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Productivity Committee Minutes 05/25/1993 COLLIER COUNTY PRODUCTIVITY COMMI'ImE MINUTES OF MAY 25, 1993 Present: Robert Claussen Christine Ramsey David Craig Richard(Dick)Reihm Marc Gertner Anthony(Tony)Vastola Timothy Hancock Mary Wiegold Robert(Bob)Laird David Wilkison Mike McNees GENERAL BUSINESS Meeting was called to order by Mary Wiegold. Minutes from the April 27, 1993 meeting were reviewed and accepted by committee with one correction on page three. The CCPC received a letter from Burt Saunders indicating that he has requested an update on the implementation of last year's CCPC's recommendations from the county manager. A letter was sent from the CCPC to the BCC indicating our willingness to form a Technology Ad-Hoc Committee. The BCC was pleased and gave their blessings. SUBCOMMITTEE UPDATES 1. DATA PROCESSING/MIS Mary Wiegold gave the following update: The MIS Five Year Planning Committee continues to meet, A set of development standards with an executive summary and agreement for signature by the County and Constitutional Officers will be prepared in 2 weeks. The MIS Committee continues to struggle because of the lack of attendance by decision makers from the departments. A report is to be presented to the BCC within 60-90 days-not sure if it will be done within the time frame. The county manager's office will be getting a VAX computer system-this was concurred as the best solution by Steve Jenner(outside expert)and Christine Ramsey. The discussion concluded with the CCPC agreeing that computer software,not hardware,is the key to flexibility and the ability to network with other departments. 2. HUMAN RESOURCES Tony Vastola gave the following update: Tony and Mary meet with Human Resources and picked up a comprehensive package of the Human Resources Directory,Plan and Procedures for further study. The County, School Board and the City are looking into a joint Group Health Plan. • COLLIER COUNTY PRODUCTIVITY COMMITTEE AGENDA: 5-25-93 Roll Calls Robert Clauesen C. Jay Morgan David Craig Christine Ramsey Marc Gertner Richard (Dick ) Reihm Timothy Hancock Donald Staudter Robert (Bob) Laird Anthony (Tony) Vastola Art Largent Mary Wiegold David Wilkison Staff: Mike McNees 1 . Review of previous minutes dated 4-27-93 2. Board of County Commissioners response to letters regarding follow up to 1993 recommendations and Ad Hoc committee on Advanced Technilogical Issues 3. Subcommittee updates Data Processing/Mis Human Resources Emergency Medical Services Capital Projects - Consolidation Community Development Services Utilities 4 . Ad Hoc Committee update - Advanced Technologies 5. Schedule next full committee meeting 6. Other Adjourn wp:mw:ccpcagen Page Two of Four • County Human Resources having difficulty with CCPC recommendation to change vacation accrual procedure. Existing employees would receive great benefit compared to new employees. Discussion was concluded with Mary's suggestion that the sub-committee should obtain copies of studies prepared by The Florida League of Cities and The Personnel Association. 3. DEVELOPMENT SERVICES Tim Hancock gave the following update: The sub-committee compared budgets of other County Development Services Departments to Collier County,focused on number of staff per capita. This approach became difficult as each county has different structure for the development review making is hard to compare apples to apples..etc. No obvious indicators of problems have been detected yet. The sub-committee requested a more detailed breakdown of the development services budget from Mike McNees. The sub-committee decided to meet with Frank Brutt,The Administrator of Community Development Services Division,prior to initiating interviews with Department heads and/or staff. Discussion amongst the CCPC focused on the following areas: Development Services budget shortfall. The efficiency of the City of Altamonte Springs review process. The effect of the Land Development Code on the process. The sub-committee should investigate to see if standard operating procedures,mission statements,job descriptions,performance indicators..etc.,exist and are being used by the various departments. Is there effective communications between the departments of Development Services? Development Services may be at a disadvantage technologically because they are at the tail end of data processing. How is the Scottsdale, Arizona program working? 4. UTILITIES • Mary stated that no sub-committee is currently investigating the Utilities Division. The new County Manager's computer system will help Utilities billing,response time and dealing with Customer complaints. S. EMERGENCY MEDICAL SERVICES(EMS) Marc Gertner gave the following update: Page Three of Four A good open discussion was held Norris Ijams(Director of EMS)who supports the CCPC investigation. Mr. Ijams provided a voluminous package of background material that Marc Gertner will abstract. Bob Laird spent 2 nights riding with an EMS supervisor and was very impressed with the performance of the EMS personnel. Mr. Ijams is currently investigating the consolidation of EMS services in the county as well as addressing other concerns of the League of Women Voters. 6. CAPITAL PROJECTS CONSOLIDATIONS Tony Vastola gave the following update: The sub-committee is currently digesting 2 reports produced by the county on the pros&cons of consolidating capital projects. Capital projects administration seems to be spread out amongst several departments and this warrants further and closer investigation. 7. TECHNOLOGY AD HOC COMMITTEE Marc Gertner gave the following update: The sub-committee met with the Sheriff concerning a helicopter and picked up some information from the Sheriff. The Sheriff is anxious to obtain a helicopter. He has appointed a 4 -5 member committee to work with the CCPC sub-committee to acquire a helicopter in an efficient and economic manner. Dave Craig is handling the 800 MHz Communication System issue. He has had meetings and conversations with experts on a local,state and national level. Next Tuesday the County Commissioners have scheduled a vote on buying a specific piece of equipment that is relevant only to the existing system and if the existing system is not kept in place as it is,the expenditure would be a waste. The sub-committee feels that the Commissioners should be asked to postpone any action on that at this time. They have also scheduled action on the entire concept of"shall the county buy or get into an eight hundred MHz system for the following week,June 8th. The existing system is an 800 MHz trunk system that is an administrative,five channel system and it does not qualify for a public safety system. Dealing with several issues: 1.Public Safety 2.Political 3.Financial Mary should draft a letter to the BCC to postpone a vote on the system until the sub committee has had time to analyze all the information and make an effective recommendation. Page Four of Four The beauty of keeping this committee involved is the BCC is going to have someone advising them that has no ax to grind. We are just trying to see that the safety of the county is protected and that tax dollars are spent wisely. ADDITIONAL llISCUSSION To Mike: Is there a data base of the minutes of the commissioners meetings so that you can go in by subject? There is a record of skeletal minutes of each meeting in my data base from a certain point in 1992 Before that they have written copies or tapes of every meeting in the Clerk's office. They are not indexed in anyway. Next meeting scheduled for June 22, 1993 at 3:00pm.