The Lake County Board of County Commissioners met in special session on Wednesday, July 14, 1993, at 9:00 a.m., in the Board of County Commissioner's Meeting Room, Lake County Administration Building, Tavares, Florida. Commissioners present at the meeting were: G. Richard Swartz, Jr., Chairman; Catherine Hanson, Vice Chairman; Rhonda H. Gerber; Don Bailey; and Welton G. Cadwell. Others present were: Annette Star Lustgarten, County Attorney; Peter F. Wahl, County Manager; Ava Kronz, BCC Office Manager; Barbara Lehman, Chief Deputy, Finance & Audit Department; and Toni M. Riggs, Deputy Clerk.
The Chairman, Commr. Swartz, opened the meeting.
Discussion occurred regarding the time constraints involved with providing the Property Appraiser with the tentative millage rate. It was noted that a tentative time had been scheduled on July 27, 1993, for the Board to approve the millage rate. The Board has until August 5, 1993, to provide the Property Appraiser with the millage rate.
It was noted that the following individuals were in attendance to provide statistical information, and to answer questions, during the budget workshop: Ms. Lois Martin, Director of Human Resources; Ms. Eleanor Anderson, Director, Office of Budget; Ms. Mary Scott, Ms. Pat Land, Ms. Debbie Tinis, and Ms. Loretta Hale, Budget Analysts, Office of Budget.
DEPARTMENT OF PLANNING & DEVELOPMENT SERVICES
Mr. John Brock, Senior Director, Department of Planning and Development Services, was present to answer any questions of the Board.
Mr. Pete Wahl, County Manager, explained to the Board that staff went back at mid-year to make some major adjustments, because of the overstated revenue. He stated that this year staff has taken the historic base of the number of permit applications, and the actual history of applications, and applied the new rates, to estimate the revenues.
Mr. Mark Knight, Chief Planner, Planning Division, stated that one employee in the Planning Department is currently spending 100% of her time on the Affordable Housing Program. Commr. Swartz stated that the Board has the ability to fund that percentage of administrative time from the Affordable Housing funds. Mr. Knight stated that staff has the ability, by resolution, to increase the Administrative funds up to the maximum of ten (10) percent.
Commr. Swartz recommended increasing the funds to ten (10) percent, in order to fund it to the percentage that staff reasonably feels would be devoted during this coming year. It was noted that there was no objection by the Board members to the recommendation. Staff was instructed to analyze the recommendation from the Board, and to bring back a resolution that allows up to the ten (10) percent, and utilizes the funds when possible.
Discussion occurred regarding occupational licenses, with Mr. Wahl explaining that this source of revenue goes into the County's General Revenue.
Commr. Swartz stated that he had requested Mr. Wahl to review the recent legislation that would allow an increase for occupational licenses, and to bring back his evaluation on this issue. Commr. Swartz also requested that Mr. Wahl bring back comparisons from other cities and counties.
Before discussion on the individual departments, Commr. Swartz suggested that, on the line items numbered 340 through 520, staff go back and either take the County Manager's recommendation, or the 12 month estimate, whichever is lower, unless staff can show some special circumstance. Commr. Swartz stated that the Board cannot afford to build cash balances for next year with tax increases this year. He stressed that staff needs to go back and look at their numbers, in order to determine where the necessary adjustments can be made, so that this does not happen. Commr. Swartz stated that he would like staff to review line item 540, Books, Publications, Dues, and to reduce this to what is essential, or mandated.
Mr. Wahl directed the Board's attention to Page 7, which contained information that he requested from each department, regarding categories, including programs, that were absolutely required, or statutorily mandated, to be performed by each department. He stated that he will make a list prioritizing the programs and needs for each department.
Discussion occurred regarding Page 14, the Organizational Chart for the Department of Planning and Development Services. It was noted that the County Manager was recommending the Planner III position, with the Concurrency Coordinator being placed as a priority #2.
Discussion occurred regarding the number of staff members in the Planning Departments of other counties. The Board also discussed the hours of operation for each department directed by the Lake County Planning and Development Services. Mr. Brock and Mr. Gregg Stubbs, One-Stop Permitting Center Coordinator, answered questions regarding these matters.
