BCC Minutes 05/14/1981 S
Naples, FlorirJi'I, MilY 1.1,19(\1
LET IT BE REMEMBERED, th~t the BOi'lrd of County Commissioners in
and for the County of Collier, and olso i'lcting as the Governing
Board(s) of such special districts ~s hnve been crcated according to
1ûw and hilving conducted business herein, met on this date at 1:30 P.M.
in Conference Session in Building "F" of the Courthouse Complex with
the following members prcsent:
Cll^IRM^N: John ^. pistor
Mary-Frilnces Kruse
Di'lvid C. Brown
^BSF.NT:
c. n. "nuss" Wimer
Clifford Henzel
^LSO PRF:SENT: Harold L. Hall, Chief Deputy Clerk/Fiscal Officer ¡
C. William Norman, County Mannger¡ Neil Dorrill, ^dministrative
^ssistant¡ Edna Brenneman, Deputy Clerk} and, various County Department
^dministrators and Directors.
^GEND^
1. Workshop Discussions with Soard of County Commissioners
re Government Center Space ^llocations, as follows:
1::1 0 P.M.
?:30 P.M.
3:()O P.M.
3:15 P.M.
3: JO P.M.
3: 115 P.M.
^ñministrative Services Division and
De Pi) r tmen ts
Health Department
^g r i c u 1 t u r c
Public Defender
Museum
Cafeteria
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,.1 a y 1 t1, 1981
SPACE NEEDS ALLOCATIONS AND/OR PROJECTIONS - ADMINISTRATIVE SERVICES
DIVISION
Assistant County Manager Edward Smith explained that the
Administrative Services Division includes Building ~aintenance,
Personnel, purch.-lsing, ~'orc1-processinC) and Motor Pool Departments
together with the Risk Mnnagement and nudgetinC) Offices, addrcssing the
projectcd needs for each dcpartmcnt separately, by means of a chart for
clarity, as follows:
BuildinC) Maintcnance
Mr. Smith said that therc ~re only minor chan~cs betwccn the
recommendations of Polizzi/lleery and thc st¡¡ff, one of which is
an addition~l Inn square feet to provide for securc storage
space for fire extinC]uishers ~nd rclated chemicals, incrcasing
the rccommcn(1erl 7.,nOO fcet to 7.,l()n f('ct. nc pointed out that
the maintenance shop is located in space which was not originally
desiC)ncd for the purpose and is congested and crowdcd, leaving
virtually no suitable space for storage of tools, and the like.
The idea of relocating the maintcnancc shop to a remote part
of the County Complex In a pre-engineered steel building wùs sug-
gested by Mr. Smith as onc possible solution, adding that such
building could be constructed at minimal cost and meet the needs
admirably. County Man~C)cr Norman added the further idea of a
possible combination of facilitics with the Purchasing Department,
both of which "')ulrl lend thcmselve to a ccntr,,1 kind of facility
becausc of the need for warehousing space, inventory control, and
the like.
A further differcnce noted betwecn the consult~nts' recommenda-
tions and that of the staff is for an additional 5()() square feet
for storage - 100 squé1re feet for each of the separate trac1es.
Mr. Smith said that this would he minimum but adequate if a
ccntral storage is uscd to stockpile materials acquired for future
usc and not currently ncedcd, observing that thc recommendation
is for the five-ycar planning pcriod and is carricd over to the
tcn-ycar planning.
Mr. Smith also commcntcd on the additional problem of the small
area for the two-person administrative staff presently working
in a la' x 10' space which also includes filcs, desks, and thc
like, sugr¡esting thé\t this hampers (!fficicncy. 'rhc dcpartment
work-orders have increased by approximately ()7% ovcr the past
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thrce yenrs, he continucd, since l' addition~l buildings have
been added for maintcnancc during that period.
