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BCC Minutes 07/17/1979 B Naples, Florfda, July 17, 1979 tET IT BE RD1EMB~R~D, ~at the Board of County Commissioners in and for the County of Collier, and also acting as the Governing Board(s) of such specfal dfstricts as have been created according to law and haVing conducted busfness herein, met on this date at 11:30 A.M. in BUDGET REVIEW WORKSHOP SESSION in Building "F" of the Courthouse Complex with the followfn- members present: CHAIRMAN: Davfd C. Brown John A. Pistor C.R. "Russ" Wfmer Thomas P. Archer ABSENT: Clifford Wenzel, Vice Chao ALSO PRESENT: William J. Reagan, Clerk; Harold L. Hall, Chief Deputy Clerk/Filcll Offfclra Edn. Brtnnlmln. Dlpu~ Cl.rkl Bob B'lt, Budg.t Analyst; and Deputy Chief Raymond Barnett, Sheriff's Department. AGENDA BOARD OF COUNTY COr~ISSIONERS BUDGET REVIEW WORKSHOP JULY 17, 1979 1:30 P.M. Sheriff Clerk of Courts Clerk of the Board Courts Criminal Justice Info~tion System eOCK 047 rAGE 54.6 eoc~ 04. 7 PACE 547 July 17, 1979 INITIAL REVIEW OF CLERK OF THE COURTS, CRIMINAL JUSTICE INFORMATION SYSTEM, AND CLERK TO THE BOARD BUDGETS FOR FY 1979-80 - APPROVED Clerk William Reagan prefaced the formal presentation of his departments' proposed budgets for the FY 1979-80 by commenting on the recent action taken wherein the Auditor General is no longer required to audit the Board of County Commission~rs .~nd Constitutional Officers within a twelve-month period. He explained what, in his opinion. are the advantages in having an annual audit even though such audit will cost the taxpayers a "few dollars". Consequently, said Mr. Reagan, there will have to be sufficient funds budgeted for the Board to cover these audits, estimated to cost approximately $25,000. He suggested that one department be designated to "head this up", preferably his office since they handle the finances. A further suggestion by Mr. Reagan was to enter into negotiations with a CPA firm, one in which "we can get the best deal and the m0st fc~ our money", adding that each individual Office could bUdget for his own audit but have one combined audit ultimately. Concerning the three divisions of the Clerk's budget, i.e. Circuit Court. County Court and Clerk to the Board, Mr. Reagan explained that there is very little increase in any of the three areas. noting that the only equipment replacement contemplated is typewriter replacements, some of which are twenty years old. He said that the salary portions are in line with Federal guidelines, hopefully to be maintained at an increase of 7%. Responding to Commissioner Archer. Mr. Reagan p.xplained the necessity for a voltage regulator which he said is a requirement for efficient operation of the microfilm processing. Commissioner Wimer moved for approval. follOWing initial review. of the following proposed budgets for FY 1979-80. as presented by Clerk of the Circuit Court. The motion was seconded by Commissioner Pistor and unanimously carried 4/0 with Commissioner Wenzel not present. 20-010 Circuit Court Clerk 20-020 County Court Clerk 20-030 Courts Administration 20-040 Circuit Court Judge Carlton 20-050 Circuit Court Judge Brousseau 22-010 County Court Judge Trettis 22-020 County Court Judge Hayes 21-010 Criminal Justice Information System 02-010 Clerk to the Board July 17. 1979 The Commissioners were unanimous in their commendation to Clerk Reagan and his staff for the manner in which the subject budgets were prepared and presented, commenting that they were easily read and understood. Additional brief discussion followed with regard to the retention of an auditing firm to perform annual audits. as previously dilcussed. It was the consensus of the Board that negotiations begin as soon as possible with recommendations to be brought back to the Board for approval. Mr. Reagan, referring to the Capital Improvement Plan for 1979-85. as distributed, asked the Board's permission to be included in discussions with regard to any future plans for a new Criminal Justice Facility. He said that the current trend throughout the country is to have such facilities. however, he said that it would be difficult to convince him that such a building is necessary in the County, adding the comment that a tremendous caseload would be needed before such facility would become a necessity. He added the further comment that there would be nothing wrong in plannin~ for such a facility in the fu ture. Oeputy Chief Barnett requested that the Sheriff's Department also be included in the planning for a Criminal Justice Facility due to the transporting of prisoners, and the like. which would be involved. . * * * * * * * * * * * * * * * RECESS: 11:30 A.M. until 1:35 P.M. with the following in attendance: CHAIRMAN: David C. Brown John A. Pfstor C.R. "Russ" Wimer Thomas P. Archer ABSENT: Clifford