A SPECIAL MEETING OF THE BOARD OF COUNTY COMMISSIONERS

BUDGET WORKSHOP

JULY 24, 1989

The Lake County Board of County Commissioners met in special session on Monday, July 24, 1989, at 9:00 a.m., in the Board of County Commissioner's Meeting Room, Lake County Courthouse, Tavares, Florida. Commissioners present at the meeting were: C. W. "Chick" Gregg, Chairman; Thomas J. Windram (arriving at lo:30 a.m.); Richard Swartz; Michael J. Bakich; and Don Bailey. Others present were: James C. Watkins, Clerk and Acting County Manager: Robert K. McKee, Chief Deputy Clerk; James C. Schuster, Finance Director; Don Smalt, Budget Analyst: and Toni M. Austin, Deputy Clerk.

ENVIRONMENTAL SERVICES/RESOLUTIONS/STATE AGENCIES

Commr. Gregg informed the Board that he met with the Governor and his advisors regarding the Seminole Springs issue. The Governor stated that he would be taking the issue before the Cabinet at the August 8, 1989, meeting, to discuss a possible eminent domain, which would need the unanimous vote from the Cabinet, in order to follow those steps. Commr. Gregg stated that he would be communicating by letter with the Chairman of the Orange County Commissioners and the Chairman of the Seminole County Commissioners, requesting a resolution urging the Cabinet to take whatever steps are necessary to acquire Seminole Springs.

Commr. Bailey stated that the request should also be made of the Orange, Seminole and Lake County Delegation, in support of this issue.

Commr. Gregg requested that Mr. James C. Watkins, Clerk and Acting County Manager, proceed to contact the Cabinet members, and to send as many letters as possible to the Delegation, with Commr. Bailey making personal contact with Senator Richard Langley, and with all Commissioners working on the issue.

Mr. Watkins stated that he would have a letter prepared to send to the members of the Delegation, with the Commissioners attempting to personally meet with the Cabinet members.

BUDGETS

Mr. James C. Watkins, Clerk and Acting County Manager, informed the Board that he received from each of the divisions and officers a requested budget for FY 1989-90, with direction being given to the directors to go back through the budget and prepare from it a "status quo" budget, containing the following: an increase for County employees presently on staff; no new equipment except replacement equipment; no new positions: and to present to the Board a budget that will continue to run the programs, as they presently exist. Mr. Watkins stated that the overall budget still projects a 6.1 millage rate, from last years 3.8 millage rate. At this time, Mr. Watkins discussed the cash reserve over the past five to seven years, and clarified the process to be used by the Board to advertise and set a millage rate.

Mr. Jim Schuster, Finance Director, proceeded to review the County budget, discussing the methodology for the calculation of the presently established revenue, based on a millage rate of 6.15.

DEVELOPMENT AND PLANNING DIVISION

Mr. John Swanson, Director of Development, appeared before the Board, along with Mr. Jack Bragg, Building Official, Mr. Greg Stubbs, Principal Planner, Mr. Mike Szunyog, Director of Planning, and Ms. Linda Gussler, Addressing Department, to discuss the proposed budget for the Planning and Development Division.

East Central Florida Planning Council

Mr. Swanson discussed the proposed budget for the East Central Florida Planning Council, and stated that the funds exhibited are based on population, and urged continued funding and membership.

Mr. Swanson stated that next year he will prepare a balance sheet, for such organizations, showing the benefits of these types of programs.

The budget was tentatively approved, at status quo.

IDC of Mid-Florida

Mr. Swanson discussed the proposed budget for IDC of Mid-Florida, in the amount of $90,000.00.

It was the consensus of the Board that the program has been beneficial to Lake County.

The budget was tentatively approved, at status quo.

Building and Code Enforcement

Mr. Swanson stated that there are 23 employees in this section, and discussed amendments in the Personal Services line item, which reflected a status quo amount of $471,194.00, with 5% merit increase, 5% cost of living increase, and 5% placed in the Contingency fund. The estimated 5% Contingency is to be reserved until the Cody Salary Study is completed.