Pcrsonncl OCpilrtMcnt
Mr. Smith rcviewed briefly thc ndditionill workJond of this
depilrtmcnt due to thc npproximate )7% incrensc in thc County work
forces ovcr the past scvcrill years, and the ~o~ incrc~se in
insurancc-related activities. l1e said that therc is no change
from thc consultants' recommcndation in thc fivc-ycar plAn but an
additional l?O Rquare fcct is recommcnded for thc ten-year period
duc to the projccted nced for anothcr cmployee serving as a
Personncl SpeciÐlist. ChÐirman Pistor commentcd that, unfortun-
ately, such projection is reasonable.
During the discun~lon pertaining to trninin9 nnò employee-testing
activities, with rersonnel Director ^nnc 110r<J rrovidin<J input, t.he
.matter of conference rOOMS, a subject which has surfaced through-
out the discussions on spncc nceds, was again deliberated upon.
~'r. SMith said thilt special attcntion should bp. qiven to these
areAS and that, wherevcr possible, shnring such spAce with other
departments should be encouraqed.
PurchAsing Depnrtment
There hAs becn a larC)e growth in the numbcr of purchÐse ordcrs,
the increase <JmountinC) to nlmost 1"0');, s,dd Mr. Smith, and it is
anticipated thÐt the dep<Jrtment will be nssuming even more ccn-
tralized buying functions in thc future. He pointed out the dif-
ferences between the Cons111ti'Jnts' i1nticipated space needs ùnd that
of the stnff - +PO squùre feet for an <Jdditional buyer; +~? squarc
fcct in the secretarial/clcrical arca; +50 squarc feet [or a con-
fcrcnce room to be used for bid-openings, pre-hid confcrenccs,
etc. Chairman Pistor pointed out that even thouC)h the additional
projcc~cd rcqlJirements are modest they must bc "chopped down"
whercv~r possible. Mr. Norm<Jn voiced support for the Chairman's
comments but explained thi'lt eùch department, sepë1ratcly from
the other dcpartments, wanted the need for conference room spacc,
and thc likc, recoC)nized; however, in the finill pliln, adjustmcnts
can be made. Chairmiln Pistor mAde the obscrvntion that the Com-
mission wlll be subject to criticism, pcrhaps from the lid Hoc
Committec \v'hich is bC::/1<J estahlished, if cach departmcnt's spnce
needs inclu(1e a conference room. l1e expressed Ð preference for
showing just one such area.
The matter of the largc projected incrca5c in the Central Stores
operation was brought up for discussion with Mr. Smith explaining
what is beinC) plnr.nf'd for the future for this operation such as
qUi'lntity purchasing Ðnd storing of tircs, as onc eXi'lmple, better
control ovcr inventory, nnd other nctivities. Commissioner Kruse,
refcrring to the ~,'on s~uare fcet of addition<11 space being
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recommended, questioned whether or not, when considerin~ the cost
of providing the spi1ce, if "we nrc headed in the wron~ direction"
in savin~ pcnnies hut spcnùin~ a fortune for a stori1C)o nrea.
loJorc1 procQssin51
Mr. Smith cxplained that there is one chan~e betwecn the Polizzi/
Hcery recommendation nnd that or thC' dep,'rtmcnt hCi1d - th~t bcing
the desirahility of addin~ an additionnl typist in the next ten
yei1rs which will require an additionDl Ilt1 square feet. Mr.
Norman reported briefly on the rccent study made hy Dr. Thomas,
Word processinC) Consultant, which, in part, recommends the con-
tinuance of the small Word rrocessin~ Centcr to take care of all
departments which will not henefit from c1e-centrnlized operation5
- those dcpartmC'nts, or combinntions of departments, using word
processing equipment in their immediate areas - which will reduce
the need for mnjor expnnsion of the Word Processing Center.
Chairman pistor questioned whethcr such equipment might require
more spacc \-/ith riscDl Officer Harold lIall pointing out that, in
one of his dcpDrtments, thc Dcquisition of such equipment has
reduced the rcquircd space by 30 squarc feet õnd Dlso eliminated û
position and n person.
