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Minutes 05/18/2011 -=vJ Fiala ~ Hiller ~ Henning -1-tr g~r~~a ~L ~ RECEIVED JUN f 0 2011 Collier County Government Productivity Committee Meeting Agenda County Manager's Conference Room May 18, 2011 2:00 P.M. Soard of County CommiSSioners I. Introduction A. Call to Order-Steve Harrison, Chairman B. Approval of today' s meeting agenda C. Approval ofthe Productivity Committee meeting minutes from 4/20111 D. Acceptance of the School Impact Fee Review Subcommittee meeting minutes from 4/13/11. E. Acceptance of the School Impact Fee Review Subcommittee meeting minutes from 5/11/11. II. Old Business A. Report from the School Impact Fee Review Subcommittee- Janet Vasey, Steve Harrison, Joe Swaja, Vlad Ryziw B. Quarterly Report on Impact Fee Collections-Amy Patterson C. Update from the OutsourcinglInsourcing Subcommittee D. Update from the Capital Improvement Plan Review Subcommittee III. New Business A. SAP ProTools Demonstration- Description of SAP Pro Tools: The County Manager directed that there be clearly established responsibilities, budgets, and schedules for key capital projects. ProTools provides a dashboard for easily reviewing project status and identifying areas (budget oi",schedule) that require attention. ProTools allows project managers to monitor budget~ and manage projects in a system integrated with SAP (Systems, Applications, and Products). This reduces the need to enter data in more than one system reducing errors and providing real-time information. IV. Committee Member/Staff Comments V. Public Comment VI. Adjourn-The next meeting is scheduled for June 15,2011 at 2pMi~ ~~ounty Manager's Conference Room Date: C\ \ \ "0\, \ Item #: \ \,,":I:. "2... 'A ~ ~ . . " ~j Fiala Hiller ~~~I~ng~= :" Coletta .~ RECEIVED JUN 1 0 2011 COLLIER COUNTY GOVERNMENT PRODUCTIVITY COMMITTEE Minutes - May 18, 2011 2 p.m. l<oar<1 ~fC.)w.'l~ ~ Members Present: Gina Downs, Rich Federman, Doug Fee, Jim Gibson, Steve Harrison, Cheryl Pavlick, Leslie Prizant, Vlad Ryziw, Joe Swaja, Janet Vasey and Joe Wall. Members Excused: All members were present. BCC Liaison: Commissioner Jim Coletta was unavailable to attend. Staff Present: Crystal Kinzel, Clerk's Office; Amy Patterson, Manager Impact Fees; Len Price, Administrator, Administrative Services; Barry Axelrod, Director of Information Technology; Marlene Foord, Grant Development and Management Coordinator; Kim Grant, Manager Corporate Planning; Tom Chmelik, Director Public Utilities Engineering; Norman Feder, Administrator Growth Management; Margaret Bishop, Senior Project Manager; Michael Sheffield, Assistant to the County Manager; Barbetta Hutchinson, Office of Management and Budget. Others Present: Harold Hall, Nilgun Camp and Steve Tindale INTRODUCTION: Call to Order: Steve Harrison called the meeting to order at 2:00 p.m. Mike Sheffield announced the establishment of a quorum. Approval of the Agenda for May 18, 2011: Joe Wall motioned to approve the agenda, Janet Vasey seconded and the group unanimously approved. Approval of the April 20, 2011 Productivity Committee Meeting Minutes: Vlad Ryziw motioned to approve the minutes with the correction of the spelling of Arthrex, Janet Vasey seconded and the group unanimously approved. Acceptance of the April 13, 2011 and May 11, 2011 School Impact Fee Productivity Subcommittee Meeting Minutes: Joe Swaja motioned to accept both sets of minutes, Vlad Ryziw seconded and the group unanimously approved. OLD BUSINESS: Misc. Correa: Date: ~ \\ ch \ 1 Item t: \u -:l: '2. A ~ C2~jes to: , Report from the School Impact Fee Review Subcommittee: Steve Harrison started the discussion with some facts about how the school impact fees are much more complicated and the methodology is more sophisticated than most. Steve Tindale gave a presentation on the Educational Facilities Impact Fee Update reviewing the purpose, findings of the study, along with the net cost per student station. The Productivity Committee weighed in and asked some questions. Janet told the group that the subcommittee had 2 meetings, all questions had been satisfactorily answered and the change methodology was accepted. She went over the net impact fees and said that the subcommittee had written their recommendations. First, Joe Wall motioned to approve the study as recommended by the subcommittee. Gina seconded and the group unanimously approved. Second, Gina Downs motioned that the recommendation of the subcommittee is to not change the fees as proposed because of the standing agreement. Joe Wall seconded and the group vote was 10 in support and 1 against (Doug Fee). Third, Joe Swaja motioned that a decision be made in October of 2012 as listed in the options below listed. Vlad Ryziw seconded and the group unanimously approved. The options are: 1) Do nothing. Leave the school impact fees unchanged, at the 50% reduction level. 