Minutes 05/18/2011
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Fiala
Hiller. _
Henntng..~ _ Board of County Commi6sioners
Coyle - _ Productivity Committee's
Coletta "Capital Improvement Project Review Subcommittee Meeting
May 18, 2011 10:00am
Minutes
RECEIVED
JUN 1 0 2011
Subcommittee members Dresent: Steve Harrison, Janet Vasey, Jim
Gibson, Vlad Ryziw, and Doug Fee
Staff Present: Susan Usher, Mark Isackson, Mike Sheffield
Steve Harrison called the meeting to order at 10:05am. Steve Harrison
suggested that Vlad preside over the meeting, and the other members
unanimously concurred.
Vlad reviewed the charge of the subcommittee and asked Mike to provide
more information regarding the Board's direction.
Mike read from the minutes of the April 12/13 Board meeting, stating that the
Board asked the Productivity Committee to take a look at capital improvement
programs to see if they (the Prod Cmt) can make some recommendations
concerning the costs and timing of those projects; to objectively look at those
capital replacement expenditures, with a special emphasis on capital
improvement expenditures.
Susan informed the group of the importance of growing our reserves. She
mentioned Hurricane Wilma clean-up as an example; how essential the
reserves were during the urgent clean-up process before we received
state/federal money. Reserves are critical, if there should be another
catastrophic event.
Jim Gibson had previously looked at the list of reserves. Jim stated that there
are two types of reserves; appropriated reserves, which are contingency
reserves, and un-appropriated reserves which are funds not designated for
any purpose. As part of the County's financial structure, the County has many
funds, with each fund possibly having reserves. Susan stated that there are
about 150 funds.
Jim discussed the components of this study. He stated that first the
subcommittee should look at reserves...then look at the requested
appropriations for 2012 capital projects; what funding is, already in place...and
any funding for new 2012 projects, capital projects for ~~h no existing
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appropriation and capital projects with existing appropriations. Also, to look at
what might be available/left over in existing projects, yet to be closed-out.
Vlad discussed expenditures in this era of limited funds. How do we establish
funding for future capital projects? How is an expenditure justified? Is the
project a priority? Janet agreed, stating that we are looking are projects from
a budget point of view.
Vlad further discussed the justification of projects. Is the capital project
mandated by law (EPA, etc.)? Is it an infrastructure project that will serve the
entire community, or just a specific citizenry?
Janet suggested that the subcommittee should also look at the necessity of
growing reserves. Mark explained his view on the importance of growing
reserves.
Susan distributed and reviewed a hand-out entitled, List of Capital Project
Funds (attached). The list is current, for FY 2011.
Mark informed the group that he and the County Manager are currently
meeting with division administrators and scrubbing division budgets. Mark
stated that he/Susan will forward information/budgets from those reviews to
the subcommittee, via Mike. Mark suggested that the subcommittee meet
weekly, if the goal is the make a recommendation to the Board before the
budget workshops on June 16 and June 17. Mark further stated that the
subcommittee's study might not just be for FY 2012, but ongoing. Capital
project planning and budgeting is multi-year.
Doug asked about the workplan of the Prod Cmt, in terms of a full study of the
2012 budget, and clarification as to whether the Prod Cmt "may" or "shall"
review the proposed county budget, when it's prepared. Jim read from the
governing ordinance indicating that the committee "may conduct budget
reviews". The Prod Cmt has no plans for a full budget review at this time.
Jim and Janet discussed Public Utilities, specifically Commissioner Henning's
interest in water and waste water reserves and projects. These projects are
paid for by user fees, so therefore, these project reviews are not urgent, and
can be put off until after the 2012 budget process.
Steve suggested that the subcommittee may want to conduct reviews in
Phases, such as: Phase 1 Expense Side; Phase 2 Funding.
Vlad asked staff hO'M~therel::ent legislative nullification of Florida Growth
Management/ConcurrencyJ,.aws affect Collier County's planned CIP projects.
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Vlad recapped the focus of the study...Proposed fund reserves, Proposed
appropriations for active/on-going projects and new/proposed projects,
Procedures, processes, practices attendant to closing out completed or
cancelled projects, CIP proposals for additional financing and Planned CIP
expenditures
The subcommittee will meet again on Thursday, May 26 at 9am, to review the
budget book pages that have been reviewed to-date by the County Manager
and Mark. (Susan/Mike will forward byemail).
In consideration of the time restraints involved in getting recommendations to
the Board before the June 16 and June 17 budget review dates, the
subcommittee will ask the Prd Cmt about holding a one topic full meeting on
June 8th.
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