Motor Pool
Mr. Smith si1id that the Motor Pool is administcred by the Pur-
chi1sing Oirector and is currently mõintaininC) i1bout ?.1n pieces of
equipmcnt in i1 spDce th"t consists of four service bñys. l1e ey.-
plaincd thi1t thcre ñrc differences in thc numhcrs for thc vehicle
service aren hcc~use, nt the time thc Consulnnts made their study
or the operation, the County wùs not in the F.mergency Medical
Services business. This hi1s placed a renl s0rvice need on the
Motor Pool Depnrtment which must now maintnin ten ambulances. It.
is being recommended hy the Supcrintendent nnd the purchñsing
Director thnt, within five years, there should he plans for
i1nOLher two hnys, an additionnl hay in ten yei1rs, for a total of
seven, which is thrcc more thi1n there are now. A furthcr
recommend,1tion, said Mr. SmiL.1, is for nn incrcasc in thc size of
those arei1S from ~on squarc feet to r,nn sqUi1re feet. Chi1irman
pistor recnlled thi1t there hns becn some thou~ht to hi1ving the
servicing of vehicles done on the promises hy a commercial vcndor.
Mr. Norman si1id thnt his staff is in thc final stnges of prepi1ring
i1 rcport and recommendi1tion to the ßoard reli1tive to ti1kinC) bids
for the' m8inten~ncc of the County's vohicle5.
Risk Manë1gcment
It Wi1S notcd by Mr. Smith thAt this depi1rtmcnt is under the Clerk
of Courts' space allocation budget hut WAS included in the Admin-
istrntivc Services for pre5entation. lIe silirJ thAt the sp<'1çe nl-
location ia i1S rccommended hy the Conau1tant without change.
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Mr. Hilll explained that a recommendation will be forthcoming in
thc future that Risk Mana~crnent bccome a part of thc Administra-
tive Services opcration. In furthcrance of Mr. Smith's commcnt
that an additional employee is anticipatcd to be neede~ in the
next five years, Mr. Hall pointed out that as thc volumc of
claims increancs the work becomes more voluminous and also men-
tioned thc greater-than-anticipate" saving;, which have bccn
affccte~ since the establi~hment of self-insurance in the area of
v.'orkmans Compenséltion, and thc likc. 1Ic also said that, in the
not too distant future, a proposal for requesting bids on sclf-
insurancc for automohiles will be made for Board approval. Rut,
continued "'r. lIall, therc is no need to provi(Je for ûc1ditionéll
space unless it can be detcrmined that it will pay for itself.
Management and Budget
Mr. Norman said that for the timc being thc Management Analyst
position is shown in the Manager's office and the Budget position
in the Clerk's office; however, within the next five years, it is
believed that the two functions shoulò be combined re<)ardless of
\"hich office is design,1t.ec1. ~'r. 1Iall prNlictNl that \·lÍthin the
next scven or cight years thc space needs being shown w\ll bc in-
sufficient, regardless of which office i" involved, hecause, in
his opinion, the Commissioners will he wanting an operation re-
quiring more spacc. Addressin<) the Chairman's commcnt that, if
thcre is a Management Analyst, a Budget Officer, and a Budget
Analyst, more than one sccretary will be necc1öd, Mr. Norman sai~
that was is hcing recommcnded i~ what is felt to be a "bare bones,
lowest reasonable levcl of activity.
Mr. Norman said that all the proposal adds is a Budget Officer
since there is currently a Budget Analyst and thc Management
Analyst position, hopcfully, will be filled soon, pointing out
that Mr. Hall is currcntly wearin~ the "Budget Officer's hat".
Mr. Norman explained further that thcre will he additional
secrctarial hack-up help available in eithcr of the two offices
men t i 0 rl e d .
