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Minutes 05/16/2012 MINUTES OF THE COLLIER COUNTY PRODUCTIVITY COMMITTEE Naples, Florida, May 16, 2012 LET IT BE REMEMBERED, the Collier County Productivity Committee in and for the County of Collier, having conducted business herein, met on this 16th day of May, 2012, 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 Gina Downs James Gibson, Jr. Tom Lykos Leslie Prizant Vlad Ryziw Joseph Swaja (by phone) Joe Wall (by phone) Excused Absence: Cheryl Pavilick, with 2 Vacancies ALSO PRESENT: Jim Coletta, Commissioner, BCC Liaison Mike Sheffield, County Manager's Staff Liaison Pat Lehnhard, Staff Liaison - Clerical Crystal Kinzel, Finance Director, Clerk of Courts Office Bonnie Baer, Assistant General Operations Manager, Clerk of Courts Office Andrea Marsh, Finance Director, Collier County Sheriff's Office Len Price, Administrator, Administrative Services Joanne Markiewicz, Interim Director, Purchasing Department Joyce Fletcher, League of Women Voters Sam J. Saad, Jr. 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. Page 1 Introduction A. Call to Order—Steve Harrison, Chairman Mr. Harrison called the meeting to order at 2:02 p.m. and a quorum was established. Mr. Harrison advised Joe Wall and Joe Swaja would be participating in the meeting by phone and would be included in the voting. Leslie Prizant advised she would need to leave the meeting at 4:00 p.m. due to another appointment. B. Approval of today's meeting agenda. Ms. Downs moved to approve the agenda, seconded by Vlad Ryziw, and approved unanimously. C. Approval of the Productivity Committee Meeting Minutes from 4/18/12. Ms. Downs moved to approve the minutes from April 18, 2012, seconded by Jim Gibson and carried unanimously 8-0. II. Old Business A. Report on BCC discussion of proposed Workplan for 2012. 1. Report on BCC May 8th discussion and vote on proposed Workplan: Leo Ochs, County Manager, asked to speak to the members. He believes that a majority of the Commisioners would be open to the resubmission of a scaled back plan and committee focus on three or four items in priority order. Leo feels that if PC comes back with a smaller workplan in terms of the scope, and articulate a little more on the value add benefit of those items to the Board, that might get us back on track. Cannot bring back old workplan. Need to delete integration of Fire & EMS. Mr. Harrison asked if this could be done by the Chairman having individual meetings with the Commissioners. Mr. Ochs advised it could, but not to bring back the same work plan as presented. Commissioner Coletta does not feel projects should be redone. Jim Gibson feels items should be prioritized. Vlad Ryziw encourages members to be mindful of getting citizens involved. The options are to reconsider the plan by doing a little more work on it and resubmit it to BCC. Joe Swaja does not want to take the plan back to the BCC. Mike Sheffield advised that the Productivity Committee does not need to go to the Board with their Workplan. Len Price, Administrator, Administrative Services Division, asked the Chairman if she could make a suggestion. Chairman recognized Ms. Price. Ms. Price suggested the committee take out personal feelings, and go back to the Board with three items that focus on productivity. Jim Gibson advised in the past the Workplan was provided to the BCC as correspondence. Page 2 He felt it was irrelevant for us to look at budgets at this time. Budget and Finance staff has done an excellent job on refunding bonds. Ms. Downs said there are many committees in the county that are required by state law, such as TDC, Affordable Housing, etc. because they get funding from the State. The Productivity Committee is not one of the committees. No other county has anything similar to our committee. There is no reason for the BCC to keep us as a committee, and if we do things without their blessing, we are not going to get cooperation from staff, nor from the outside. If there is no BCC buy-in from the Commissioners, Ms. Downs said the question needs to be asked whether the Commission wants to do away with the Productivity Committee. 2. Proposed Workplan: A discussion was held on individual projects. After some discussion on which items should be deleted from the workplan, Joe Wall made a motion that the Chairman meet with Commissioners individually to remove Fire & EMS from the workplan; seconded by Vlad Ryziw. Gina Downs asked to make an amendment to this motion whereby#4 not be submitted and only do if we are asked to; Joe Wall seconded. Motion carried 7-0. Motion was made by Vlad Ryziw; seconded by Leslie Prizant that (1) based on the direction by the Board of Commissioners at Tuesday's Board Meeting they disapproved the workplan submitted by the Committee; (2) guidance give by the County Manager to how we should proceeds with a modified workplan; and (3)based on the Chairman meeting with each Commissioner individually for their suggestions, the Productivity Committee come back in session and develop a modified workplan and resubmit to the Commissioners. A vote was called - 4 in favor; 3 against; motion carried. 3. Len Price was asked to attend meeting and help committee understand rudiments of purchasing. Discussion was held regarding Item 12-4 of the workplan. Len Price advised they are working on revising the purchasing ordinance and hope to have it advertised in time to place on the July 24 BCC Meeting. Len felt the Productivity Committee could still come in after that and take a look at the procedures and processes. Of course, policies can always be revised. III. New Business A. Schedule of 2013 Budget Meetings—Review of schedule in packet. Meetings are already in progress. It was discussed that the PC should take a look at budgets. Steve advised that the committee has taken a look at budgets the past four years. Joe Swaja asked, "What value is the committee going to add by looking at budgets?" Chairman responded, we might be looking at specifics of control and management and cost of people delivering services to the public. Another aspect is what are they going to accomplish with resources they expend that is any different than what they do now. It is not Page 3 enough to sit and listen how they are going to cut 5% of their budgets. Leo and his people can manage the budget as well as we can. In the past we had asked that measures of productivity be built into their budgets. We're not up to speed on how that is being done. Len Price advised that every year they struggle with coming up with performance measures because administrator's are not sure exactly what they need to be looking at. She thought this might be something the Productivity Committee could help them with. Jim Gibson advised the conflict arises where the budget process is number crunching and type of management process needs to be done in a thorough and methodical way outside of the budget process. Gina said it is not a universal number. It is going to be different for each department. As it pertains to budget, it is too broad, so hard to know what we would be asking for. Tom Lykos asked if it would be of more value for the committee to look at level of efficiency. Spend time looking at management role. Joe Swaja advised we are not the managers; Leo manages the organization. We are only consultants. We can't direct Leo on anything. We advise. In reviewing the schedule, since they are half way through, not feasible for us to look at. If there is something Leo wants us to look at, we can do that. Budget Meetings are scheduled with the BCC June 28 and 29. B. Authorization of the Chairman for Pat Lehnhard, Interim OMB Operations Coordinator, to sign official documents on his behalf. No action taken on this item. C. Revised Productivity Committee Roster—Distributed in packet. Chairman advised resignations had been received from Janet Vasey and Richard Federman. Mike Sheffield will advise Ian Mitchell and have these two openings advertised. Gina Downs nominated Jim Gibson as Vice-Chair, seconded by Vlad Ryziw. All in favor passed 8-0. D. Discussion regarding Summer"Break"—Tabled until next meeting. IV. Committee Member/Staff Comments The next meeting is scheduled for June 20, 2012 at 2:00 p.m. in the County Manager's Front Conference Room. V. Public Comment - None VI. Adjourn - Joe Swaja motioned to adjourn the meeting; seconded by Gina Downs; carried unanimously 7-0. Page 4 There being no further business for the good of the County, the meeting was adjourned by order of the Chair at 3:30 p.m. COLLIER COUNTY PRODUCTIVITY COMMITTEE 6, Chair !n, Steve Harrison These Minutes were approved by the Board/Committee on ‘0/290//2- as as presented or as amended X Page 5