A SPECIAL MEETING OF THE BOARD OF COUNTY COMMISSIONERS

BUDGET WORKSHOP

JULY 13, 1994

The Lake County Board of County Commissioners met in special session on Wednesday, July 13, 1994, 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: Catherine C. Hanson, Chairman; Welton G. Cadwell, Vice Chairman; G. Richard Swartz, Jr.; Rhonda H. Gerber; and Don Bailey (departed at 2:50 p.m.). Others present were: Frank T. Gaylord, Interim County Attorney; Pete Wahl, County Manager, Ava Kronz, BCC Office Manager; and Marlene S. Foran, Deputy Clerk.

BUDGETS

Ms. Eleanor Anderson, Director, Office of Budget, appeared before the Board to present the workshop on the tentative budget for Fiscal Year 1994-95. Ms. Roben Cunningham, Budget Analyst, Office of Budget, was present to answer questions presented by the Board.

SUPERVISOR OF ELECTIONS

Ms. Emogene Stegall, Supervisor of Elections, appeared before the Board to discuss the tentative budget for the Supervisor of Elections for Fiscal Year 1994-95, in the amount of $642.449.00. She stated that the Supervisor of Elections was comprised of the divisions of Registration and Elections.

Registration

Ms. Stegall provided a brief overview of the tentative budget for Registration, in the amount of $422,098.00, and noted an increase, in the amount of $40,413.00, which includes one additional full-time position; and an increase, in the amount of $49,490.00, for postage and forms in order to comply with the National Voter Registration Act, which will become effective on January 1, 1995. She noted that the budget includes the Second Primary election, scheduled on October 4, 1994, and the General Election, scheduled on November 8, 1994. She stated that a cost of living and a merit increase had not been included in the tentative

budget and requested that the employees in the Supervisor of Elections' office receive the same salary increase as the Board employees.

Ms. Stegall stated that the Supervisor of Elections' office has the capability to generate the reports required by the Federal Elections Commission with the system currently in place and that a reserve account for equipment had not been included within the budget. At this time, she discussed the Motor Voter Bill and new requirements that are being mandated by the State.

Elections

Ms. Stegall provided a brief overview of the tentative budget for Elections, in the amount of $220,351.00. She noted an increase, in the amount of $45,791.00, due to an increase in poll worker costs to cover seventy-three (73) precincts; and an increase, in the amount of $9,000.00, due to the costs for additional supplies for the two (2) elections.

COUNTY MANAGER

Mr. Pete Wahl, County Manager, presented a brief overview of the tentative budget for the County Manager for Fiscal Year 1994-95, in the amount of $163,908.00, and stated that the budget allows for the continuation of normal activities for the County Manager's Office.

BOARD OF COUNTY COMMISSIONERS/ADMINISTRATIVE SUPPORT

Board of County Commissioners

The Board briefly discussed the tentative budget for the Board of County Commissioners for Fiscal Year 1994-95, in the amount of $315,976.00, which reflected an increase, in the amount of $15,399.00, due to the Personal Services budget. Ms. Eleanor Anderson, Director, Office of Budget, stated that the Board of County Commissioners' salaries were governed by Florida Statutes, and that the amount indicated was a preliminary amount and would not be finalized until October.

Administrative Support

Ms. Ava Kronz, BCC Office Manager, provided a brief overview of the tentative budget for Administrative Support for Fiscal Year 1994-95, in the amount of $276,869.00. She stated that operating costs indicate an increase, in the amount of $69,895.00, and that the majority of said increase was due to insurance coverage being reinserted into the Administrative Support budget.

Ms. Eleanor Anderson, Director, Office of Budget, responded to questions in regard to the Financial Appropriation Summary. She discussed Line Item 450, Insurance, and explained that insurance had been deleted from the Building Maintenance budget and placed back into the Administrative Support budget. It was noted that a breakdown of the insurance would be provided to the Board for their review.