It was noted that the Planner III position was being left in the proposed budget for the One Stop Permitting Center Division, Development Regulation Services, and the request for the Concurrency Coordinator was being eliminated.
The Board reviewed Page 19, the Organizational Chart for Code Compliance Services, and the request being made for the Code Inspector. Mr. Wahl stated that this position was not being recommended as a priority #1.
Mr. Stubbs discussed the number of complaints being processed through Code Compliance Services. Commr. Swartz requested that staff make a recommendation to the Board as to how to reduce the increased number.
Discussion occurred regarding the vehicle requests from the various departments. Mr. Wahl stated that the maintenance shop has looked at each of the vehicles, and a recommendation has been made for a lower mileage assignment to another area, or for the vehicle to be replaced, or, if it is in safe operable condition, it will be retained.
Commr. Hanson discussed the volunteer program that Mr. Fletcher Smith, Director of Community Services, has been preparing, and questioned whether Code Compliance Services would be an area where this program could work effectively.
The Board reviewed Page 26, the Organizational Chart for Building Services/Building Official, and the request for a Plans Examiner, and a Chief Electrical Inspector. Mr. Wahl stated that he had recommended the upgrading of both of these positions. He further stated that the part-time request was reduced by 50 percent, with it being designated as a piority #2.
Mr. Wahl discussed the Clermont branch office and informed the Board that there may be an opportunity to move, or shift, people into the consolidated location of this office in Tavares, as opposed to trying to maintain this office and the Clermont office. It was noted that city permits are issued from the Clermont office.
Mr. Stubbs stated that there would be a total budget savings, in the amount of $133,259.83, if the Clermont office was closed. The actual office operations, including machinery, equipment, rent, repair and maintenance, would amount to $75,188.00. He stated that the permitting service could still be provided to the City of Clermont, with the City being reimbursed. Mr. Stubbs was asked to provide additional information to the Board members on this issue for review, including the amount of revenue generated from Clermont, Minneola, Groveland, Mascotte, Montverde, and Howey-in-the-Hills.
Commr. Swartz requested information regarding inspections made by the County, and data relating to those inspections, in terms of costs and inspectors.
The Board reviewed Page 37, the Organizational Chart for the Planning Division, Development Services, and the request for additional personnel. Mr. Knight informed the Board that the request for an Executive Secretary has been downgraded to a Secretary II, and made a priority #1. A request was also being made for two (2) Planner IIIs, with Mr. Wahl recommending one Planner III as a priority #2, and the other as a priority #3.
Mr. Wahl informed the Board that the numbers before them only reflect the requests that were ranked as #1 priorities.
Mr. Knight discussed the need for two (2) Planner IIIs, and the duties that would be performed by each one. He informed the Board of his contact with the Department of Community Affairs (DCA) regarding the County's application for the Community Development Block Grant (CDBG). He then discussed the plans that Mr. Will Davis, Director of the Lake County Water Authority, has proposed for the Geographic Information System (GIS) Coordinator, and the consideration being given for a part-time GIS Coordinator for specific Water Authority projects for next year.
Discussion occurred regarding the funding of the transportation position (Secretary II), with CTT funds, and using the funding that has been set aside for this position to fund one of the Planner III positions. It was noted that there were no objections by the Board members, at this time, to consider this option.
Mr. Knight referred to Page 35, the Financial Appropriation Summary for Planning Operations, and explained the proposed increases in several of the line items. He then explained the request being made for a laser printer, which appeared on Page 42, line item 640, in the amount of $5,000.00. It was noted that this request was being recommended as a priority #5 by the County Manager. Mr. Wahl explained that he did not recommend the printer, because he did not feel that the current data base management system is operating properly, at this time. He stated that he has requested that Mr. Bruce Thorburn, E9-1-1 Coordinator, request the Computer Committee to come back with a entire program plan to upgrade the information systems, and that it be inter-linked between departments. He further stated that this will be a lengthy and expensive process.
Mr. Jim Barker, Director of Environmental Management, reviewed Page 60, the Organizational Chart, and explained the requests being made for additional personnel. It was noted that the Executive Secretary was a reclassification; the Environmental Technician was recommended as a priority #2; and the Environmental Specialist II, the Water Resources Engineer, and the Water Resources Specialist II were all ranked as priority #3s.