AcJmini~trative Services - ^~ministration
CommentinC) on the modest increase in space need projections over
that of polizzi/llcery, ~1r. Smith explained that the addition is to
provide a small work spac0 for the possiblc futurc cngaC)cmcnt of
an Administrative Intern 'rom one of the universities' graduate
programs, who usually work for a small stipend. Chairman pi~tor,
noticing the projection in ten years of an additional switchboard
operator, inquircd if therc are ð great number of calls coming
into the Complex through that source. Mr. Norman said that what'
he has in mind is to consolirlate a central reception location with
the switchhoarrl which would, of neccssity, rcquire two persons in
order to kecp thc arca manned at all timcs.
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***** HECESS:
2:55 P.M. until 3:0~ P.M.*****
SPl\CF: NEEDS l\LLOC!\TTOW, AND/OR PHO,1P.CTTOI--'S - IIP.l\LTH Dp.Pl\nTMp.N'I'
Dr. William Cox, IIcalth Director, prefacerJ his comments on space
neecls by emphasizing the importilnce of the st>rviccs providcd by the
Health Department in terms of rcprescntinC) the County ûnd the Commis-
sioners. Hc said that arJequate space is one of the essential items in
allowing the Department to provine thc public with goon, rapid service.
Dr. Cox pointed out that the fi0ure of s,lnn square feet shown as being
the existing space no...' bcing used by the Dep.'lrtmcnt is not correct. lie
said that thDt figure represents only the building being used at the
prcsent which represents only about two-thirds of their operation - the
total operation occupying R,5sn squilre feet which should be the logical
figure from which to base what will be ncenerl in five years. Space
Consultant william McNeel explained that the reason for showing the
existing net square footage is for comparison to show thc magnitude of
actual neecJ for permanent housin0. Thcrc W¡¡S a brief discussion rela-
tive to the trailer space being used, ilnrJ the like, with Mr. Norman
stating that coe next rcport will incorporilte the trililer space bcing
used.
Or. Cox's nced for an auditorium which could be sub-divided into
smnller rooms for the purpose of holrling vùrious educational classes,
and the like, was discussed with Dr. Cox expressing the opinion that
the plan developed by the Consultants is entirely inadequate for his
purposes. Ilowever, after i't was pointed out th;,t there fire ðllowðnccs
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for confercnce rooms in cach of four cé1tegories totaling 1,050 squé1rc
fcet, Or. Cox withdrew his objections with thc commcnt thé1t thc spðcés
would be adequùte.
Dr. Cox sai~ that therc ore other items which, although minor in
nature, if altered, would make the plan even more satisfactory to him,
among them the need for é1 specific é1rea for the ph,'rm"cist, é1n Ml(lcd 50
square feet of area for a darkroom for the devclopment of X-rays, an
EKG room hetween examining rooms, rest rooms for staff an~ patients,
and a shower room for the nurses.
SPACE NEEDS PROJECTIONS A~n/OR ALLOCATIONS - AGRICULTURE DEPARTMF:NT
Acting County Ì',griculture Cxlcr.:::ion !>,gent Paul !l<1mm reported thé1t,
after reviewing the Consultants' spé1ce projections for his Department,
hc does no t having ònything to add; however, he asked fo r a clòrifi-
cation with regòrd to rcstroom fòcilities since there werc none shown
on the plé1n. Mr. McNeel s¡d d that these arc provided ilccording to
"head count~ with Mr. Norman pointing out that the term "net square
footage" does not includc corridors, rcstrooms, and thc like. In
respons~ to Commissioner Kruse's question regarding the sharing of a
conference room wi th other c1epnrtments, Mr. I!,'mm expressed the opinion
th~t thiJ would be no problem but stated that thcre is i'I nced for a
large room at certain timcs. The suggcstion was made that, perhaps,
public school cl"ssrooms could be used, evcn though therc ~/ould he a
rental fcc, with Mr. Norman obscrving that thc Golden Gatc Community
Center is anothcr possibility for space in which to conduct thc popular
Agriculture cour3es given by the Department. Chairman Pistor said th~t
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the sugC)estion was worth pursuing; however, he said that there is a
largc rcntal fen for the school auditoriums.