Commr. Swartz discussed the possibility of obtaining a more detailed salary information sheet for each employee across the Board.

Mr. Watkins stated that the information requested will be computed by the Personnel Department, for the Board's review at the session pertaining to salaries.

Mr. Swanson stated that he has a study on the permitting fees, with some recommended increases, which he would submit to the Board for review.

Mr. Jack Bragg reported on the existing permitting fees, which were compared to the local cities, and stated that the increases being recommended were very modest.

Discussion occurred regarding the County Attorney's estimated budget, with Commr. Gregg suggesting that attorney's fees be budgeted into each of the departments, but with the line item actually being a separate department, in order to make interdepartmental transfers.

Commr. Swartz requested that the staff go back and look at the General Fund overhead fees for this account, and bring to the Board a fee structure that reflects more of the actual costs.

Discussion occurred regarding vehicles used by Building and Code Enforcement, with Mr. Watkins stating that the County uses a rotation system, which involves a three year period.

Discussion occurred regarding operational costs, which did not appear to be actual status quo, with Commr. Swartz suggesting that Mr. Swanson, Mr. McKee and staff meet to look at the figures again, and put together what it takes to maintain the services, as they presently exist. Commr. Gregg requested that the allocation for overhead be included.

Mr. Watkins stated that Mr. Dennis Dorsey, Assistant Personnel Director, will have the information needed for the Board, regarding positions and salaries, for the meeting on Wednesday, with Mr. Swanson preparing the information requested pertaining to fee structure, also to be reviewed on Wednesday.

Planning Department

Mr. Swanson informed the Board that the addressing had been omitted from the proposed budget, and presented figures at this time.

After some discussion, Mr. Watkins asked that the Board defer the proposed budget for the Planning Department, until Wednesday also, in order that a status quo budget be established.

Small Cities CDBG Program

It was noted that this account has been zeroed out.

Fish Conservation

The proposed budget for Fish Conservation was tentatively approved.

Section 8

Mr. Swanson informed the Board that Section 8 is a true self-sustaining program, which is funded by the State, and therefore, the Board tentatively approved the proposed budget.

Clerk of Courts

Mr. McKee discussed the proposed budget for Data Processing.

With the Board having no questions, the proposed budget was tentatively approved.

Victim/Witness Assistance

Ms. Beth Lange, Director of Courts Management, addressed the Board on the proposed Victim/Witness Assistance budget, stating that there is an 8% increase over last year's budget. With the Board having no questions, the proposed budget was tentatively approved.

County Court-Clerk's Office

Mr. Watkins stated that this is a Fine and Forfeiture funding budget, which basically deals with two County Judges and traffic misdemeanor court.

Ms. Lange stated that the proposed budget reflects a 15% increase over last year's budget, which includes one new position, due to a six month period study, which reflects a 22% increase in the case load, because of the ticket writing being done by the Sheriff's Office.

With the Board having no questions, the proposed budget was tentatively approved.

Public Defender

Mr. Skip Babb, Public Defender, appeared before the Board to discuss his proposed budget. Mr. Babb discussed a change in law regarding the County being responsible for providing communication services for the Public Defender, which will allow him to be able to request a fascimile machine and mobile phones. Mr. Babb stated that the amended figure under the Communications line item in the budget would be $5,200.00. He stated that presently he has the use of the fascimile machine owned by the Clerk and the State Attorney.

Mr. McKee stated that the legal obligation by the County is to provide the line for the fascimile, but not the machine, which would be a capital expenditure.

Mr. Babb stated that, if the Board approved the mobile phones, this could be pro-rated with Hernando County, if this is suggested by the Board.

Commr. Swartz suggested that the Board approve Mr. Babb's amended budget, with the exception of the fascimile machine, in the amount of $l,5OO.OO.

At this time, the Board tentatively approved the Public Defender's budget, less the $1,500.00 for the fascimile machine.

