargaining Agreement, merit pay was typically described as dependent on and determined by the organization’s annual budget and subject to approval by the legislative body. She reported that some form of merit pay was provided to 36 of the responding peers. She reviewed the levels of merit pay for the surrounding areas, stating that there were different methods to determine merit pay. She stated that the COLA raises are typically 3 percent, and that seems to be the anticipated rates for FY 2017 after surveying the surrounding areas.
Ms. Berkley stated that based on the salary survey results, Lake County has three options for adjusting the minimum salaries. She reported that option one would be moving all employees who are below the minimum recommended paygrade to the new minimum, which would affect 164 employees with an estimated fiscal impact of $447,000. She stated that the second option would be to move the employees below the minimum pay grade to the new minimum and then move all other employees to their respective places in the new paygrade; however, no employees would be moved above the midpoint of the new paygrade, and this would affect 314 employees with an estimated fiscal impact of $1.37 million. She reported that the final option would be to move employees that are below the minimum pay grade to the new minimum and then move all other employees to their respective places in the new pay grade with no midpoint cap, which affects 337 employees with an estimated fiscal impact of $1.63 million.
Mr. Anderson stated that the pay ranges for a significant number of classifications are below market when compared to both public and private sector peers. He reviewed the three options, pointing out that the only option that does not create compression issues is the third option; however, there are no funds available at this time to implement any of the three options proposed by Evergreen Solutions. He noted that the proposed budget for FY 2017 includes a COLA raise of 3 percent for all non-union employees, which will help prevent the County from falling further below the market rate and will additionally help with recruitment and retention. He commented that union employees are subject to the collective bargaining process, and the contract states that those employees have the right to re-open salaries if they notify the County by March 1, 2016, which they did not do for this particular year. He stated that a course of action needs to be determined for each position affected by new FLSA rules. He commented that other action includes continuation of monitoring employee turnover and assessing salary ranges relative to the market, developing and implementing a fiscal incentives program, and presenting a work session on the Citizen’s Academy. He said that HR needs to come back before the Board with a process to address salaries for certain positions in relation to certifications and skills and a compensation program for employees at or near the maximum of their pay grades. He stated that the future action for the Board would be to address the 3 percent increase to minimum pay grades.
Commr. Parks asked for the dollar difference between COLA and option one presented by Evergreen Solutions.
Mr. Anderson replied that the COLA is the cost of living raise which applies to all employees on staff, and option one only addresses 164 employees
Commr. Cadwell stated that the study shows a problem that has occurred over several years, and unfortunately the County is still not in a position to cure it; however, he stated the COLA for all employees needs to be addressed first, and then the County can continue to try and work through the issues in the areas where there are the largest separations in pay.
Commr. Sullivan opined that the certification piece is critical information to the study, adding he does not want to see employees gain certifications at the County and then leave for another opportunity. He believes that compensation should reflect when employees gain certifications.
Commr. Cadwell asked if there was concern over the new FLSA rules and regulations.
Mr. Anderson responded that the change will only affect one to two employees, and they do not work overtime often.
Commr. Campione stated that she agrees on addressing the correlation between certifications and compensation. She asked if choosing option one and keeping the 3 percent COLA raise was possible, and if not, whether it could be incorporated in next year’s budget.
Mr. Heath stated that option one is close to the same cost as the 3 percent COLA, but it would only affect 164 employees, whereas the COLA benefits all of the employees. He said that the next steps are geared toward using the information gathered as benchmarks to address the market. He stated that it is financially prudent to address the issue and bring consistency to the workforce. He commented that he did not want to put the County in a position where only a portion of the employees are receiving a raise. He stated that the staff will bring back programs for Board consideration and approval. He reiterated that everyone will gain the 3 percent COLA raise. He also commented that displaying only the minimum salary for an advertised open position eliminates potential candidates due to the low wage.
Commr. Parks stated that the staff and team should have an environment where people are happy to come to work and encourages them to talk about efficiencies without risk. He opined that this is a long-term issue that will be fixed incrementally, because minimums are important and the County does need to be competitive. He commented that the incentive program and implementing the Citizen’s Academy are encouraging and important steps. He stated that he supports the 3 percent COLA but the Board will need to be consistent each year to keep the plan moving forward over the next several years.
Commr. Cadwell commented that there have been several meetings on the topic, and a lot of thought by the County Manager is going into the process to do what is best for all employees without abandoning a portion of employees.
