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Productivity Committee Minutes 12/15/2004 CC., Z1z`o s IC, IA COLLIER COUNTY GOVERNMENT PRODUCTIVITY COMMITTEE Minutes—December 15, 2004; 2 p.m. Members Present: Syd Blum, Rob Dowling, Stan Farnham, Dex Groose, Steve Harrison, Matt Hudson, Al Kozel, Helen Philbin, Joe Swaja and Janet Vasey Members Absent(Excused): Celia Fellows resigned effective 12/15/2004. Liaison: Commissioner Coyle Staff Present: Amy Patterson, Impact Fee Manager, Community Development; Denny Baker, Director, Financial Administration &Housing, Community Development; Marla Ramsey, Interim Administrator, Public Services Division; Joe Delate, Project Manager, Parks and Recreation Department; Len Price, Administrator, Administrative Services; Kelsey Ward, Contract Administration Manager, Purchasing Department; Debbie Wight, County Manager's Office; and Barbetta Hutchinson, Office of Management &Budget. Also present: Michael Kirk, Director Real Estate and Asset Manager, Bob Spencer, in place of Steve Fain, Finance Director and Alvah Hardy, Executive Director of Planning and Construction, all representing Collier County Public Schools I. Introduction: A. Opening Remarks—There being a quorum, Joe Swaja, Chairman, called the meeting to order at 2 p.m. Joe informed the group that committee member Janet Vasey was selected to receive the Advisory Committee Outstanding Member Award. The presentation is scheduled for Tuesday, January 11, 2005 at 9 a.m. in the Commission Chambers. B. Approval of Minutes—There being no changes to the November 17, 2004 meeting minutes, Janet Vasey made a motion to approve; Matt Hudson seconded, and the committee unanimously approved. II. Old Business: A. Impact Study Report —Amy Patterson, Impact Fee Manager, Community Development & Environmental Services Division, reviewed the entire impact fee study program. She distributed a copy of the status report on each of the on going impact fee studies. Those areas are: Correctional Facilities (The contract has been terminated with Henderson, Young & Company and assigned to Dunkin Associates. The draft report is complete pending final information from the Property Appraiser's Office); Law Enforcement (The contract has been terminated with Henderson, Young & Company and assigned to Tindale-Oliver and Associates. The draft report has been completed and is pending the submittal of the three final pieces of information to be provided by the Sheriff's Office—If these items are not given by the next meeting, the Committee will draft a letter of request); Emergency Medical Services (The study is complete pending resolution of three issues: 1) determination of the appropriate credit to be included as a component of the impact fee, 2) issues related to the useful life and replacement of cars and other capital, and 3)budget and funding source questions); Educational Facilities (The consultant estimated that the earliest completion date of a draft report would be March 2005 due to the fact that the information is so stale and must be redone); Fire Protection(Request letter and Scope of Services are complete and have been forwarded Page 1 of 5 to the independent fire districts. Included in the scope is a requirement that the final report be completed no later than June 30, 2005); and Parks and Recreational Facilities (Kick-off meeting is scheduled for January 12, 2005). A copy of her presentation is made a part of these minutes. Amy will provide a milestones timeline in the very new future. Janet Vasey noted that a replacement for Celia as the Chair of the Parks and Recreation Subcommittee needs to be determined. Syd Blum volunteered for the position. Amy will provide Syd with the minutes of the past meeting and will inform Syd of the date and time of the next meeting. B. Collier County School Board Impact Fees - Michael Kirk, Bob Spencer and Alvah Hardy from the Collier County Public Schools were present to discuss the impact fee which was last updated in 1992. Michael Kirk displayed and reviewed a future school location map with the locations of proposed schools within the next five years. Since 1999, the school district has been aggressively acquiring property. He addressed issues of class-size reduction and the importance of working and coordinating efforts with the county staff. Five elementary schools, two middle schools and one high school are planned to be built within the next five years. In addition, several schools will have additions built in order to accommodate more students. Mr. Kirk said that there is a staff working group which is made up of a representative from every municipality as well as several representatives from the county. One of the primary duties was to create a matrix to determine what infrastructure needs are in order to build the schools that are necessary. They need to take into consideration other infrastructure such as roads, water and sewer. Alvah Hardy spoke on the capital work plan. The three-year cycle for review of impact fees started in the year 2000. Before that,there was no process for review. Since the implementation, the schools are attempting to follow this cycle. Being heavily regulated by the State is a problem, making building schools difficult because of heavy regulations. In order to approve building a school, the proposed school must be filled past capacity in a five-year cycle in order to document need. Therefore, we have portables. Because of the current planning process, we will always have them. At the meeting of the Issues 2005 Legislative Delegation, five superintendents from this area put in a plea to the legislative