SP^CF. N¡:;EDS ALLOCl\TIONS ^ND/On PRO.H:CTIONS - PUBLIC Dp.Fp.ND8n
Mr. Robert lIines, representing the Public Defcncler's office, said
that the projected sp~ce allocation basically rcflects the needs of the
'Public Dcfender. Chðirman Pistor inquircd if there will be a neeò for
l~ attorneys estimated in the 15-yeðr plòn, noting that there has just
been a vote not to let thc people in jòil sue the counties. Mr. Hir,:,s
said that, at prescnt, they are not representing anyone in civil
litiC)ation involving the jail, sugC)csting that, in his opinion, thc
guidelines [or persons qualifying for the Public Dcfcndcr's scrviccs
are too broad. The C¡lIil1ifications werc hricfly discusscd during which
it was pointed out by r~r. lIines that they are b.Jscd on incomc along
with many other factors. The matter of a County hðving to comply with
State Statutes [or provision of space in the cvent there is more than
one office involved was questioned with ~r. McNeel responding that,
wherever facilities are provided, they must follow the State
rec¡uiremcnts; however, he said that both thc Public Defender and the
State ^ttorney are able to livc \~ith less than what they could demand
undcr the St,1tlltes which is consirlernhly more thðn \~hat is projcctcd in
thc plðn.
Other aspects of the plan were mentioncd, such as the
sec~etarial need, confcrence rooms, and :ibrary facilities, with Mr.
!lincs expressing his satisfaction with the space plan.
Mr. Norman said that he is unaware of whe~her thc statutory
mandatc pcrtaining to large offices hils becn tested or not.
He said
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that it might be something the County Attorney could be rcquestcd to
address.
SPACE NF:EDS ALLOCATIONS AND/OR PROJECTIONS - MUSF:IJM
Museum Director Mary Manion said that the Consultants have used
the same lllyout ,1S she and, therefore, she is in c'greement with the
projection. She cmphasized the nced for additional room and thc
possibility of enlarging thc existing building was discussed during
which ChAirman ristor voiced the Commissioners' concerns at the time
the establishment of the Museum was dcliberated upon which dealt with
such aspects as the future maintenance costs, and the like, following
its construction. Mr. Norman said that the Board's policy relating to
the future of thc Museum is something that will need to be addressed
and dealt with as part of thc Master Plan. He mentioned thnt perhaps
it could be made a part of the proposcd Cultural Center in the Lely
area. When asked if the HistoricAl Society has been approachcc1 for
additional funding for expansion and storaC)c facilities, Ms. Manion
explained that their focus is now 0n other projects.
The discussion was concluded with Chairman Pistor stating that the
matter will have to be addressed during the budget hcarings at which
time h~ expressed thc desire to have a representative from thc Society
present for thc discussions and with Ms. Manion commenting that she
....ould like to work with the ISI reprcscntative in order to pursue the
availahility of funds for the Museum.
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SPACE NP.EDS ALLOC~TIONS AND/OR PROJECTIONS - C~Pr.Tf.RI~
Commissioncr Krusc point cd out thôt at the time she suggcsted thc
possibility of a cafetcriô it was hcr intent that perhaps, if the
currcnt jail facilities wnr~ abDndoned, the spnce could be useñ for Ð
cafeteria. The cnsuinC) discussion covered such matters as whether or
not the spacc would he adequatc, whether or not such purpose would be
the optimum use for such prime SpDCC, the possibility of comhining a
cafetcria usagc with thc needed auditorium spacc would he feasihle, the
operation of the cafeteria, whcthcr or not it would he used in
sufficicnt numbers to justify its estôblishment, and other fôctors.
The discussion was concludeñ with Mr. ~cNeel's suggestion that the
matter be one of the itcms to be taken up by the Citizcns' Ad lIoc
Committce being estDblished.
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The meeting was ôdjourned at t1:?5 P.M. by oròer of thc
Chair.
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