Commr. Conner stated he is concerned about the turnover rate, which is very costly and leads to additional training costs.
RECESS AND REASSEMBLY
The Chairman called a recess at 10:27 a.m. for 30 minutes.
update - lake county mission and goals
Ms. Kelly LaFollette, Communications Director, presented to the Board a summary of items included in the FY 2017 budget supporting the Commission’s goals. She stated that during the Board workshop in January 2016, the Commissioners requested a review of the County’s mission, goals and objectives, and an update was presented to the Board in April 2016. She noted that the mission, goals and objectives are intended to be used throughout the organization as guiding principles for all decisions, and they aid in developing the annual budget objectives and department performance measures. She commented that the mission of Lake County is to provide exceptional service, enhance the quality of life for all Lake County citizens, facilitate a vibrant economy with an abundance of workforce opportunities and to exercise fiscal responsibility, while using innovative approaches and making well-planned decisions. She stated that the Commission’s goals are grouped into seven key focus areas consisting of public safety, economy, transportation, fiscal oversight and customer service, quality of life, residential and commercial development and community services, adding that there are several supporting objective for each of these goals. She commented that the department’s ongoing objectives and levels of service were addressed as part of the budget work sessions, and the FY 2017 budget maintains the existing levels of service and additional items within the budget that were evaluated in support of the Commission’s goals. She stated that goal one is to provide exceptional public safety and emergency response services to achieve a safe and secure community by expanding Advanced Life Support (ALS) services to Lady Lake, to construct a new fire station in Altoona, begin land acquisition for future ALS fire stations in Lake Yale and Seminole Springs, purchase new security cameras for the Lake County Detention Center and increase state-mandated costs for juvenile detention. She reported that additional items for public safety would be to purchase vehicles for the Sheriff’s Department, support the emergency communications radio tower infrastructure, and replace the 911 recorder system as well as outdated equipment in Mosquito Control.
Ms. LaFollette said that goal two is the continued commitment of supporting the local economy by facilitating a strong and diversified economy through increasing personnel in Economic Growth, reorganization of the Business Opportunity Centers, development of the Hickory Point Beach Volleyball Fieldhouse, and modernizing the distribution of tourism information through new kiosks. She noted additional items to reach goal two would be continued participation in regional and national associations, funding a seaplane ramp at Leesburg International Airport, promoting tourism initiatives, and utilizing a marketing firm to develop a new data-driven tourism marketing strategy. She reported that goal three is to plan, develop and maintain a high-quality, safe and reliable transportation network through continued repair of current sidewalks and developing new ones, continued resurfacing projects and construction of new roads, hiring a new traffic signal technician, and expanding the North Hancock Trail Extension. She stated that goal four is to deliver exceptional customer service in a friendly and professional manner. She comments that providing fiscal oversight and customer service, such as rolling back the General Fund Millage, assures fiscal responsibility throughout the organization. She pointed out that reducing the Public Lands Voted Debt Millage, maintaining solid waste collection and disposal services, and continuing to fund federal and state lobbyists to pursue additional revenue opportunities also promotes fiscal responsibility. She reviewed that goal five is to enhance the quality of life for Lake County residents by providing active and passive recreational opportunities, library services and promoting conservation, preservation and protection of natural resources. She stated that goal six is to assure that new residential and commercial development is well-planned, attractive and high-quality and that goal seven is to facilitate and coordinate the delivery of services to those in need.
Commr. Parks commended Commr. Campione on the idea of having the goals and objectives as part of the budget process to keep accountability within the County.
Commr. Cadwell opined that this presentation is a good gauge to use during the budget process to ensure that important items are being taken care of. He recalled that funding is in the budget for the Economic Development Commission (EDC); however, the Board is waiting for the new process to be released.
Commr. Campione asked if the County paid the EDC in one lump sum.
Mr. Heath replied that the EDC is paid quarterly, and the first invoice for FY 2017 will be arriving in the middle of November 2016. He stated that the new structure of the EDC will be presented as part of the Economic Growth Department’s next quarterly report.
Commr. Cadwell stated that at the time the quarterly report comes out the new structure will be known and that gives the Board time to decide how involved they want to be.
Commr. Sullivan commented that the process could be tightened to put some accountability in place.
