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Budget Sub-Committee Minutes 01/04/1996 Collier County Productivity Committee Budget Sub- Committee Meeting Minutes for January 4, 1996 1:30 P.M. Sub-Committee Sub-Committee Members Present Members Absent Dave Craig Doug Fink John Hickey Steve Pruchansky Bill Neal John Stockton Productivity Commitee Staff Present Member Present Ed Finn Ed Ferguson Sheila Leith Mike Smykowski General The sub-committee members distributed a draft of their interim report to the Board of County Commissioners on Improvement of the Budget Process for review and discussion. The members present were given a copy of Neil Dorrill's reply to the Greater Naples Civic Association(GNCA) on recommendations for improving the budget process. The 1995- 1996 Adopted Budget was distributed to committee members. It was reiterated that subcommittee meetings are subject to the Sunshine Law and should be noticed in accordance with statutory requirements(i.e., reasonable notice of the time, location and subject of the meeting). This information should be provided to the Public Information Office of Collier County. Please communicate to Sheila Leith all sub- committee meetings so that she can advise the Public Information Office. The sub-committee was inquiring as to the status of the amendment to the ordinance creating the County Productivity Committee. Staff will follow up. A recap of the direction given to the sub-committee at the last full committee meeting was to prepare a first draft of their recommendations. The following recommendations were agreed to by the committee. 1. Combine program and line item budgets. 2. Prepare 5 year capital budgets. 3. Eliminate duplication of effort. 4. Full attendance of the BCC should be mandatory at Budget Workshops. 5. Consideration of a 2 year budget. Collier County Productivity Committee Budget Sub- Committee Meeting Minutes for January 4, 1996 1:30 P.M. Sub-Committee Sub-Committee Members Present Members Absent Dave Craig Doug Fink John Hickey Steve Pruchansky Bill Neal John Stockton Karl Ottol Productivity Commitee Staff Present Member Present Ed Finn Ed Ferguson Sheila Leith Mike Smykowski General The sub-committee members distributed a draft of their interim report to the Board of County Commissioners on Improvement of the Budget Process for review and discussion. The members present were given a copy of Neil Dorrill's reply to the Greater Naples Civic Association(GNCA) on recommendations for improving the budget process. The 1995- 1996 Adopted Budget was distributed to committee members. It was reiterated that subcommittee meetings are subject to the Sunshine Law and should be noticed in accordance with statutory requirements(i.e., reasonable notice of the time, location and subject of the meeting). This information should be provided to the Public Information Office of Collier County. Please communicate to Sheila Leith all sub- committee meetings so that she can advise the Public Information Office. The sub-committee was inquiring as to the status of the amendment to the ordinance creating the County Productivity Committee. Staff will follow up. A recap of the direction given to the sub-committee at the last full committee meeting was to prepare a first draft of their recommendations. The following recommendations were agreed to by the committee. 1. Combine program and line item budgets. 2. Prepare 5 year capital budgets. 3. Eliminate duplication of effort. 4. Full attendance of the BCC should be mandatory at Budget Workshops. 5. Consideration of a 2 year budget. Karl Otto was omitted in error from the list of members present at the January 4, 1996 meeting. The Budget Director, Mike Smykowski was introduced and joined the meeting to field questions from the sub-committee regarding budget policy and procedure in relation to the sub-committee's(8) eight proposed recommendations to the Board. The sub-committee Chairman advised Mike that, in general the sub-committee agrees with the GNCA's recommendations. Sub-Committee Observations and Recommendations 1. The budget process needs to be started later and significantly accelerated so that more emphasis can be placed on current years actual results then on the previous budget. Budget Director's Response- Forecasts are calculated 6-7 months into the fiscal year. To delay the process would be difficult given the workload and the limited time available for budgeting analysis. OMB believes that adequate information is provided. 2. The present budget review cycle requires two trips to the BCC. The essential budgetary decisions are made at the program phase. The second review appears to be redundant. The line item budget proposal should be combined with the program submission. Note that the approximate wage costs incurred for staff and Commissioners to review the budgets is$4,250 per day. Budget Director's Response- OMB agrees with the recommendation. Program budgets are designed to set priorities up front to save time at the line item stage. Frequently decisions are delayed to the final stage until actual line item figures and millage information is available. In the consolidated format, actual FY97 budget figures will be available. The goal of the budget staff this year is to streamline the budget review process to more of a 'big picture'exception reporting style. 3. If budgetary decisions are to be based on program considerations, costs should be collected and presented by program. The sub-committee has determined that further study is required before making a recommendation. 4. Public input should be permitted at BCC workshops considering programs. Budget proposals should be made available two weeks in advance of the budget workshop. Budget Director's Response- The decision regarding public input at budget reviews rests solely with the Board of County Commissioners. Florida Statutes govern certain key submittal dates in the budget process. The Sheriffs budget is not submitted until June 1, and the Property Appraiser also provides preliminary taxable value figures on this date. The workshops are held in mid-June. There is little time for review and compilation of this information prior to the Board Workshops. In addition the growth in the County has resulted in a increased workload 2 for the OMB staff. In concept OMB will try to provide budget information as soon as possible. 5. Include citations to legislation and rulings mandating County budget coverage and provide written justification for essentially in the written proposals. Budget Director's Response- Staff does this and will continue to make these citations when possible. 6. All Commissioners should be in attendance at all Budget Workshops with limited excused absence. Budget presentation data and format should be strengthened. The GNCA has recommended providing of additional significant data to allow more comprehensive review. Budget Director's Response-In keeping with the BCC's desire to serve in a Board of Director's capacity, OMB is endeavoring to streamline the budget process. 7. A major change in presentation of budgeting for capital projects is in order. Capital budgeting should be based on a five year plan with flexibility to allow adjustment of priorities. Budget Director's Response- OMB will develop a five year plan for any capital projects that do not have a five year plan. 8. Institute an effective suggestion system for County employees and ensure that its results are widely publicized. Budget Director's Response- This is being done. The I.D.E.A.program is in place which allows employees to propose ideas which will improve customer service,productivity, and/or generate cost savings. In addition there are programs such as Q+, a pilot Gainsharing program, and special merit bonuses. .Mike was thanked by the committee for his input. The budget Committee then reviewed the(8)points again in relation to the Budget Directors responses. After some minor changes,the draft will go to the full productivity committee for review on January 23rd. Meeting adjourned at 4:30 p.m. Next Meeting The next meeting includes the entire Productivity Committee. It is scheduled for Tuesday January 23, 1996, at 12:00 p.m. in the County Manager's Boardroom, 2nd floor, Administration Building. 3