Finance Department - Board

Mr. Jim Schuster, Finance Director, discussed the proposed budget for the Finance Department. He stated that $82,000.00 was moved out of the General Fund for an Accounting and Auditing Fees line item.

The Board tentatively approved the proposed budget for the Finance Department - Board.

County Probation Office

Mr. Watkins stated that the County Probation Office is a department which runs on fees, and is self-sustaining and revenue generated, with the funds appearing in excess fees.

The Board tentatively approved the proposed budget for the County Probation Office.

Administrative Services

Mr. Watkins informed the Board that the following accounts will be removed from the Clerk's Budget and placed into the Board's Budget under Administrative Services:

Building Maintenance Building Custodian

Purchasing Risk Management

Administrative Services



Word Processing

Mr. Watkins and Mr. McKee discussed the proposed budget for Word Processing stating that this department performs work for multiple agencies, and reflects an overall 12% increase in the budget.

There being no questions by the Board, the proposed budget was tentatively approved.

Transfer - County Commission

Mr. Watkins discussed the transfer of excess fees, which were not spent by the Clerk, and which are not budgeted as part of ad valorem taxation. The $230,129.00 is a revenue item, not as cash carried forward.

Property Control - Records

Mr. McKee discussed the proposed budget for Property Control Records and answered questions of the Board, with the budget being tentatively approved.

Judicial - Judge Aulls

Mr. McKee informed the Board of an approximately $ll,000.00 increase over last year's budget attributed to the allocation of a new Circuit Court Judgeship in Lake County.

There being no questions by the Board/the proposed budget was tentatively approved.

County Court

Mr. McKee stated that there is a 21% reduction in all areas of the proposed budget, with Mr. Watkins stating the budget is basically the two County Judges.

There being no questions by the Board, the proposed budget was tentatively approved.

Circuit Court

Mr. Watkins stated that the projection made for the Circuit Court budget was less than estimated, with the court fees being statutory.

There being no questions by the Board, the proposed budget was tentatively approved.

Clerk of Circuit Court

Mr. Don Smalt, Budget Analyst, presented an explanation of the personal services and operating expenses for constitutional officers.

There being no questions by the Board, the proposed budget was tentatively approved.

County Courts - Judicial

There being no questions by the Board, the proposed budget was tentatively approved.

States Attorney

Mr. McKee stated that there is a $14,000.00 increase for an automobile for an investigative officer, with Commr. Swartz questioning the use of the vehicle by other counties, and the possibility of pro-rating the expense.

There being no further questions by the Board, the proposed budget was tentatively approved.

Court Bailiffs

Mr. McKee stated that Judge Aulls had spoken to him about security for the Courthouse. Judge Aulls indicated that he would be restructuring the use of the eleven bailiffs, minimizing overtime, with the provision of a bailiff at the courthouse until 11:OO p.m. Therefore, a twelfth bailiff would not be necessary.

There being no questions by the Board, the proposed budget was tentatively approved.

RECESS & REASSEMBLY

At 12:00 noon, the Chairman announced that the Board would recess for lunch and return at 1:30 p.m.

Sheriff's Department

Sheriff George E. Knupp, Jr., Ms. Linda Maresca, Finance Director, and Mr. Steve Hall, Financial Consultant, appeared before the Board to discuss the Sheriff's proposed budget.

Sheriff Knupp stated that he went back and prepared his budget to the present service level, which would involve an overall 22.7% increase. At this time, Sheriff Knupp reviewed each line item, presenting the FY 1988-89 figures, the FY 1989-90 figures, the percentage increase/decrease and the justification of the request.

Mr. Watkins discussed Account #3142, Corrections, Care of Prisoners (Other Medical Services), and stated that this line item could be budgeted in either the Board's account, or the Sheriff's account. He also stated that he would meet with Mr. Lonnie Strickland, Director of Health and General Services. Mr. Watkins suggested that the Sheriff and his staff meet with Mr. Strickland, in order to develop a realistic figure, as to the spending level of both departments, (the Sheriff's Department and the Health and General Services Department), and to come back with a recommended budget figure for next year.