Commr. Swartz brought up for discussion Line Item 465, Computer Repair/Maintenance, and Line Item 470, Printing and Binding, and requested clarification on the chargeback costs associated with the Reprographic Center, computers and printers. Ms. Anderson discussed the chargeback for computers and printers, and the chargeback costs associated with the Reprographic Center.

Discussion continued regarding Line Item 420, Postage, Drayage; Line Item 410, Communications; and Line Item 430, Contractual Services, at which time, Ms. Kronz noted that Postage had been combined with Communications.

COUNTY ATTORNEY

Mr. Frank Gaylord, County Attorney, presented a brief overview of the tentative budget for the County Attorney's Office for Fiscal Year 1994-95, in the amount of $401,310.00. He stated that the budget reflects a decrease in Personal Services, due to the fact that the County Attorney's salary was now paid from Operating Expenses - Contractual Services. He noted that an increase in Operating Expenses was attributed to the County Attorney's salary, the newly created Computer Repair and Maintenance account, and the Printing and Binder account. He noted that the total budget for

Fiscal Year 1994-95 reflected a decrease in the amount of $13,379.00.

OFFICE OF PURCHASING

Ms. Kelley Soucy, Purchasing Manager, appeared before the Board to present a brief overview of the tentative budget for the Office of Purchasing for Fiscal Year 1994-95, in the amount of $297,470.00. She discussed the Financial Appropriation Summary and noted an increase on Line Item 120, Regular Salaries, due to one limited term Clerical III position; and Line Item 465, Computer Repair & Maintenance, due to the Reprographic Chargeback. She further noted a decrease in Line Item 460, Repair & Maintenance, due to a reduction in maintenance as a result of the Reprographic Center.

Discussion occurred regarding the Reprographic Center; at which time Ms. Eleanor Anderson, Director, Office of Budget, stated that there would be a major increase in all department budgets due to reprographic costs until after the first year of operation, at which time the number of copies being produced could be determined.

Commr. Swartz suggested that a line item be provided throughout the budget for the reprographic costs, and stressed not to inflate the number which would result in taxing ad valorem dollars. He stated that he would like to continue charging the departments at the rate suggested, but would support a lower chargeback.

Discussion occurred regarding the purchase of new computer equipment, at which time Commr. Swartz suggested that the County have an agreement between the County and the vendor stipulating that the prices for computer purchases reflect reduced prices in the computer purchase price. He requested that the actual prices of laser printers be provided to the Board for review.

Reprographic Center

Ms. Soucy provided a brief overview of the tentative budget for the Reprographic Center and discussed the Financial Appropriation Summary. She stated that the costs associated with

the Reprographic Center are based on an estimate, noting that all of the equipment will be on a repair maintenance contract. She stated that the cost per copy reflects repair and replacement.

Ms. Anderson stated that Line Item 419, Chargeback - Contra, in the amount of $127,936 was the total chargeback cost, based on $.03 and $.04 per copy, and could be reduced. She stated that replacement costs were included in the reserve account.

Discussion occurred regarding Line Item 996, Special Reserves, in the amount of $15,000.00, and the method used to reach said amount.

Commr. Swartz suggested that staff review the feasibility of combining the position of reprographic technician with the part-time or contractual position being considered for Informational Services.

OFFICE OF TOURISM

Mr. Dave Warren, Tourist Development Director, appeared before the Board to present a brief overview of the tentative budget for the Office of Tourism for Fiscal Year 1994-95, in the amount of $1,567,942.00, and discussed the Financial Appropriation Summary. He noted that line items have been included for Financial Advisor Services, in the amount of $30,000.00, and Lake County Soccer League, in the amount of $5,000.00. Mr. Warren provided a brief update on promotional activities for Lake County, which accounts for fifty-three (53%) percent of the budget for Fiscal Year 1994-95.