Wenzel. Vice Chairmar ALSO PRESENT: William J. Reagan, Clerk. Harold L. Hall, Chief Deputy Clerk/Fiscal Officer; Edna Brenneman. Deputy Clerk; C. William Norman, County Manager; Aubrey Rogers. Sheriff; Robert Best. Budget Analyst; Deputy Chief Raymond Barnett, Sheriff's Department. and William McNulty, Sheriff's Department. eC~K 047 PAGE 548 BOCK 047 PIiGE 549 July 17, 1979 INITIAL REVID: OF SHERIFF'S DEPAR~~NT BUDGET - NO ACTION TAKEN Sheriff Aubrey Rogers stated that his staff has spent much time going over the needs of the Sheriff's Department to carry out the job of law enforcement within Collier County. He said that he is proud of the control and the ground which has been gained on the departmental expenses other than salaries. He explained that the actual expenses are being held to an increase of 1%; however, it was noted t~hat the total budget requires increases over 1918-79 budget of 16.1%. The Sheriff emphasized the success of the Youth Relations Deputies Program in the County and, in order for the Program to continue, it is necessary to fund the four current CETA positions, he safd. There are aljo four Radio Operators being funded by CETA, he continued, and ft is being proposed that these four positions be added to the departmental payroll. These positions total eight of the additional personnel being requested. said Sheriff Rogers. He outlined the necessity for the new positions, commenting that two of them were not filled during the current year in an attempt to cut his expenses; however, due to the growth in the County and the increase in traffic problems, the additional personnel is deemed imperative. He pointed out the fact that it is impossible for the State Highway Patrol to cover all of the accidents on the highways without the assistance of his deputies. due in part to restricting, or assigning, the Highway Patrol to the interstate highways and the state roads, which the state turned over to the counties for maintenance a short time back, citing the possibility of maybe having to double the number of uniformed deputies. To further substantiate the need for the increase in personnel. Sheriff Rogers referred to the amount of time involved fn the investigations and surveil- lance required in drug-smuggling cases. and said that one of the biggest problems affecting law enforcement are the changes made in the manner in which officers have to handle the cases which they investigate and the loss of manhours involved in this regard. A further problem. said Sheriff Rogers, is the increase in violent crimes, which he said is up 17% for the first quarter of the year. and does not show any signs of slowing down. July 17, 1979 Concerning equipment. Sheriff Rogers said that the budget reflects basically the usual needs. however, he said that a boat has been included in the budget this next year and pointed out the need for lame. Sheriff Rogers also brought to the Board's attention that, due to a change in procedures, it was necessary to submit the Sheriff's bUdget the first of June instead of June 30th necessitating the need to estimate expenses for an additional month. He said that the changes coming out of the State Legislature are creating problems such as the change in per diem, and the like. which he was unaware of when submitting the budget, adding that some way will have to be found to compensate for these changes within the budget. At th4s point, Sheriff Rogers turned the presentation over to Deputy Chief Ray Barnett for an explanation of the various zones of activites in the County, and the manhours needed to cover the areas, as shown on the charts displayed. Deputy Barnett explained in detail the number of manhours required to cover each of the five zones for 24 hours each day, 7 days a week, 365 days per year, and the miles to be patrolled as contained in each of the zones. Concerning personnel, Deputy Barnett reiterated the comments made by the Sheriff with regard to the success of the Youth Deputies Program and which will require the Sheriff's Department to absorb the CElA people presently involved in the Program. He said that it is desirable to have the four CETA employees serving as Communications Officers included under the Sheriff's budget for morale reasons, rather than to split them with the County Manager's Department, due to the differences in the fringe benefits involved such as holiday pay, and the like. Continuing, Deputy Barnett explained the additional personnel requested, their functions and duties, and the need for same. Concluding, Deputy Chief Barnett stated that. in his opinion, there are no areas in the budget which can be reduced without affecting the Department's efficiency. Regarding the 16.1% increase over the previous year, he said that if the CETA people are not taken into account, the increase is approximately 