The Sheriff continued discussing the line items within his proposed budget.

Sheriff Knupp informed the Board that the overall salary increase was 18.78%, with his salary being set by the State.

At this time, the Board reviewed the Employee Attrition History for Law Enforcement, and Employee Attrition History for Non-Certified Civilians.

Mr. Hall discussed the survey that was prepared for Lake County and seven surrounding counties, showing the average salary for a deputy. He stated that the survey reflected that Lake County is 21% lower in salaries for first year employees.

Mr. Claude Gnann, Captain, appeared before the Board to speak on the liability involved with the officers on road patrol.

Discussion occurred regarding the salaries projected on the survey, and consideration being given for the years of service.

Commr. Gregg stated that it may be helpful for the Board to see a range of positions and salaries for Lake County and surrounding counties, with Mr. Watkins requesting such information, in order to discuss status quo for present positions, and also a list of positions that are needed.

Mr. Hall stated that the Sheriff's total budget increase for this year is 21.6%, with the exception of the dispatchers.

Commr. Gregg stated that the County has 3.9 million less dollars to carry over from last year's budget.

Sheriff Knupp stated that there is a service level that he cannot accept, and hoped to be able to stress this to the Board.

Commr. Swartz stated that the necessary level of service may not be met within one year, but with the consensus of the Board, a compromise may be met between the two parties, or otherwise, the Sheriff may appeal the decision made by the Board.

Commr. Swartz stated that the estimated fees to be turned over by the Sheriff is estimated to be in the amount of $230,000.

Commr. Gregg stated that comparison figures needed to be presented to the Board by Wednesday.

COUNTY MANAGER

Commr. Gregg informed the Board that Mr. Joseph Braun has withdrawn his application for the position of County Manager.

Commr. Bakich stated that another candidate is scheduled to appear before the Board next Tuesday to be interviewed.

RECESS & REASSEMBLY

At 3:40 p.m., the Chairman announced that the Board would recess for ten minutes.

ADMINISTRATIVE SERVICES

County Purchasing

Mr. Bill Leheup, Purchasing Agent, presented amendments for the Workmans Compensation and Unemployment Compensation line items in the Administrative Services budget.

Mr. Don Smalt informed the Board that the twelve month estimate for the Purchasing Department is in the amount of $192,466.00.

Discussion occurred regarding the request for the purchase of a copier, with Commr Gregg suggesting that l/3 of the funds be budgeted, and the staff check into the lease purchase of a copier.

Commr. Swartz suggested using this same method for similar requests for copiers. Mr. Watkins directed Mr. LeHeup to get the cost estimate for the lease purchase.

Board Operations

The Board tentatively approved the Board Operations budget as status quo.

General Government

The Board tentatively approved the General Government budget as status quo.

Historical Society

The Board tentatively approved the Historical Society budget as status quo.

Risk Management

Mr. Gerry Jacobs, Supervisor of Risk Management, addressed the Board on the proposed Risk Management budget. Mr. Jacobs stated that this was the first year for this budget. He budgeted an additional $8,500.00 to upgrade the salary schedules for two positions, with the total personal services being in the amount of $126,619.00. Mr. Jacobs further stated that $15,000.00 had been budgeted for Professional Services, with approximately $19,000.00 already being spent this year.

Discussion occurred regarding $200,000.00 being budgeted for general liability insurance, in the General Revenue Fund under Administrative Services, with the intent to build the fund to a million dollar level.

Discussion occurred regarding Machinery and Equipment line item, in regards to the request for computer software.

On a motion by Commr. Swartz, seconded by Commr. Bailey and carried, the Board approved to have Mr. Tom Rogers, Computer Manager, review all requests for computer purchases for equipment.

It was the intent of the motion also to have the lease purchase.option reviewed.