OFFICE OF AGRICULTURE

County Extension Service

Mr. Russell Giesy, Director, County Agriculture Extension Service, and Ms. Sandy Baum, Executive Secretary, Agriculture Extension Service, appeared before the Board to present a brief overview of the tentative budget for the Agricultural Cooperative Extension Service for Fiscal Year 1994-95, in the amount of $416,887.00. He discussed the Financial Appropriation Summary and noted that the major increase was in regard to the Reprographic

Center, as indicated on Line Item 470, in the amount of $16,750, and Line Item 465, Computer Repair and Maintenance, in the amount of $12,662.00. He discussed Line Item 640, Machinery & Equipment and noted that the video camera was for the purpose of recording educational seminars, and establishing a library of tapes.

Soil & Water

Mr. Giesy provided a brief overview of the tentative budget for the Soil and Water Conservation District for Fiscal Year 1994-95, in the amount of $118,419.00, and discussed the Financial Appropriation Summary on behalf of Ms. Paula Allen, Director of Soil & Water Conservation. He noted that Ms. Allen would be submitting her resignation in the near future. He discussed the County Manager's recommendation for a decrease of $500.00 in Line Item 540, Books & Publications, and explained that Books & Publications included educational expenses for staff and would be higher this year due to a new employee in the district office.

Mr. Wahl discussed his recommendation for a decrease in Books and Publications, noting that a comparison had been made of each department's request to actuals for this year. He further noted that there would be lapsed salary dollars with the anticipation of Ms. Allen's resignation, and any additional needs could be handled with utilization through intrafund transfer.

COMMISSIONERS/BUDGETS

Commr. Cadwell requested clarification on the policy for providing budget information to the public, and it was noted that there was a need for a policy for distribution of budget information. Discussion occurred regarding this issue, and it was the decision of the Board that the budget book would be available for review in the Office of Budget and not allowed to be removed as a loaner; however, copies could be purchased.

RECESS AND REASSEMBLY

At 11:30 a.m., the Chairman announced that the Board would recess for lunch and reconvene at 1:30 p.m.

BUDGETS (CONTINUED)

OFFICE OF HUMAN RESOURCES

Ms. Lois Martin, Director of Human Resources, and Mr. Wayne Hamilton, Risk Manager, appeared before the Board to present the tentative budgets for Personnel, Risk Management, Self-Insurance/Comprehensive, and Self Insurance/Group for Fiscal Year 1994-95.

Personnel

Ms. Martin provided a brief overview of the tentative budget for Personnel, in the amount of $359,570.00, and discussed the Financial Appropriation Summary. She noted an additional expense under Line Item 310, Professional Services, for a Drug Free Work Place Program, and the Salary Compensation and Pay Classification Study.

Commr. Swartz brought up for discussion the Salary Compensation and Pay Classification Study, and stressed the importance that the Board become involved, and that employees were given the opportunity to provide input in a formal process to determine the information needed for the Request for Proposal (RFP) for professional services. He further discussed financial and personnel issues in regard to the Sheriff's request to perform a Pay Classification Study, and stated that it was essential that an analysis be prepared on the physical impact of the Sheriff's request in each successive year. Discussion continued regarding this issue and concern was expressed with pay schedule classification being completed in one area of government and not in other areas of government.

Risk Management

Ms. Martin presented a brief overview of the tentative budget for Risk Management, in the amount of $224,104.00, and discussed the Financial Appropriation Summary. She noted that the budget includes a request for a safety officer, a vehicle and computer for safety officer, and insurance on the vehicle for said officer.

Mr. Wahl explained that the Safety Committee had been created in February 1994 for the purpose of creating a safety program for the County, to assist Risk Management and the County Manager's Office in the creation of safety policies for the Board, and to conduct and make recommendations relative to on-site accidents that occur. He explained that within each work site there were employees assigned to the Safety Committee, and their responsibility was to convey and establish the safety program within their work site. He stated that the difficulty was in establishing a consistent safety program county-wide, which would be one of the responsibilities of the safety officer.

