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Productivity Committee Minutes 11/16/2005 COLLIER COUNTY GOVERNMENT PRODUCTIVITY COMMITTEE Minutes—November 16,2005; 2 p.m. Members Present: John Barlow, Larry Baytos, Syd Blum, Dex Groose, Steve Harrison, Helen Philbin, Joe Swaja, JimVanFleet and Janet Vasey. Members Absent: Matt Hudson Liaison: Commissioner Halas was not in attendance due to a prior commitment. County Manager's Staff Present: Amy Patterson, Impact Fee Manager, Community Development; Michael Sheffield, Assistant to the County Manager; Winona Stone, Assistant to the County Manager; Kim Grant, Sr. Management and Operations Consultant; and Barbetta Hutchinson, Office of Management and Budget. Guests Present: Carol Golightly, Finance Director of the Sheriff's Office; Crystal Kinzel, Clerk's Finance Director; Jean Merritt, Human Resources Director. I. INTRODUCTION Volunteer of the Year Award. Janet Vasey will be given the Volunteer of the Year award at the Board of County Commissioners Meeting on December 13 at 9:00 a.m. Joe Swaja complimented Janet and said he couldn't think of another person more deserving. Approval of Minutes from the meeting on October 19. Janet made the motion to approve, Jim Van Fleet seconded. The group unanimously approved. Acceptance of Minutes from the Operational Efficiency and Effectiveness Subcommittee meetings of October 13. Steve Harrison agreed to change the minutes to make the wording softer after hearing objections by Crystal Kinzel and Len Price. — Steve will call Crystal for further discussion and the minutes will be brought back to the next meeting. Steve said he feels that all constitutionals should pick the thing they do best and do it for everybody. Mike Sheffield will talk to Commissioner Halas to reschedule the postponed Workshop,probably for sometime in the spring. II. OLD BUSINESS Video from the BCC Meeting on October 11. The video regarding the Productivity Committee was shown. The BCC supported the Productivity Committee and praised their excellent abilities. The BCC agreed that the Productivity Committee should review the applicants, choose three unranked applicants for each open position and the BCC will make the final decision. The Committee voted 4-1 for acceptance with Commissioner Henning dissenting. Page 1 of 5 Impact Fees Expenditures and Collections—Amy Patterson passed out information and discussed impact fee forecast collections out to 2025. She also passed out a copy of the Adopted Capital Improvement element. This will be revisited in the spring because the AUIR is being updated. Steve asked Crystal about the $226 million of bond issues and whether or not the bonds were issued at the lowest possible rates. Crystal explained that staff does the very best in trying to coordinate the money with the building schedule. Steve said that the Productivity Committee would like the County to be prudent in the timing so that the greatest savings might be made. Crystal said the Finance Committee meets to try to coordinate the money issues. Jim Van Fleet asked Amy to discuss the numbers for the schools. Joe asked Amy about the plan to update the impact fees for the schools. The last of the information has been sent to the consultants and she is waiting for the report. She will pass on information as it comes in. Amy told the group that legislature is in the works that will cap impact fees. If this passes it will be detrimental to Collier County. Janet suggested that preparation should be made to replace the members on the impact fees committees. John suggested at next month's meeting the work plan be reviewed and a transition plan be put together to replace these positions. Steve suggested that county constitutionals share the property they currently have and put more than one agency on the property to cut costs. —*Janet will contact Amy in preparation for drafting a memo to the BCC regarding impact fees. Update on Fire Impact Fee Study - Larry Baytos prepared notes and suggestions on the Fire Impact Fee. Janet said she did not want to give any recommendations before the subcommittee could meet with the Fire Chiefs. Larry said the County needed to create a cohesive overall planning section for all the stations. Janet explained that in order to make that happen the EMS and Fire Stations would have to be under the same jurisdiction and this is a political issue. Cooperation does exist between the fire districts as the fire districts have been working together in the buying area and the East and North Naples fire districts recently built a fire station together. Janet said the impact fees were not consistent throughout the fire districts. Joe said that we should focus the impact fee study on Ochopee and Isle of Capri. We will then write our suggestions and include them all. Dex said we should find the best run facility and use that impact fee throughout the county. —*Mike will contact Real Property to get a list of county and school owned property along with the values of that property. Larry expressed concerns regarding the sunshine law and the ability for members to meet independently to finalize reports, etc. The Chairman of the Subcommittee should keep control of the meeting and Winona suggested that the attendees be given 5 minutes at the end of the meeting for comments. -+Joe said he would draft a memo to Frank Halas to consider changing Ordinance 2001-37. Update on projects by Senior Management and Operations Consultant - Kim Grant reviewed her current projects with the group. Her major project takes about 80% of her time and is a project working with CDES on a study to improve the application and Page 2 of 5 approval process. She has discovered that only about 25% of the applications that come into CDES have all the required information included in the package. She has also found that there is a breakdown in the department as they each do their individual piece and are having difficulty bringing the entire package together. Her recommendations are to create an intake team that initially reviews the project for completeness before it is accepted into the system, to hire a Deputy Administrator to assist the Administrator with the day-to-day operations of the department