11%. He said that the Department will not be elfgible for any further CETA assistance at this time and emphasized the help that has been received from this source. ,~'"' n A 7 ~: rr ~f\n ecc~ 047 PACE 551 July 17, 1979 Responding to Chairman Brown. Deputy Barnett replied that, if the drug problem. particularly the drug-smuggling problem. was not a factor. in his opinion, the budget increase could be removed. He expressed the Department's appreciation to Commissioner Pistor for the comments made regarding the fine work being done on Marco Island by the Sheriff's Deputies. During the Question and answer period which fOllowed. such matters as replacement of vehicles, whether or not deputies are reqUired to respond to all ambulance calls, fleet and liability insurance. the affect of the ~~ers Act on the jail facilities and manpower. and whether or not there will be a surplus of funds returned to the County from the curren~ budget. were discussed. In answer to Chairman Brown's inquiry as to how the County can absorb a 16% increase in the Sheriff's budget. Fiscal Officer Harold Hall commented that, over all, there are many budget requests being made which involve a significant amcunt or money. He said that these requests need to be reviewed very closely with regard to dollar increases as against the maximum dollar increase that can be allowed by current Statute and legal limitation which he said is 5% plus the ad valorem taxes from new construction in the County. He said that if 10 - 12% is used as a guideline, budget requests exceeding that percentage would have to be funded at some other department's expense. Mr. Hall also pointed out that the removal of additional Big Cypress property from the tax rolls will affect the tax base. Commissioner Archer asked for an approximate figure on the increase in dollars to be received because of new construction and increases in assessments, and what increase would be necessary to levy the same millage rate this year as was levied the previous year. Hr. Hall said that. at this point, the percentage has not been calculated. however. he said that the figures are available and that he is in the process of putting them together. Mr. Reagan observed that discussions in this regard normally occur somewhere in the middle of budget reviews at which time summaries can be prepared to show the amounts needed to be deducted from the budgets in order to keep taxes down. or an estimate of any proposed increase in taxes. July 17, 1979 Chairman Brown suggested that the budget for the Sheriff's Department be reviewed again by the Sheriff with "cuts" being made where possible. Sheriff Rogers commented that he would like to see the budget approved this date; however, he added that he can see the problems the Commissioners are facing, adding the further comment that he does not see anywhere he can cut anything from his budget without cutting services. Mr. Hall stated that in the next couple of days he will be getting some clarification from the Controller's Office and the Department of Revenue on exactly what valuation the afore-referenced 5% can be applied to and what the formula will be as to what can or cannot be done. He said that he has just receive~ some information pertaining to Big Cypress regarding the amount of dollars which can be expected in addition to what has been taken off the tax rolls, resulting in the taxes being somewhat lower than anticipated. He explained that the assessed value of those properties now reflects the valuation as of January 1st ar.d that, if the government buys property during the year, the government will not accept a pro rata share of the taxes. There will be many parcels the government has taken during the year, said Mr. Hall, which will decrease the actual tax receipts. Continuing, Mr. Hall said that by the end of the week he will be able to provide an analysis Showing the County-wide funds, the impact on the total budget of the budget requests. the availability of revenues other than ad v~lorem taxes, and the impact on ad valorem taxes. He said that figures would indicate now that the County is not in a bad situation as far as ad valorem taxes are concerned blJt only because the County has good income from other sources; however, he said that the budget will still be above the maximum referred to earli! Following further brief discussion, it was the consensus of the Board that . . . the Sheriff's Department budget be further reviewed by a full Board on Thursday, July 26th, at 1:30 P.M. The Chairman brought the meeting to a close at 2:55 P.M. with the comment that the Sheriff has always rendered good stewardship of his budget during his year as Sheriff; however, added Chairman Brown, the Commission is held responsible to the people of Collier County for approval of the expenditures of their funds. ~.~