Mr. Hamilton stated that it would be essential to have a safety officer, if the County was to comply with state and federal mandated safety requirements. He stated that approximately two-thirds of the County's Comprehensive Plan costs are related to injured workers.

Commr. Swartz requested a list of employees who have been designated as Safety Officers within the various departments of County government.

Commr. Cadwell noted that he was the Board of County Commission's Safety Officer, and stated that his recommendation was for the Board to move forward with the safety program.

Commr. Swartz discussed the request for a vehicle for the Safety Officer, at which time Mr. Wahl noted that a list of the vehicles that were reviewed for replacement or acquisition, and a copy of the inventory list was available in the Board Office. He explained that a vehicle in the fleet, that had been reassigned, would not be reflected in the budget because there would be no budget action required.

Comprehensive Plan

Ms. Anderson provided a brief overview of the tentative budget for the Comprehensive Plan for Fiscal Year 1994-95, in the amount of $2,841,251.00, and discussed the Financial Appropriation

Summary. She stated that Risk Management was in the process of changing the Plan Year from January to October in order to provide figures for the insurance program prior to preparing the budget. She stated that Mr. Hamilton was in the process of preparing a Request for Proposal (RFP) and was looking into an indemnity program that would offer the County's insurance at a cost less than the current self insurance plan.

Discussion occurred regarding the effect of shock claims on the current self insurance plan, and the effect of the withdrawal of the Sheriff's Department and the Clerk of Court from the County's plan. Mr. Hamilton stated that it was essential to provide a three year history when shopping for an insurance program, which includes paid claims, incurred claims, the premium that has been paid, the rates that have been paid, and information on the shock claims, which provides a trend factor and a projection for determining rates.

Group Insurance

Ms. Martin presented a brief overview of the tentative budget for the Group Insurance, which was comprised of the Self-Insured Health Insurance Plan, Group Life Insurance, Group Long Term Disability Insurance, and Flexible Benefits for Fiscal Year 1994-95, in the amount of $2,403,486.00, and discussed the Financial Appropriation Summary.

In response to a request for clarification from Commr. Gerber, Ms. Martin explained that each department was being assessed $300.00 per month per budgeted position, and not per employee. RECESS & REASSEMBLY

At 2:20 p.m., the Chairman announced that the Board would recess for ten minutes, and reconvene at 2:30 p.m.

BUDGETS (CONTINUED)

INFORMATION SERVICES

Mr. Bruce Thorburn, Emergency 911 Coordinator, and Director of Information Services, and Ms. Debbie Tinis, Budget Analyst, Office of Budget, appeared before the Board to present the tentative budget for Information Services, which was comprised of Telecommunications, E-911, Computer Services, and Other Information Services, for Fiscal Year 1994-95, in the amount of $1,326,808.00.

E-911

Mr. Thorburn provided a brief overview of the tentative budget the Emergency 911 Operations, in the amount of $808,006.00, and discussed the Financial Appropriation Summary.

Mr. Thorburn stated that the main frame computer had been purchased in 1988, and that the computer manufacturer will no longer support the computer after this year. He explained that to transport the Ali software, the source code was necessary; however, said code was not available. He stated that redesigning the software at a cost of $100,000.00, with improvements, was reasonable, and stated that he plans to offset approximately fifty (50%) percent of the software redevelopment costs in a settlement with GTE Communications Corporation.

Mr. Wahl noted that a revenue source to be provided by new legislation will allow the imposition of an E-911 fee on cellular phones, at which time Mr. Thorburn discussed the non-exempt status of cellular phones, and the method used to bill a fee on said phones.

Commr. Swartz discussed a new state law that provides counties with an opportunity to adopt an ordinance in regard to restructuring of rates charged for occupational licenses, at which time Mr. Bruce Duncan, Assistant County Attorney, stated that the County had until October 1, 1995 to adopt an ordinance in regard to occupational licenses and noted that a memorandum, dated July 11, 1994, had been delivered to the Tax Collector and the County Manager outlining Florida Statutes, Section 205.0535, and the effect it will have on the County. Commr. Swartz requested that staff prepare an ordinance to address this issue.