Mr. Wahl stated that, after further discussions with Mr. Brock and Mr. Barker, there may be the ability to offset these costs for personnel through an inter-fund transfer from Solid Waste. He stated that, if the Board approves to consider this suggestion, he would change his recommendation. It was noted that the Environmental Specialist II and the Water Resources Specialist II would be funded out of the Solid Waste fund.
Discussion occurred regarding Page 61, Line Item 310, Professional Services, with Mr. Barker indicating that there is the possibility that the list of programs, in relation to the Water and Wastewater Master Plan (WWMP), the Comprehensive Plan, etc., can be delayed. Discussion continued regarding the possibility of transferring the amount of $23,395.00 to the necessary account to fund the Environmental Specialist II. It was noted that Mr. Wahl would consider this suggestion, but that he did have concerns with this proposal.
Discussion continued regarding other line items within Pollution Operations. Mr. Wahl stated that he would reconsider each of them, in order to make the necessary changes previously decided by the Board. Mr. Wahl stated that the request made for the network/software, in the amount of $56,085, will be reconsidered, and he will probably recommend that this request be made a priority #1. It was noted that this amount would come out of infrastructure.
RECESS & REASSEMBLY
At 10:53 a.m., the Chairman announced that the Board would take a short recess.
DEPARTMENT OF PUBLIC SERVICES
Special Services Division
Mosquito & Aquatic Plant Management
Solid Waste Division
Mr. Jim Stivender presented an overview of the Revenue and Appropriation Summary by Fund for the Department of Public Services.
Mr. Wahl discussed the special projects, and stated that depending on the actual project costs, and the direct administrative costs, the County will be assessing an administrative overhead fee for operation and maintenance on all Municipal Service Benefit Unit (MSBU), Municipal Service Taxing Unit (MSTU), and special revenue funds.
Mr. Stivender discussed, in detail, the line items within his division. He provided the Board with a handout of material regarding Capital Items for 93/94, and the 5-Year Road Construction Program.
Discussion occurred regarding the requests that have come from the cities regarding the community park projects, with it being noted that an updated priority list will be coming to the Board for review, once the Parks and Recreation Advisory Committee takes action on it.
It was noted that the Board and County Manager had no problem with the requests for Line Item 640, Machinery and Equipment, in the amount of $15,550.00, which will be a County Transportation Trust (CTT) fund transfer.
Mr. Wahl explained that various departments have been provided with special services, which are funded out of General Revenue, and the departments have not been charged for those services. Staff is attempting to get those special revenue accounts, taxing districts, and special funds to reimburse the General Fund for those services.
Discussion occurred regarding Page 13A, Alternative Transportation Services. Mr. Chuck Pula, Director of Parks and Facilities, addressed the Board on a fund raising event to raise funds that may assist in the costs related to the Bicycle/Pedestrian Program. Mr. Pula stated that bicycle licensing is an issue that is also being considered.
Mr. Stivender discussed Page 23B, Line Item 490, Other Current Charges, and stated that he was requesting the amount of $30,000.00, and the County Manager was recommending $20,000.00. Mr. Stivender explained his reasons for additional funding. After discussion with the Board, the amount was adjusted to reflect $30,000.00.
Discussion occurred regarding Line Item 630, Improvements Other Than Buildings, in the amount of $100,000.00, reflected in the Operations Section. Commr. Swartz stated that each Commissioner needed to consider this item for areas within their district that might need the services now, and not wait until next year.
Mr. Stivender discussed Line Item 640, Machinery and Equipment, and referred to the second page in his handout material, which reflected a department recommendation, in the amount of $19,600.00, to install the file server and hardware/software for an 18 user network. Mr. Stivender explained that he would be coming back at mid-year for additional modifications to this line item.
Mr. Stivender discussed Line Item 670, Roads, and explained the process that he and staff will be using in the future to develop more detailed information regarding the road program.
Mr. Stivender stated that the Special Assessments Section will be placed under Mr. Roche, and that adjustments will be made within this section of the budget.
