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Minutes 04/18/2012 /C April 18, 2012 MINUTES OF THE COLLIER COUNTY PRODUCTIVITY COMMITTEE Naples, Florida, April 18, 2012 LET IT BE REMEMBERED, the Collier County Productivity Committee in and for the County of Collier, having conducted business herein, met on this date at 2:00 PM in REGULAR SESSION in Building "F" of the Government Complex, in the County Manager's Conference Room, Naples, Florida with the following members present: Chairman: Steve Harrison (Phoned in) Vice Chairman: Janet Vasey Gina Downs Rich Federman (excused) James Gibson, Jr. Tom Lykos Cheryl Pavlick Leslie Prizant Joseph Swaja Vlad Ryziw Joe Wall ALSO PRESENT: Jim Coletta, Commissioner, BCC Liaison Winona Stone, County Manager's Staff Liaison Barbetta Hutchinson, Staff Liaison- Clerical Crystal Kinzel, Finance Director, Clerk of Courts Office Andrea Marsh, Finance Director, Collier County Sheriff's Office Amy Lyberg, Director Human Resources Len Price, Administrator Administrative Services Bonnie Baer, Assistant General Operations Manager, Clerk of Courts Office Joyce Fletcher, League of Women Voters Page 1 April 18, 2012 Any persons in need of the verbatim record of the meeting may request a copy of the audio recording from the Collier County Communication and Customer Relations Department. Introduction A. Call to Order—Janet Vasey, Vice-Chairman In the physical absence of Mr. Harrison, Ms. Vasey called the meeting to order at 2:02 p.m. and a quorum was established. Ms. Downs motioned that Mr. Harrison be counted in the voting, Mr. Ryziw seconded. Carried unanimously 10-0. B. Approval of today's meeting agenda. Items were moved at the request of Mr. Harrison and to accommodate Ms. Price's schedule. Ms. Downs moved to approve the agenda with the changes. Second by Mr. Swaja. Carried unanimously 10-0. C. Approval of the Productivity Committee Meeting Minutes from 3/21/12. Mr. Wall requested that section II.A, second paragraph be amended to further clarify his request. [The minutes were subsequently amended to read: "Mr. Lykos requested additional information on the Crestview Park Apartments and the Summer Lakes/Sawgrass Pines Apartments impact fee deferral payoffs. Ms. Patterson will provide a breakdown for each payoff as to which impact fees were credited and the dollar amount of each allocated based on the total amount refunded. "] Ms. Downs moved to approve the minutes (with the correction) from March 21, 2012. Second by Mr. Swaja. Carried unanimously 10-0. D. Acceptance of the Outsourcing/Insourcing Subcommittee Minutes from the meeting held 3/21/12. Ms. Downs motioned to accept the Outsourcing/Insourcing Subcommittee Meeting Minutes from 3/21/12. Second by Mr. Swaja and carried unanimously 10-0. E. Acceptance of the Outsourcing/Insourcing Subcommittee Minutes from the meeting held 4/10/12. Ms. Downs motioned to accept the Outsourcing/Insourcing Subcommittee Meeting Minutes from 4/10/12. Second by Mr. Swaja and carried unanimously 10-0. II. Old Business A. Impact Fee Revenue. Discussion was made regarding the fact that the schools lost $5.5M since FY11 after lowering their impact fees. The information from Amy Patterson was reviewed regarding the Impact Fee Deferrals pay-offs from Crestview Apartments and Summer Lakes/Sawgrass Pines Apartments. B. Presentation and Approval of the Insourcing/Outsourcing Subcommittee report to the Full Committee. Ms. Downs said there were many meetings held for discussion about the subject. There was more outsourcing being done than had originally been anticipated. She complimented Mr. Wall on the quality of his paper and said it had been Page 2 � r April 18, 2012 a pleasure working with him and Mr. Federman. Mr. Wall reviewed the letter and list of considerations for the department to review. Mr. Gibson motioned to have Mr. Wall update the letter to Commissioner Coletta, copy the other Commissioners and Mr. Ochs and send the letter. Mr. Ryziw seconded. Carried unanimously 10-0. C. Review and Approve Workplan for 2012. Mr. Harrison told the group that he had reviewed the list of possible projects with Mr. Ochs. The group went through the proposed list item by item to determine where their participation could best be served. The workplan will be updated and the following persons volunteered to be on subcommittees: o Activity Based Costing and OVA Study: Ms. Pavlick, Ms. Downs, Mr. Wall, Mr. Swaja and Mr. Harrison will be on the committee. Ms. Price will also join the group. (Ms. Downs motioned to do project, Mr. Swaja seconded and the group unanimously accepted 10-0) o Fire and EMS Services: (Mr. Swaja motioned not to do project, Ms. Downs seconded and the group unanimously accepted 10-0). Ms. Downs suggested that Ms. Vasey include in the letter that the committee would be willing to assist the Board with their analytical services if the Board so desires. (Ms. Downs motioned to include volunteering in the letter, Ms. Pavlick seconded and the group unanimously accepted 10-0.) o Infrastructure maintenance plan: Mr. Gibson suggested that he and Mr. Ryziw liaise with Utilities and other divisions when the time is right. (Ms. Prizant motioned to do project, Mr. Swaja seconded and the group unanimously accepted 10-0) o Total Compensation package: Ms. Pavlick would like to do benefits only. Mr. Lykos said he would like to see private sector information. Ms. Price said there is no budget to make revisions at this time. Mr. Ryziw suggested they keep the project, but defer it to a future year. o Revenue Sources: Mr. Gibson, Ms. Vasey, and Ms. Downs will serve on the committee. (Mr. Wall motioned to do project, Mr. Swaja seconded and the group unanimously accepted 10-0.) This project will be scheduled after the elections in November, to review 2014 and later income. o Purchase to Pay policies: Ms. Prizant will Chair. Mr. Lykos, Ms. Downs and Mr. Gibson will be on the committee. (Mr. Wall motioned to do project, Mr. Gibson seconded and the group unanimously accepted 10-0) Ms. Vasey was tasked with updating the letter to Commissioner Coletta. She will copy all the other commissioners and Mr. Ochs. Upon completion, it will go through Ms. Stone out to the members. Please send corrections to Ms. Stone only. The goal will be to have the commissioners approve the workplan during the first meeting in May. Page 3 . April 18, 2012 III. New Business A. Discussion on Value and Usage of County Email Accounts and Meeting Tape Recordings: After discussion, Mr. Swaja motioned to discontinue the county email accounts, Ms. Prizant seconded. Mr. Harrison dissented, motion carried 9-1. Ms. Vasey motioned to continue taping the meetings and Mr. Lykos seconded. Carried unanimously 10-0. IV. Committee Member/Staff Comments The next meeting is scheduled for May 16, 2012 at 2:00 p.m. in the County Manager's Front Conference Room. V. Public Comment Ms. Fletcher thanked the committee for voting to keep taping, as it is a complete record of the meeting. VI. Adjourn Mr. Swaja motioned to adjourn the meeting. Second by Ms. Vasey. Carried unanimously 10-0. There being no further business for the good of the County, the meeting was adjourned by order of the Chair at 4:10 p.m. COLLIER COUNTY PRODUCTIVITY COMMITTEE L / 4210.4tk_ Chair s an, Steve Harrison These Minutes were approved by the Board/Committee on 0/2- as presented ,✓ or as amended Page 4