Commr. Campione stated that as long as the Board was in agreement that an evaluation would be done to determine if that is the best use of funds, she is in agreement on waiting to see what the new structure will be. She remarked that the changes implemented by the EDC have significantly improved the structure; however, she opined that the Board was not getting a good return on the funds invested when using the EDC’s own benchmarks. She stated that she felt as though the County would benefit more by doing its own recruiting while maintaining a regional relationship with the EDC. She stated that the County could benefit from targeted recruitment by using the County’s strengths and matching them to a company that would be a good fit for Lake County. She stated that with the funds from United Arts of Central Florida, there is the potential to develop workforce programs in the public school system that are centered on fields in Central Florida related to the tourism industry and are also entertainment based. She wondered if there was a way to bring that type of program to Lake County the way Orange County has done. She suggested meeting with the Lake County School District to determine if schools would be able to benefit from it.
Commr. Cadwell commented that with a presence on the EDC now, it will be easier to show direction that would benefit Lake County and what the return will be.
Commr. Sullivan stated that the Arts and Cultural Alliance Group has started partnering with United Arts of Central Florida, and the topic of getting into the local schools has been of specific interest. He commented that students that are involved in arts programs have higher grade point averages and testing scores.
Commr. Campione wondered if it would be possible to have the Chairman reach out to the Lake County School Board as well as a representative from United Arts of Central Florida to put together a meeting to review the potential of an arts and cultural based partnership, which could tie into the local academies and workforce programs. She asked how the accounting would be tracked to ensure the funds are spent correctly if that is something the Board decides to invest in.
Commr. Parks replied that he has spoken to Bill Mathias, Chairman of the Lake County School Board, and they have been working toward having a joint meeting.
Mr. Heath responded that based on previous discussion; there would be a platform to address the issues and a contract process prior to any funds being dispersed.
Commr. Parks commented that there is time for a thorough vetting of the new EDC process, and it would be followed by a workshop session to review all of the information.
Commr. Campione replied that she would like to have information presented that would show options for how the County could branch out partially or fully to do its own business recruiting and what the possible outcomes could be.
Commr. Sullivan pointed out that there are several Lake County members of the EDC.
Commr. Conner commented that Montverde Academy has joined the EDC. He stated that all of the comments made have been valid and pointed out that the largest employer of Lake County residents was Walt Disney World, and while that does not contradict or undermine the comments made, he wanted to be sure that was kept in perspective. He added that he is interested in refocusing the efforts.
Commr. Campione asked when information from the federal lobbyist for the County would be presented.
Mr. Heath replied that the presentation of outcomes would be taking place in October 2016.
Commr. Parks commented that he would ensure that it is a comparable presentation to that of the Gray Robinson Firm.
Commr. Conner stated he was pleasantly surprised with the state lobbyist results, and he is hopeful to see the same from the federal lobbyist.
Commr. Campione asked if having a written presentation prior to the federal lobbyist coming before the Board would be a possibility.
Mr. Heath stated that a written presentation could be sent to the Board, and he reminded them that through the procurement and contract process a new federal lobbyist could be contracted if the Board was unhappy with the results.
Commr. Campione clarified that her stance on the issue is not to replace them but to gain clarity on what results are being obtained for the money invested by the County.
Commr. Conner stated that is a legitimate concern and added that accountability is important. He opined he will be surprised if the firm does not present results that show their value.
fire assessment and solid waste assessment rolls
Mr. Steve Koontz, Fiscal and Administrative Services Director, reviewed that he would be presenting both the Fire Assessment Roll and the Solid Waste Assessment Roll together and establishing a public hearing date of September 13, 2016 at 9:00 a.m. to be set for both. He stated that at this time the request is to have the assessments and millages included in the Truth in Millages (TRIM) Notices that will be delivered to residents the third week of August 2016.
Mr. Koontz stated that the Fire Assessment is used to fund fire protection services, such as fire suppression, fire prevention, fire building inspections and first response Basic Life Support (BLS) medical services, adding that it cannot be used to fund Advanced Life Support (ALS) services. He commented that the estimated revenues for the Fire Assessment Roll for FY 2017 are just under $17.3 million. He pointed out that on June 7, 2016, Tindale Oliver and Associates, Inc. presented the Fire Assessment Study, and he summarized that there were minor changes in the budget and property units and a slight change in incident/resource distribution; also, no land use was being overcharged, and the recommendation was to maintain the current adopted rates until the next annual update. He noted that staff concurred with the findings. He stated that the Fire Assessment Rates presented were the same as FY 2016, and the tax exempt institutional properties will receive a 66 percent discount to keep fees approximately the same, which are subsidized through the General Fund. He pointed out that proposed rate for FY 2017 will stay at $175 for residential units.