Discussion occurred regarding the Contingency and Cash Carried Forward Section, with Mr. Stivender explaining Line Item 810, Aids to Government Agencies, in the amount of $52,500.00, which includes the Agreement with the City of Leesburg, and pertains to the airport.
Mr. Stivender discussed Page 58B, Financial Appropriation Summary for the Engineering Section. At this time, additional handout material was given to the Board members regarding Capital Items 93/94 for the Engineering Section. Mr. Stivender stated that the scissor lift truck for signal maintenance has been eliminated and will not be purchased, and that a scissor lift will be placed on one of the existing trucks.
Mr. Wahl stated that he will meet with Mr. Don Griffey, Director of Engineering, to reconsider the request for the Engineer III position.
Mr. Stivender referred to Page 69A, Mosquito Control Section, and the additional handout provided by staff regarding Capital Items 93/94 for Mosquito Management.
Discussion occurred regarding the request for the Entomologist, and the two (2) Spray Truck Operators Seasonal Part-time. Mr. Wahl stated that he is not recommending the Entomologist, which would be funded from the General Fund.
Mr. Stivender discussed the Road Operations Capital Items 93/94 and stated that he is requesting a budget amount of $604,750.00, as opposed to the recommendation made by Mr. Wahl, in the amount of $410,500.00. Mr. Stivender stated that he is requesting three (3) Crew Cab Flatbed Dumps, in the amount of $114,000.00, one for each maintenance district, and a 5th Wheel Truck Tractor - Diesel, in the amount of $65,000.00. At this time, Mr. Wahl stated that he would approve the request for the 5th Wheel Truck Tractor, in the amount of $65,000.00, which will need to be added into the figures before the Board.
Mr. Stivender explained the request to take a stall out of the sign shop and upgrade this area for maintenance of all of the equipment in the round courthouse. Mr. Wahl stated that he has recommended that this request be approved.
Mr. Stivender stated that a mixer has been purchased, and a used self loading scraper will be considered at mid-year.
Discussion occurred regarding the request for two (2) Equipment Operators. It was noted that Mr. Wahl was recommending both positions.
RECESS & REASSEMBLY
At 12:29 p.m., the Chairman announced that the Board would recess for lunch, and reconvene at 1:30 p.m.
DEPARTMENT OF PUBLIC SERVICES (CONT.)
Mr. Stivender discussed the issue of transferring State roads to the County, which staff will be reviewing in the next year. He informed the Board that the ninth penny (Ninth Cent Gas Tax) runs out in August, so prior to July, 1994, staff will need to bring to the Board material to review that will extend the life of that penny. It was noted that the ninth penny was set up for ten (10) years by resolution.
It was noted that the issue involving the Ninth Cent Gas Tax will be scheduled for a workshop at the first meeting in January, 1994.
Mr. Stivender referred to Page 105, Financial Appropriation Summary for the Transfer Station Drop Boxes Section of the Solid Waste Management Division, and explained the increase in several of the line items. Mr. Wahl stated that he was only recommending the deletion of the request to split the funding for the Landfill Attendant I and the Equipment Operator III.
Discussion occurred regarding the Financial Appropriation Summary for the Solid Waste Disposal Operations Section, with Mr. Stivender explaining the increases being proposed in this budget. He discussed Line Item 310, Professional Services, in the amount of $50,000.00, with the Board and staff agreeing to place these monies into the Contingency Fund, until a determination has been made for its use.
Discussion occurred regarding Line Item 400, Travel and Per Diem. Mr. Ron Roche, Director of the Solid Waste Management Division, and Ms. Claire Bartlett, Manager of Solid Waste Operations, presented an explanation for the proposed funding, in the amount of $9,000.00. Commr. Swartz requested that staff supply the Board with the number of employees who are required to be certified, and the costs associated with this.
Mr. Steve Hiney, Recycling Coordinator, was present to discuss Page 137, the Financial Appropriation Summary for the Recycling Programs Section, and Pages 145-146, the proposed budget for the Curbside Operations Section. Mr. Hiney presented an explanation of the request for a Solid Waste Investigator, which has been recommended by Mr. Wahl. Mr. Hiney continued the review of the line items in each of the other programs in the Solid Waste Division.