and to review the Fast Track process. Janet said she is concerned about the hiring of the Deputy Administrator because she feels every department will want the same position. Winona said the Productivity Committee has felt that the organization has been top heavy in the past. Joe said he is definitely opposed to the creation of the Deputy position. Dex agreed. Janet said she is not opposed to additional staff that may be necessary, however she is opposed to the hiring of an additional Deputy. Kim responded that over the past few years there has been an evolution as it relates to the management approach and the requirements of the division. The issues of integrity and upholding the codes have been addressed and now the directors are being brought together to create a more appropriate experience for the customer. Joe spends most of his time with management and dealing with issues that arise. Steve asked Kim several questions about the process. Dex asked if the department has looked at the necessary requirements to make sure they are not asking for a lot of unnecessary information. Syd said that almost every item asked for is regulated by local, state or federal law. Syd asked that the group be given a tour of the CDES facilities and the permitting process. -*Mike and Kim will make arrangements for the January meeting to be held at CDES and have a tour of the facilities. The group will also be able to view the process procedures firsthand. -+Kim will give the group a copy of the process map at that meeting. Another project Kim is working on is an efficient and effective process for all Capital Projects. This project will be divided into two parts—the business process improvement and the other software. Testing of the programs will be in place by the beginning of next year. Syd and Dex told Kim that they think there should be a different bid system in place. To have the designated contractor look into RFI's for one of their own projects seems wrong. Dex said there should be a formal value-engineering process in the design performed by a disinterested third party. The third project is the North Collier Regional Service Center opening in April 2006. This center will house all constitutional officers in the same building. Our project is to identify what functions will be performed and make sure that we have the proper tools to provide these functions. In addition,we will make sure there are appropriate controls to maintain the facility in the most effective and efficient way possible. The group said that they feel this center is awfully close to the Green Tree Office. Update on Rules and Procedure Subcommittee—Joe told the group that Jim will review the current county ordinance regarding the Productivity Committee and give suggestions Page 3 of 5 for improvement. He is also reviewing the guidelines that were published by the Coastal Advisory Committee. The nominating process was discussed. Joe gave the following assignments and asked the committee members to write a paragraph (less than 250 words) for each of the following skill-sets in order to select the best candidates for membership positions: Budget Analyst and Finance -Steve Harrison IT-John Barlow Productivity-Larry Baytos Economics-Jim Van Fleet Human Resources-Larry Baytos Local Government-Helen Philbin Local Business-Syd Blum Operations Research-Janet Vasey Strategic Planning and Program Management-Joe Swaja Investment Banking-Steve Harrison Non-Profit Organization-Jim Van Fleet Industrial Engineering-Dex Groose -+Mike said he would get the County Attorney's opinion regarding the revision of the ordinance. -+Mike will call Larry and ask him to write the paragraphs for Productivity and Human Resources. III. NEW BUSINESS Affordable Housing(3:30 p.m.)-Cormac Giblin told the group that there are many groups that have been put together to address the issue of affordable housing. He said since the cost of land is more than housing, one way to handle this problem is to increase density on the land. To date, most of the programs that the county has initiated have been aimed at buying down the cost of market housing. The focus is being shifted to creating more affordable housing. Redevelopment in Immokalee was discussed. In addition to traditional housing, this area has a need of farm worker housing. A dormitory was recently built and Eden Gardens is being built were there will be single-family homes for rent. Jim asked Cormac to comment on Jubilation Village. He said it is a PUE approved by the county four years ago built by Harvest for Humanity. It is a 40-acre co-op model that operates a blueberry farm and packinghouse. It has a traditional neighborhood design with both single-family homes and condos and is both attractive and affordable. They were able to keep the costs down because they are a non-profit organization. In addition, the Town of Ave Maria committed to building affordable housing (20-25%will be affordable in some fashion). The BCC is encouraging developers to build affordable homes. Page 4 of 5 There was an Affordable Housing Workshop with the Board in May. Cormac passed out a list of policies that was presented at the meeting. The list included increasing density levels,preparing a linkage fee ordinance, density by right,balanced community rezoning and community land trusts. The issue of Affordable Housing has gone off the charts in the past twelve months. Everyone is having trouble obtaining and retaining quality employees. -*Steve will call Cormac to discuss a finance plan he has developed. — Joe and Syd suggested that Steve share his ideas with Sheriff Hunter,Donna Fiala and Fred Coyle. The group discussed having lunch brought into the meeting in December. (Subsequently it was determined by the County Attorney that it is inappropriate.) Therefore, cookies and coffee will be served at the next meeting. Steve Harrison motioned to adjourn the meeting. Syd Blum seconded. The group unanimously approved. Next Meeting: The next meeting of the Productivity Committee is scheduled for Wednesday, December 21, at 2:00 p.m. This meeting will be held in the County Manager's Conference Room on the 2nd floor of the W. Harmon Turner Building (Administration Building F). Page 5 of 5