Mr. Koontz stated that the Solid Waste Assessment is used to fund collection, management and disposal of solid waste and recovered materials; rates are based on area and service level and have remained unchanged from FY 2016 to FY 2017 with estimated revenue of a little over $12.5 million. He pointed out that the assessment cannot fund countywide services and vacant lots are not assessed. He reviewed that the assessment includes collection, disposal and administrative services and noted that the assessment rates for each area are based on once a week service and enhanced service as well.
On a motion by Commr. Cadwell, seconded by Commr. Conner and carried unanimously by a vote of 5-0, the Board approved Resolution 2016-76 for the Initial Assessment of the Fire Assessment Roll and Resolution 2016-77 for the Initial Assessment of the Solid Waste Assessment Roll and to setting a public hearing on September 13, 2016 at 9:00 a.m.
fiscal year 2017 maximum millage rates
Mr. Koontz presented to the Board the FY 2017 Maximum Millage Rates and stated the purpose was to set the tentative Maximum Millage Rates to be included on TRIM notifications and approve public hearing dates and times. He pointed out that while the maximum rates will be presented at the public hearing, the Board has the authority to lower the rates if they feel it is necessary. He said that the certified property values that were submitted July 1, 2016 by the Lake County Property Appraiser’s office were slightly lower than what was presented June 1, 2016 as the best estimate; however, the overall value increased significantly. He reported that the FY 2017 Recommended Budget is estimated at $345,607,775, which is slightly lower than FY 2016, and the FY 2017 Operating Budget is estimated at $280,053,196, which is slightly above FY 2016. He reviewed the ten new positions added in the various department budget workshops and pointed out the six positions that were transferred from the Information Technology Department to the Public Defender’s Office and a Human Resource Manager position being transferred to Lake Emergency Medical Services.
Mr. Koontz reviewed the General Fund Budget Summary, noting that the total General Fund Budget is $140.8 million, and that the General Fund Ad Valorem Revenues are $89 million, the Infrastructure Sales Tax contributing to the capital improvement debt service is $3.1 million, the General Fund Operating Budget is $128.4 million, and the General Fund Reserves are $9.2 million or about 7.2 percent. He commented that a Millage Reduction of 5.3051 to 5.1180 is included within the proposed budget, and he reviewed the rollback rates with a total reduction of 0.1871 mills. He stated that the suggested public hearing dates are September 13, 2016 at 5:05 p.m. for the first Budget Public Hearing and September 27, 2016 at 5:05 p.m. for the final Budget Public Hearing, and he reviewed a summary of the proposed millage rates.
On a motion by Commr. Sullivan, seconded by Commr. Cadwell and carried unanimously by a vote of 5-0, the Board approved the set maximum millage rates to be included on TRIM notifications and approved public hearing dates and times for September 13, 2016 at 5:05 p.m. and September 27, 2016 at 5:05 p.m. and to advertise these public hearings.
other business - appointments
value adjustment board
On a motion by Commr. Conner, seconded by Commr. Sullivan and carried unanimously by a vote of 5-0, the Board approved the appointment of Mr. Donald Wilson to the Value Adjustment Board, as a Citizen Representative, for a one-year term ending July 12, 2017.
reports – commissioner sullivan – district 1
Parks and recreation board meeting
Commr. Sullivan stated that at the Parks and Recreation Board Meeting, the process of building a parks and trails system plan was started. He noted there is a lot of work to be done and asked that the commissioners help the consultants in any way that they can.
REPORTS – COMMISSIONER conner – DISTRICT 3
mayor eugene glenn
Commr. Conner paid respect to Mr. Eugene Glenn, former Mayor of the City of Tavares, who passed away June 27, 2016, and he extended condolences to the family.