RECESS & REASSEMBLY
At 2:45 p.m., the Chairman announced that the Board would take a short recess.
DEPARTMENT OF FIRE/EMERGENCY SERVICES
Chief Craig Haun, Director, Fire and Emergency Services, and Ms. Karen Bowerman, Assistant Fire Coordinator, were present to discuss the proposed budget for the Department of Fire and Emergency Services.
Discussion occurred regarding the request for the Executive Secretary, which Mr. Wahl had recommended as a priority #2. Mr. Wahl stated that there is a need for this position, and that he would reconsider placing this as a priority #1. It was noted that the amount budgeted in Machinery and Equipment for this position ($3,728.00), will be removed from the proposed budget, until this request is reconsidered.
Discussion occurred regarding the proposed budget for the Animal Control Division. Mr. Wahl stated that he is recommending the replacement of two (2) vehicles (pickups). Ms. Frankie Thorpe, Director of Animal Control, was present and discussed the maintenance on the equipment for this division.
Commr. Swartz questioned how programs and funding can help to reduce the number of animals that the County is having to euthanize each year. Ms. Thorpe discussed the sterilization program, and the assistance that Animal Control is receiving from the local veterinarians, and stated that more education and enforcement are needed, in order to accomplish what Commr. Swartz was suggesting.
Commr. Hanson suggested that Ms. Thorpe check with the County Extension Services for assistance with the education that is needed in this area.
Chief Haun discussed other requests being made for his department, including the communication equipment for the Hazardous Materials Section.
Commr. Swartz discussed Page 42A, Financial Appropriation Summary for the North Lake Ambulance Service, Line Item 996, Special Reserve, in the amount of $275,084.00. He stated that he would like to take these funds and move them into Hazardous Materials, so that Hazardous Materials can reimburse the Fire Fund.
Discussion occurred regarding Page 22, Line Item 640, Machinery and Equipment, with Mr. Wahl explaining how each request was ranked, as far as being a priority. It was noted that staff would consider the purchase of two (2) in-suit communications per year.
Chief Haun explained the proposed budgets for the Fire Control Section, the EMS Trust Grant - Pre-Hospital Section, and the Emergency Management Operations Section. Mr. Wahl stated that he was recommending the telephone system for Emergency Operations Center, in the amount of $21,154.00.
Chief Haun discussed the Personnel Schedule for the Fire and Rescue Section, and stated that he has requested an additional 1 1/2 positions.
RECESS & REASSEMBLY
At 3:49 p.m., the Chairman announced that the Board would take a five (5) minute recess.
DEPARTMENT OF COMMUNITY SERVICES
Human Services Division -
Probation Service Division
Veterans' Service Division
Mr. Fletcher Smith, Director of Community Services, was present to discuss the proposed budgets for the Department of Community Services.
At this time, Ms. Judy Edwards, Citizens' Commission for Children, introduced the following individuals: Ms. Elaine Davis, Investigator with the Tavares Police Department; Mr. Tom Manning; Father David Randolph; Wally Bain; and Ms. Nancy Lamb.
Discussion occurred regarding the computer equipment for the Department of Community Services Division, with Commr. Swartz suggesting that this be presented to the Computer Committee for review.
Mr. Russ Melling, Director of Environmental Health, Department of Health and Rehabilitative Services (HRS), was present in behalf of Dr. John Pellosie, Administrator for the Lake County Public Health Unit.
Mr. Wahl stated that Dr. Pellosie was requesting additional funds for public health, personal health services, and primary care. In the past, the position of the Board has been to look at participating in the funding of public health services, and, to a lesser degree, personal health and primary care services. The increase being reflected today is in the Environmental Health portion of the Public Health Unit budget. At this time, Mr. Wahl reviewed the requirements under Florida Statutes Chapter 154.
Dr. Melling stated that a request had been made for the funding of two (2) positions for the Clermont office, which is within the Environmental Health Program, and which have been recommended by the County Manager. He stated that a request has also been made for approximately $54,000.00, to cover additional costs involved with the issuing of permits from the branch office.