Telecommunications

Mr. Thorburn provided a brief overview of the tentative budget for Telecommunications, in the amount of $322,112.00, and discussed the Financial Appropriation Summary. He further discussed the County's phone service and changes that will be initiated in the near future to improve and save an additional $20,000.00 per year by using T-1 functions as opposed to Direct In Dial (DIDs) and Direct Out Dial (DODs). He stated that the Capital Outlay was to continue with the fiber process to connect to the GIS Fiber Project, which will result in savings by allowing more efficient transport of information between the Water Authority and the Criminal Justice facility and between the Records Management facility and Prelude.

Commr. Swartz questioned if the GIS Fiber Project was part of the complex infrastructure improvement, at which time Mr. Wahl responded that the project was outside of the complex and, therefore, not a portion of the infrastructure improvement. He stated that he would review the possibility of using infrastructure funds for the Fiber Optics Project.

Other Information Services

Mr. Thorburn presented a brief overview of the tentative budget for Other Information Services, in the amount of $29,389.00, and discussed the Financial Appropriation Summary. He noted that this program was comprised of Radio Services, Cable Television Services, and Computer Services.

Mr. Wahl explained that the budget for Other Information Services was the remainder of Mr. Thorburn's salary costs that are not E-911 related and must be paid from a source other than the E-911 revenue.

Computer Services

Mr. Thorburn presented a brief overview of the tentative budget for Computer Services, in the amount of $157,301.00, and discussed the Financial Appropriation Summary. He noted an increase in Line Item 120, Regular Salaries, which indicated the inclusion of twenty-five (25%) percent of the position of computer programmer/operator, which was formerly in E-911.

Mr. Wahl discussed the position of computer programmer/ operator and stated that there was a probability that the Board would be addressing a part-time or contractual arrangement with a technician at mid-year.

FIRE & EMERGENCY SERVICES

Mr. Craig Haun, Director, Fire & Emergency Management, presented the tentative budget for Fire & Emergency Services for Fiscal Year 1994-95, in the amount $5,886,787.00, which was comprised of Emergency Management Operations, Emergency Management Trust Fund, Hazardous Materials Response Team, Administration, Emergency Medical Grant, Animal Control, Animal Shelter Trust, Ambulance Administration, and Fire/Rescue.

Emergency Management Operations

Mr. Haun presented a brief overview of the tentative budget for Emergency Management Operations, in the amount of $96,098.00, and discussed the Financial Appropriation Summary. He noted a decrease in Personnel expenses, due to a change over in employees. Emergency Management Trust Fund

Mr. Haun presented a brief overview of the tentative budget for the Emergency Management Trust Fund, in the amount of $65,924.00, and explained that the Emergency Management Preparedness and Assistance Trust Fund was established by the legislature to enhance county emergency management programs throughout the State. He noted that the public education for emergency services would be greatly increased with the continued funding of a public education specialist.

Hazardous Materials Response Team

Mr. Haun presented a brief overview of the tentative budget for the Hazardous Material Response Team, in the amount of $72,258.00, and discussed the Financial Appropriation Summary. He noted a decrease in Line Item 400, Travel and Per Diem, and explained that training for new members would be performed by the County in lieu of sending the new members out of the County for training.

Commr. Swartz brought up for discussion the request for a portable video projector under the Capital Outlay Schedule of the Emergency Management Trust Grant budget, and it was noted that consideration would be given to the possibility of using the video projector currently located in the Board of County Commissioners' Meeting Room.

Administration

Mr. Haun presented a brief overview of the budget for Administration, in the amount of $54,781.00, and discussed the Financial Appropriation Summary. He noted that the budget for Forest Fire Control had been moved into this budget due to the requirement for a one time only contractual payment per year. He further noted that an increase in Line Item 120, Regular Salaries, indicated the inclusion of a portion of the executive secretary salary along with a portion of his salary, whereas the 1994 budget indicated his salary only.

