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Productivity Committee Minutes 04/29/1991 i MINUTES COUNTY GOVERNMENT PRODUCTIVITY C=MITTEE DATE : April 29, 1991 TIME : 8 :00 A.M. PLACE : Third Floor Boardroom, Building "^" , Collier County Courthouse Complex, Naples, Florida CGPC MEMBERS STAFF Patrick Neale X Mike McNees X Brad Estes X Timothy Constantine X Pamela Cox X Donald York X Jan Kantor X Jamie Gutierrez X Zac Lucio X Franklin Baker X Alternates ► Ronald Labbe ABS Arthur Largent OTHERS PRESENT: CALLED TO ORDER AT: 8 : 00 A.M. ADJOURNED: 9 : 30 A.M. PRESIDING : Jan Kantor MINUTES BY: Ellie Hoffman, Deputy Clerk Productivity Committee April 29 , 1991 Agenda 8am to 9 : 30am. . . Input from members , applications for two positions on committee Review of our timetable for phase one reports Division reports , and discussion of specific topics each will address in final report; this will be last opportunity before submission of reports to the staff on May 3rd for review of factual data. Format of report Questions? Method of communication with staff as to revisions , if necessary Method of "cross-reviewing" each report by all committee members; OMB to mail complete set of reports BEFORE revision to all committee membership to review prior to May 16 May 16 ; discussion of report content , same meeting place at 8am COUNTY GOVERNMENT PRODUCTIVITY COMMITTEE APRIL 29 , 1991 ITEM: Input Re Two Positions on the Committee Mr . Kantor questioned whether the Commission has made a decision regarding permanent repla= cements for John Remington and Dick Laymon. Mr . McNees replied that the Board is waiting to receive recommendations from the committee, and suggested that the members select two per- sons from the resumes that have been sub- - mitted. After discussing the applicants to fill the two vacant positions, it was the consensus of the committee to recommend Messrs. McDaniel and Hessler . Mr. McNees indicated that he will forward the committee ' s recommendation to the Board of County Commissioners . ITEM: Review of Timetable for Phase One Reports Mr . Kantor remarked that according to his memo of April 8th, today is the day that the com- mittee was to come together with rough drafts relative to conclusions and drafts to be for- warded to staff by Friday, May 3rd. Mr. Kantor reported that he and Mr . Largent are still waiting for information with regard to Fleet Management . Mr. Estes indicated that he will be meeting at 9 : 30 A.M. today with Mr . Ochs with regard to health insurance data. He stated that it is projected that these costs will double within the next two years . • Mr . Largent pointed out that cveral i , Fleet Management is very well managed, however there are too many vehicles in the __,.assigned pool . He noted that he reco,,-ends that these vehicles be cut back by 2 "3 ' s . He mentioned that there are some minor items of concern, i . e . a minimum of 400 miles _- month to be driven by those persons assig .ed vehicles on a 24 hour basis . He __ tha: he believes that this figure needs to increased. He indicated Page COUNTY GOVERNMENT PRODUCTIVITY COMMIITTEE APRIL 29 , 1991 that there should be a check sheet in every vehicle so that the driver can make notations of things that need to be corrected. He remarked that staff is looking into four loca- tions for refueling the vehicles which would result in saving time and money. Mr . Constantine explained that he has been traveling quite a bit and has not completed his draft ! He noted that he has met with Transportation Services Administrator Archibald on a couple of occasions, and Messrs. Baker and Lucio have also met with Mr . Archibald. He advised that he will discuss the details of their findings and prepare a report. Mr. Neale expressed that as of this morning, he has a preliminary draft of recommendations relative to Community Development . He noted that the Director , present and past employees, and some customers were interviewed. He offered the following: the Department has had _ a substantial decrease in the amount of work and there may be levels of management that may not be necessary; inter and intra departmental communications should be improved; Department appears to exist . for itself rather than ser- vicing the community, therefore, customer awareness training seminars should be conduc- ted; Office of the Zoning Director should have the authority to make interpretations of minor matters; fee structures should be reviewed; contractors should have the ability to make minor field changes with the approval