Mr. Wahl presented the Board with backup material from Dr. Pellosie regarding his budget requests. He stated that, for the record, the relationship between Dr. Pellosie and the County has been a very positive one, and that the proposed budget is consistent with the Florida Statutes.
Discussion occurred regarding the proposed budget for the Citizens' Commission - Children Section. It was noted that the original request from the Citizens' Commission for Children was in the amount of $750,000.00, with the County Manager's recommendation being in the amount of $50,867.00.
Ms. Judy Edwards, Coordinator for the Citizens' Commission for Children, presented the Board with backup material regarding the funding requests for the Commission.
Commr. Hanson stated that she would like to see the monies used to create partnerships within the community, and to leverage funds. She further expressed that she would like some funds set aside, perhaps in a Contingency Fund, in order to have monies available when programs are introduced to the County.
Discussion occurred regarding grants that may be available for the Citizens' Commission for Children. Mr. Wahl stated that he has reviewed information on several grants, which he has forwarded to Ms. Edwards for consideration. Ms. Edwards stated that the Childrens' Services will be receiving $5,000.00 from grant funding in September, from the local Inter-agency Community Collaboration Project.
Ms. Nancy Lamb, Retired Seniors Volunteer Program (RSVP), appeared before the Board and discussed several programs that are available for children, and presented the Board with information regarding a specific program that involves painted puppets that are life size. She discussed the "Kids on the Block" Program and topics that this program will be covering. She presented the Board with information regarding the life size puppet program, and requested that the Board support the proposed budget request being made for the Citizens' Commission for Children.
Ms. Wally Bain, Lake County Schools, Drug Prevention Specialist, appeared before the Board and explained his duties in relation to the school system. Mr. Bain requested that the Board approve the funding request being presented for the Citizens' Commission for Children.
Father David Randolph, Lake County Department of Corrections, appeared before the Board and stressed the need for the government to work with the communities.
Ms. Elaine Davis, Detective, Tavares Police Department, appeared before the Board and requested that the Board consider a council for abused individuals, and parent-children workshops.
At 4:43 p.m., Commr. Bailey excused himself, in order to attend a prior commitment.
DEPARTMENT OF COMMUNITY SERVICES (CONT.)
Commr. Hanson stated that the original amount of funding for the Citizens' Commission for Children was in the amount of $250,000.00, with $50,000.00 coming from General Revenue, and the balance of $200,000.00 coming from grants. At this time, Mr. Wahl explained his recommendation, in the amount of $50,867.00.
Discussion continued regarding other areas of the proposed budget for Community Services. Mr. Wahl stated that the County is considering the possibility of setting up a County maintained cemetery, and determining whether this would be a cost effective move for the County.
Mr. Smith and Ms. Nadine O'Connor, Manager of Human Services, explained several of the other line items within the proposed Social Services budget.
It was noted that handout material was presented to the Board in relation to the Lake County Volunteer Program, which has been developed by Mr. Smith. Mr. Wahl stated that this budget request came in after the budget was prepared, and therefore, he was not recommending any of the funding.
Commr. Swartz requested that the Board consider reducing some of the funds that have been given to a particular organization, and allocating it several different organizations.
Ms. Wendy Breeden, Library Coordinator, was present to discuss the request being made for an additional position, which would be a Technical Services Manager. Other areas of the budget were reviewed, with Mr. Wahl stating that he would review Contractual Services, and Rentals and Leases.
Mr. Smith discussed the proposed budget for the Probations Section. Commr. Swartz stated that he would like to see the figures used in determing the proposed budget for Line Item 449, Other Rentals and Leases.
It was noted that the proposed budget for Veterans' Services Section indicated the same number of personnel, no capital requests, and the operating costs were below last years. Mr. Don Priem, County Veterans Service Officer, stated that he would provide the Board with statistical information, in relation to the number of veterans being served in Lake County.
Ms. Robbie Hollenbeck, Director, Private Industry Council, was present to discuss the proposed budget for the Private Industry Council. Mr. Wahl explained the funding established for several of sections under this division.
There being no further business to be brought to the attention of the Board, the meeting adjourned at 5:33 p.m.
G. RICHARD SWARTZ, JR. CHAIRMAN
JAMES C. WATKINS, CLERK