Minutes 05/18/2011 Productivity Committee's
Outsourcing and Insourcing Review
Subcommittee Meeting
May 18, 2011 12:00noon
Draft Minutes
Subcommittee Members Present: Gina Downs, Rich Federman, Joe Wall
Staff Present: Len Price, Skip Camp, Mike Sheffield
The meeting was called to order at 12: 10. The subcommittee appointed
Gina Downs as the chair of the subcommittee. Mike stated that the Board
endorsed the Productivity Committee's study of insourcing and outsourcing.
Gina stated that this will be an ongoing review.
Mike distributed a list that was generated by staff in 2010, listing all
outsourcing currently taking place in the County, however stated that the list
may not be all-inclusive. The subcommittee requested that the list be color
coded, with a different color for each division, and to also include the name
of the department director.
Gina stated that it is important to learn what the general philosophy of the
County is regarding insourcing and outsourcing. Len informed the group of
the philosophy of the Administrative Services Division, stating that much of
the outsourcing in the County is done from her Division. Len stated that,
from her perspective when considering outsourcing, she keeps in mind
whether the task is something that can be provided on the general market,
by a resource that can provide a high level of service that is cost effective.
Outsourcing janitorial services and security are good examples.
Skip Camp informed the subcommittee of the history and reasoning behind
the County's outsourcing of janitorial services, grounds maintenance, and
security. Skip distributed a cost analysis comparison, listing 26 employees in
the Facilities Department with their salaries and benefits, compared to low-bid
contractors (attached). The comparison suggested areas where it may be
more cost-efficient to utilized County employees rather than contractors.
Joe stated that the subcommittee should spend some time during today's
meeting to discuss the subcommittee's work plan. Gina stated that it's
important to learn the views of the County Manager. In addition, the group
should hear the views of each County administrator, and to learn about each
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Division's operations and current outsourcing being done. What's their
procedure?
Rich stated that the more employees are cross-trained to do multiple
functions, the more productivity. Rich asked if job functions are final or if
there is flexibility for cross-training? Skip stated that whenever there is an
opportunity to save money, all his staff come together. He manages staff
efficiently and effectively, to get a particular job done. Joe stated that on-the-
job flexibility must be encouraged.
Skip stated that court houses, jails, and emergency services are intensive and
complicated as far as facilities, electrical, HVAC, and plumbing. The Board of
County Commissioners owns and maintains these buildings, by state law. Skip
further stated that the Facilities Department uses day labor, imbedded with
the Facilities Department. These individuals look like County employees and
wear county uniforms. Rich asked for a list of the exact amount of in-house
staff, all 65 employees with job descriptions. Skip will email that list to Mike
to be distributed to members, along with a report showing the results of a
comparative study with similar counties.
Gina stated that unanticipated costs must be considered when outsourcing;
once a service is outsourced to the private sector, and the government agency
someday decides to bring that service back-in, the startup costs to bring that
service back must be considered.
For future meetings, the subcommittee will interview Division administrators
and review staffing for each Division.
The next meeting will be held on June 29, 2011 at 12 noon.
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