REPORTS – COMMISSIONER campione – DISTRICT 4
keep lake beautiful
Commr. Campione noted that Keep Lake Beautiful, along with 60 volunteers, participated at the Apopka Tree Planting Project event in the Lake Apopka North Shore area, which was sponsored by Cherry Lake Tree Farm in conjunction with the St. Johns Water Management District. She commented that it was an amazing project and very successful.
lake technical college
Commr. Campione stated that she had the honor of giving the commencement address at Lake Technical College’s Graduation on June 24, 2016 at Lake Receptions with 140 graduates. She made note that Lake-Sumter State College’s President was in attendance and opined that it is a benefit for the community to see the two schools working together to promote workforce development and education in Lake County. She commented that it was a heartwarming experience to see how hard the students worked to achieve their diploma and to be able to move forward with their careers.
reports – commissioner cadwell – district 5
Commr. Cadwell expressed his concern for the Emerald Lakes community in regards to the water levels and suggested that scientific research and information be provided to the Board for discussion. He added that there may be federal assistance programs that could help with the water level and flooding issues happening there and suggested having the County’s federal lobbyist look into finding where those opportunities may be.
Commr. Campione noted that she went to survey the Emerald Lakes community in the City of Clermont and questioned what the impact would be on the community if the South Lake Regional Water Initiative’s (SLRWI) modeling is followed of lowering or raising the Clermont Chain of Lakes water level.
Commr. Parks replied that an answer to that question would be coming, because it was part of the Phase III funding received to determine the impact, and he also noted that the federal lobbyist was already aware and looking for opportunities. He commented that it would be a good idea to schedule time in a Commission meeting to review the study and scope.
Commr. Campione stated that it would be best to make a decision on the issue in partnership with the Lake County Water Authority and the City of Clermont. She opined that the best course of action would be finding out scientifically what water levels would be best for the long term health of the lake chain, while also keeping in mind the effect on the Emerald Lake subdivision. She said that it becomes a public interest situation if keeping the water at healthy levels for the lake impacts the subdivision negatively, and it is possible to locate funds from other sources to help find a solution such as retrofitting the subdivision or relocating it and utilizing it for an environmental purpose.
Commr. Parks pointed out that it is an emotional topic and wondered whether lowering the range would make residents concerned when another drought comes and lead them to think too much water was let out and is the cause for the low water levels.
Commr. Cadwell wondered if there was value to the health of the lakes by fluctuating the water levels.
Commr. Parks responded that there is value to that, and because water levels in Florida lakes have always been up and down, there is no set average. He stated that this is a public interest issue because the subdivision was built two feet lower than it was supposed to be.
Commr. Sullivan pointed out that this type of information is needed for the public to understand that fluctuation is good for the clarity and health of the lakes.
Commr. Campione commented that it becomes a factor of where the high and low water levels are set. She pointed out that some tests have been done at Emerald Lakes, and the results have been that it is sinking, which means the problem is getting worse.
Commr. Parks stated it is important that from this point on the City of Clermont be involved in the talks concerning the issue. He said that he and the County Manager will work on the issue now.
reports – commissioner parks – district 2
Commr. Parks stated that he attended the Florida Association of Counties meeting and received an update on the Zika Virus, which is a virus spread by mosquitos and is currently affecting the country and the State of Florida in particular. He said he wanted to pass along to residents that the mosquito carrying the virus breeds in garbage. He noted that there could be grant opportunities to help control the mosquito population that carries the disease and to educate the residents of Lake County through the Florida Department of Health and also on the federal level.
LAKE COUNTY WATER AUTHORITY – STORM DRAIN OUTREACH
Commr. Parks noted that the Lake County Water Authority is working to help educate residents on what goes down storm drains and proposed looking into an “adopt a storm drain” program to get residents and the schools involved. He pointed out it is a good way to teach the residents that what goes into the storm drains could end up in the lakes.
Palisades country club
Commr. Parks noted receiving a letter from the Palisades Country Club Homeowner’s Association in Clermont about the closing of the golf course and pointed out that it is being addressed by the Community Safety and Compliance Department.
Mr. Brian Sheahan, Director of Community Safety and Compliance Department, noted that staff had a meeting scheduled with the management company, and he stated that the Board would receive an update.
LIFESTREAM BEHAVIORAL HEALTH
Commr. Parks stated that he received an annual request to write a letter on behalf of LifeStream Behavioral Center for the Health Resources and Services Administration (HRSA) grant program.
Mr. Heath stated that this grant would be for the Umatilla health center, and in the past both Commr. Campione and Commr. Conner have signed similar letters. He commented that it could be done as a consensus as long as the Board was in agreement.
There being no further business to be brought to the attention of the Board, the meeting was adjourned at 11:48 a.m.
sean M. parks, chairman
NEIL KELLY, CLERK