EMS Grant

Mr. Haun presented a brief overview of the tentative budget for the EMS Grant, in the amount of $58,000.00, and discussed the Financial Appropriation Summary. He stated that the allocation of funds was an estimate, and the exact dollar amount would not be known until a later date. He noted that under contract with Florida Regional EMS, EMS receives $50,000.00, or 50%, of these funds, whichever is greater.

Animal Control General Fund

Mr. Haun presented a brief overview of the tentative budget for Animal Control, in the amount of $475,870.00, and discussed the Financial Appropriation Summary. He noted a program change on Line Item 120, Regular Salaries, for one animal control officer and one attendant for the new Animal Control Shelter.

Discussion occurred regarding the Animal Control Shelter software, at which time Mr. Haun stated that the software program allows tracking of animals, identification tags, and license issuing from veterinarians so that a renewal notice could be generated; however, noted that this program had not been funded for Fiscal Year 1994-95. Mr. Wahl interjected that there was a possibility that the same program could be done with the existing software with some of the used computers that are in stock in-house.

Commr. Swartz discussed neutering charges and the importance of track domestic animals and to insure that said animals are vaccinated properly, spayed and neutered. He stated that it was time for the County to begin collecting fees and noted that the Animal Control Study Committee was in the process of changing definitions that would eliminate some of the underground economy and underground animals. He stated that he would like to see a commitment to raise revenue to help pay for the operation of the Animal Control Shelter.

Discussion occurred regarding Line Item 314, Neutering Charges, at which time Mr. Haun discussed the possibility of a sterilization program for dogs and cats at reduced rate and partially funded by the County.

Commr. Hanson recommended that the 1995 requested amount of $27,400.00 for Neutering Charges, be considered in lieu of the County Manager's recommended amount of $7,400.00.

Commr. Swartz discussed the request for two new positions and questioned the use of volunteers at the new Animal Control Shelter in lieu of a full time attendant. He suggested that the request for one animal control attendant be addressed at mid-year.

Commr. Hanson expressed her support of hiring the animal control attendant at this time, based on the information provided by Mr. Haun.

Commr. Cadwell stated that the new Animal Control Shelter was approved by the Board due to over crowded conditions, and if it was the recommendation that the position be filled at this time, the Board should support the request.

Mr. Wahl stated that both positions are justified; however, he would suggested that the position of animal control officer be held until mid-year and not the position of attendant. He stated that in addition to the overtime that was being paid, Compensation (COMP) time was being accumulated at a rate that was no longer practical.

Discussion occurred regarding Line Item 140, Overtime, at which time it was determined to approve the positions of one animal control officer and one animal control attendant.

Animal Shelter Trust

Mr. Haun presented a brief overview of the tentative budget for the Animal Shelter Trust, in the amount of $12,020.00.

Discussion occurred regarding ways in which to obtain contributions to the Animal Shelter Trust, at which time the Volunteer Coordinator was directed to look into an organized program to obtain contributions to the Trust.

Lake County Ambulance Administration

Mr. Haun presented a brief overview of the tentative budget for Lake County Ambulance Administration, in the amount of $1,027,625.00, and briefly discussed the Financial Appropriation Summary.

Fire/Rescue

Mr. Haun presented a brief overview of the tentative budget for Fire/Rescue, in the amount of $4,024,211.00, and briefly discussed the Financial Appropriation Summary. Discussion occurred regard Line Item 640, Machinery & Equipment, at which time Mr. Haun explained that, under non-designated capital, the items that come back before the Board for approval are those items that are over $25,000.00. He stated that the replacement of equipment that wears out or breakdowns was routine capital replacement and could not be designated in advance.

There being no further business to be brought to the attention of the Board, the meeting adjourned at 3:55 p.m.



CATHERINE C. HANSON, CHAIRMAN







ATTEST:







JAMES C. WATKINS, CLERK



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