body to look into proposing some legislation to change the planning process. In addition, he noted that the school currently has control of the necessary property to build every school in their five-year plan. They also have four or five properties for the second five years. It gets harder and harder to find property the required size (35 parcels), so two-story construction will be something they will be considering. Janet Vasey asked for verification that out of five elementary, two middle and one high school that four elementary and one middle are due to class size reduction. She stated impact fees cannot be used to build these schools because they are not related to actual growth. Bob Spencer stated that we have to rely on the consultants to decide how much comes from new construction, from existing homes, class-size reduction, etc. in order to determine a correct impact fee number. The challenge for the consultant is trying to segregate class-size reduction from the growth factors of new home construction and residential homes that are having children that did not have children before. Joe Swaja asked, "What would the impact fees have to be to fund the schools if driven by growth?" Mr. Spencer said he would have no idea and that it would be up to consultants whose expertise would be able to make that determination. Mr. Kirk noted that every community goes through growth cycles and each community in the Collier area will enter into a cycle at different times. Page 2 of 5 Planning for those cycles is critical. The School Board and Collier County must work together, make a recommendation to the Board of County Commissioners,which will decide the final numbers. The impact fee was discussed in length and the importance of doing the correct analysis. Problems with Henderson, Young & Company were addressed. Because of concerns with this firm, the motion to change consultants was made by Stan Farnham and seconded by Matt Hudson. -+Joe Swaja will compose a letter to the Board of County Commissioners recommending the action. Joe stated that our next step will be when Amy gets back to us with when the impact fees will come to us. We can't do anything until we get that answer. C. Update from Benefits Subcommittee —Helen Philbin addressed the group and updated them about the subcommittee's meeting with Douglas Ley who provided an overview on the different type of health plans available. Consumer driven plans are the wave of the future, with education being the key to the growth and acceptance of the program. Dex Groose noted that he felt the presentation was biased towards keeping the existing plan and not doing anything dramatic. He thinks we need some other outside opinions. He also asked why we negotiate only with NCH when competitive bidding should include Cleveland Clinic? The county may be going that way in the future, using the availability of Cleveland Clinic as a wedge. Joe Swaja asked if there was any thought given to having two plans, including one for the older employees and another for the others. Helen said they could probably slowly introduce a new plan to the employees. Len Price stated that since rates have doubled over the last four to five years, there is a plan in place for the employee's contribution changing from the current 82%-18% co-pay plan to an 80%-20%plan. Steve Harrison asked how the benefit package of the county stood in comparison with the private sector and Helen responded that they are very close. D. Update from Budget Subcommittee—Steve Harrison advised the group that a letter regarding the consolidation issue was given out. Debbie sent an e-mail to the members regarding the consolidation as well as an EDC response. Janet said the Anderson response to our review did not even address the major issues such as the fact that we do not believe in the validity of millions of dollars of revenue shortfalls that they have predicted over the next 10 years. Syd talked with David Ellis of CBIA and a representative of the State Homebuilders Association,who asked him why we were so against the recommendation from Anderson. He stated he couldn't talk to them about anything that has not been published and invited them to this meeting. They assured him that one of them would be here. If the subcommittee is going to proceed with this project, then we need the sheriff's cooperation and the Clerk of Courts. Commissioner Coyle stated that the reason for the study was not to consolidate districts,but to find areas of efficiencies where we could work together. He also noted that Golden Gate Fire Chief Don Peterson was a very progressive thinker and very cooperative in working with the government. Steve Harrison stated that by the time of our next meeting,we should firm up with the school district and know which fire districts will participate. As a committee we should hit on the functional areas of finance, IT and HR Len Price will coordinate three or four persons (Directors or Managers) to follow-through and visit their physical locations and do diagrams. Len will ask them to be here for our next meeting. Len will arrange a meeting between those chosen and Steve before the subcommittee meeting to put together a presentation. The next Budget Subcommittee meeting was set for Friday, January 7, 2005 at 2 p.m. III. New Business: Page 3 of 5 A. Collier County Contract Administration Process—Kelsey Ward, Contract Administration Manager, was present to discuss the improvements in the contract negotiation process over the past few years. A team that Kelsey leads oversees the administration of on going contracts and is available to participate in