Discussion occurred regarding the placement of the $l5,OOO.OO for Professional Services into the Contingency Fund, which was the consensus of the Board.

There being no further amendment to the proposed budget, it was tentatively approved.

Election Registrations

Ms. Emogene Stegall, Supervisor of Elections, addressed the Board on the proposed budget for Election Registrations. She stated that the request was for a 7.8% increase over last year's budget. There being no questions from the Board, the proposed budget was tentatively approved.

Elections

Ms. Stegall stated that the request was for a 82% increase over last year's budget, which includes funding for the AIS voting system and other equipment. She stated that 70 of the regular voting booths may be made into handicapped booths, which would save $8,970.00.

Commr. Gregg stated that he met with Mr. Schuster and Ms. Stegall last week to discuss leasing the booths through a bank, so that only l/3 or l/4 of the funds would be budgeted for this expense. This way approximately $112,000.00 could be cut from the budget.

It was the consensus of the Board to pursue the lease purchase agreement, and if this does not look financially favorable, then look into local financing. The Board tentatively approved the proposed budget.

Personnel

Mr. Dennis Dorsey, Assistant Personnel Director, addressed the Board on the proposed Personnel budget. Mr. Dorsey stated that the budget will consist of six positions, but should the Board decide not to fund the one requested position, $18,000.00 could be deleted.

Mr. McKee recommended that the additional position be budgeted, and cut the capital in Machinery and Equipment, which was agreed to by the Board.

Mr. Dorsey discussed Professional Services, with the Board deciding to transfer $2,000.00 out of this budget and place it in the County Attorney's budget, making the Personnel budget reflecting a status quo amount of $2,500.00.

Discussion occurred regarding Repair and Maintenance, with the Board cutting the status quo amount by $2,000.00, to reflect $4,000.00.

Discussion occurred regarding Machinery and Equipment, with the Board cutting the status quo amount by $6,350.00, to reflect $2,000.00.

JTPA Funds

Ms. Robbie Baird, Director of the Private Industry Council, addressed the Board on the proposed budget for JTPA. Ms. Baird stated that the total allocation is funded by grants.

There being no questions by the Board, the proposed budget was tentatively approved.

Administrative Services

Mr. McKee informed the Board that this fund contained the Director of Administrative Services, one secretary, and the information clerk on the second floor. The only existing employee in this budget is the information clerk.

Commr. Swartz discussed not budgeting the Administrator's position and secretary. He further discusseed the possibility of placing these positions in the County Manager's budget.

Commr. Gregg suggested budgeting l/2 of the funds, since the County Manager may not be hired until half way through the year.

Commr. Swartz suggested transferring the Director's and the secretary's salaries and benefits into the Contingency Fund, so that the County Manager can address this once he is hired by the County.

It was further suggested that the information clerk be placed under Administrative Services supervision.

Mr. McKee stated that $54,500.00 could be removed from regular salaries, plus associated fringe benefits, placing it into the Contingency Fund.

After some discussion, the Board decided to remove $50,000.00 from Professional Services.

Mr. McKee stated that the $600.00 for Travel and Per Diem could be cut from the budget, which would serve the Director of Administrative Services, and all other line items that would have served the two positions were cut from the budget, including $5,000.00 from Machinery and Equipment, and $2,400.00 from Office Supplies.

Clerk of Circuit Court

There being no questions by the Board, the proposed budget reflecting workers' compensation and insurance for the Clerk of Circuit Court was tentatively approved.

Property Appraiser

There being no questions by the Board, the proposed budget reflecting workers' compensation and insurance for the Property Appraiser was tentatively approved.

Tax Collector

There being no questions by the Board, the proposed budget reflecting workers' compensation and insurance for the Tax Collector was tentatively approved.

There being no further business to be brought to the attention of the Board, the meeting adjourned at 5:30 p.m.

C. W. "CHICK" GREGG, CHAIRMAN

ATTEST:

JAMES C. WATKINS, CLERK

TMA/BCC