of the inspector or architect ; and developers and .. contractors should be able to provide archi- tects and engineers with plans for certified code compliance. Mr . Lucio reported that he and Mr . Baker met with Transportation Services Administrator Archibald and it appears that there is a lack of space since this -office is shared with Growth Management . He indicated that it is anticipated that Transportation staff may begin a 4 day, 10 hour per day work schedule but the details of sa: e have not been entirely worked out . Page 3 COUNTY GOVERNMENT PRODUCTIVITY COMMITTEE APRIL 29 , 1991 Mr . York advised that he will be meeting with Utilities Administrator Arnold on April 30th and will be reiterating issues from the last report that have been placed on the back burner . Mr . York indicated that he and Mr . Estes have done extensive interviewing with Parks and Recreation. He mentioned that there is a real inconsistency with regard to fee schedules at the various facilities. In addition, he stated there needs to be an in depth study relative to the charges to cover the programs that are offered. He advised that there are four park rangers but they have no police powers, noting that this is being reviewed by the County Attorney' s office . Mr . Estes remarked that recommendations will be made to double the parking fee at the beaches since $160 , 000 per year is being lost in the beach parking program. He expressed that park rangers should be used to issue citations for meter violations at the beaches. Mr . Estes stated that non-profit organizations are not charged for using the community cen- ters. He related that three additional com- munity centers will be coming on line next year and they have to be staffed for all hours that they are opened. He remarked that ad valorem taxpayers will be picking up the tab for these organizations . Ms. Cox advised that she and Mr . Estes reviewed the Health Department and there is another meeting scheduled for tomorrow morning. She indicated that she feels that the administration of this unit needs to make sure that there is good concrete financial information to back up the programs that are supposed to be fully funded. She explained that many of the programs that are provided are un-funded, notirrg that if they are per- forming a service that goes beyond what the State requires, they s _cculd look into charging more than the mandated State fees . Mr . Estes reported that 722 trod services are Page COUNTY GOVERNMENT PRODUCTIVITY COMMITTEE APRIL 29 , 1991 that these do not incl-_de restaurants since they are inspected by the State . : e mentioned that this unit realizes a shortage of $86 , 785 from the State mandated fee of $50 and they - need to charge a fee of $180 to break even. Mr . Baker reported that he and Mr . Labbe con- ducted the reviews of the County Attorney ' s office . He advised that currently, that department is comprised of 10 attorneys, two paralegals and five secretaries, noting that they are experiencing space problems . He indicated that the vast majority of the growth in that department relates to the Growth - Management Act . In addition, he pointed out that during any given weekly County Commission meeting, legal opinions are requested from the County Attorney' s Office and the responses are to be provided fairly quickly which takes a lot of work. He remarked that the Constitutional Officers request advice from the legal department and several times a week the attorneys serve on various advisory boards . He indicated that the Utilities Department utilizes the County Attorney' s office but they are billed for these services . He advised that the primary source of the County Attorney' s business comes from County personnel by simply filling in a request . He • suggested that there should be additional . accountability before these requests reach the Attorney' s office . ITEM: Format of Report Mr . Kantor advised that everyone has received •- copies of the report from the last committee and suggested that the members follow the same standardized format . He requested that rough drafts be submitted to Mr . McNees by Tuesday, May 7th so that staff can copy all the reports to be mailed to each committee member for cross-reviewing. ITEM: Discussion of Report Content - May 16th Mr . Kantor stated that the committee will meet on May 16th to finalize the reports as .a group and present same to the Board of County Co o ._n' - Co issieners on May 2ath. Page 5 COUNTY GOVERNMENT PRODUCTIVITY COMMITTEE APRIL 29 , 1991 Adjournment Page 6