negotiations. In addition, every contract issued by the Contract Administration section is intricately reviewed to make sure staff is writing the best contracts in order to serve the county's interests and reduce loopholes. This group now holds contractors and consultants accountable for their actions through weekly monitoring of the projects. Syd asked Kelsey how we know that each project represents good value. Kelsey and Len explained the difference between the RFP process and the bid process. Using a road construction project as an example, the RFP process is initiated when a project requires the services of an engineer, which is governed by Florida Statute 287.055, Consultant Competitive Negotiation Act. At that time, the county sends up to 300 requests to engineering firms for a response. Out of those 300,between five and 25 actually send in proposals. Those companies are then reviewed by the selection committee based on past experience, ability to perform, history of keeping to budget and many other selection factors. When the company is selected to perform the project, they then give the county a pricing proposal on the job. Kelsey's group negotiates the contract, holds the company accountable for being on time, makes sure milestones are being met, assures the contractor is fulfilling all terms of the contract and also handles any problems with the individual companies. Additionally, after the project starts, each invoice is scrutinized for correctness by the project manager. In addition, Kelsey's section is very carefully reviewing each and every change order before approving them. Her section attends kick- off meetings for every project and gets weekly project updates so that they may react quickly to any potential problem. Upon completion of the project, using the"Bernie vendor evaluation system" (named for General Bernard), the project manager evaluates the company on what they did right and what they did wrong. The results are then taken into consideration for award of future projects. The first unofficial pilot for contract negotiation four years ago resulted in a savings of$2.7 million. Kelsey passed out the Contracts Administration Newsletter that will be produced on a monthly basis. B. Discussion of Value Engineering of County Capital Projects, particularly North Naples Regional Park -Marla Ramsey discussed the park project beginning with conception up until present day. Syd asked if there was a completion date in the contract. Joe Delate replied that a completion date is in the contract. Marla passed out a sheet that was reviewed by the project team beginning in 2002. Joe Delate discussed the project RFP and bid process that happened with the general contractor, Kraft Construction, over the past two years. After cost reductions and value-engineering impacts, the final project was reduced by$9 million from the point of concept. Dex expressed concerned about having Kraft do the bidding selection because they get their fee from the bottom line. He also asked whether or not we paid a fee to Kraft based on taxed or pre-taxed dollars. Joe Delate stated that we paid the fee after tax,but would suggest to the contract negotiation team that they to look into this matter on future contracts. Dex addressed the issue of payment of insurance while the building is in construction, expressing his concern that FEMA would be responsible for any damage. Commissioner Coyle stated that he discussed this issue with the County Manager and the project is insured for a substantially lesser amount than the actual value. IV. Comments/Suggestions—Stan Farnham advised that the selection process for the position of Senior Management & Operations Consultant is in the final stage. The top two applicants have been chosen for final interviews and he is very happy with the outcome. He will email Winona and request that if one of these two is not hired, then the process start from scratch since there is such a great difference between the top two candidates and the others. Page 4 of 5 Commissioner Coyle suggested to the group that they rethink the word"consolidation" in the title of the Consolidation Study. He's afraid that there is reluctance to be cooperative because of the connotation of that word. Joe Swaja agreed to review the name and perhaps come up with a different word. -* Joe asked Debbie to invite representatives from the following departments to the next Budget Subcommittee meeting to discuss future efficiency efforts: Finance,IT and Human Resources. Syd Blum asked the group if they would like the President of the Florida Human Resource Directors to be present at the next committee meeting to address the group. The group affirmed the suggestion. Debbie will assist Steve Harrison in scheduling a meeting with Len Price,the IT Director, HR Director, and Budget Director, Mike Smykowski at the Budget Subcommittee meeting. Debbie Wight told the group there were going to be five openings coming up on the Productivity Committee. She passed out a term appointment and expiration status sheet along with copies of an application form and asked the group for their assistance in finding new members. Commissioner Coyle told the group that he would ask the Board to allow him to continue to be the Productivity Committee liaison for another year in order to follow through with the Consolidation Study. Meeting adjourned at 5:10 p.m. Next Meeting: The next meeting of the Productivity Committee is scheduled for Wednesday, January 19, 2005, 2 p.m. in the County Manager's Office front conference room, 2nd floor of the W. Harmon Turner building (Administration Building). Page 5 of 5