2) Adjust the current (50%) fees to account for 2011 and 2012 indexing. 3) Adjust the fees in the 2011 school impact fee study to account for 2011 and 2012 indexing. 4) Accelerate the next school impact fee study (required every 3 years). 5) Consider other options, as appropriate. Quarterly Report on Impact Fee Collections: Amy Patterson passed out information on the impact fee revenue through April and reviewed years 2005 through current year with the group. Doug Fee asked Amy if she has a comparison between the numbers of permits issued by month. Amy said she will bring the report to show roads as an example. Studies have be~ done on the correlation of fees and growth. Norman Feder said that there is no direct correlation between growth and impact fees. Steve ::)ftC ~, .!"'~!~ ~,~_..:'- .,-,--~-- .._,._~.."''''- 2 . 'f Harrison said that impact fee reduction news should be sent to the press. Amy will forward the information to john Torre. Update for the Outsourcing/lnsourcing Subcommittee: Gina Downs said that the group had one meeting with Skip Camp and that she wants to sit with each division head. The next meeting of the committee will be June 29, 2011 at noon. Steve Harrison asked Len Price about cloud computing. Len said that they are testing now and she will keep the group updated as things progress. Update from the Capital Improvement Plan Review Subcommittee: Vlad Ryziw told the group that the subcommittee met today. He said that the group determined 5 components to this project: 1. How reserves contribute 2. Appropriations for on-going & future projects 3. Close-out of projects 4. Additional financing & debt service 5. Expenditures The next meeting will be May 26th at 9:00 a.m. Mike Sheffield will send out information from staff within the next few days. Each division has prepared proposed project budgets for next year and have already sat with Mark Isackson and the County Manager. The subcommittee will go through each divisions projects and ask themselves if the project is delayable, can the scope of the project be trimmed or can the project be postponed? Rich Federman volunteered to join the sub-committee. Mike Sheffield will invite Mark Isackson, Susan Usher and all division heads to the next meeting of the subcommittee to be held on May 26th at 9:00 a.m. In consideration of the strict timeline to get recomendations to the Board before the June 16/17 budget workshops, there will be a meeting of the entire Productivity Committee on June 8th at 2:00pm. NEW BUSINESS: SAP ProTools Demonstration: Barry Axelrod gave the group an overview on the system, how it's creating a standardization of project language and that it is currently being used by the Clerk, the Supervisor of Elections and the BCC. All three offices are currently sharing data and templates. The financial, purchasing, human resources, payroll and fixed assets portions of SAP are now being used. There are plans in place to implement the accounts payable, E-payables and enterprise asset management applications as well. 3 . , " Tom Chmelik showed the group the ProTools product for his projects and explained how the system works. He also showed the group how information can be found in the system and how reports can be produced. The information then integrates into SAP so data does not have to be entered twice. The system is also being used for grants. Effective December 1, 2009 all new grants have been entered into the system at the time of application, then is fed into SAP at the time of award. Approximately 90 grants worth $65M are being managed in the new system. Comments: Gina Downs reminded the group that Tom Wides had asked the members of the subcommittee and as many other members as possible to attend the Board meeting on May 24th to show support of the Waste Management item. Mike Sheffield passed out copies of the letter that was sent to the BCC regarding their recommendation. Gina Downs will also be giving her "Talking Trash" presentation. Public Comments: Harold Hall told the group that he comes to the meetings of the Productivity meetings to learn about county government and to be around a blue ribbon committee that is able to get the best possible information from staff. Adjournment: Joe Swaja motioned to adjoum the meeting, Rich Federman seconded and the group unanimously approved. The meeting was adjourned at 4:25 p.m. Next Meeting: The next regular meeting of the Productivity Committee Meeting will be held at 2:00 p.m. on Wed. June 8, 2011 unless otherwise noticed. This meeting will be held in the County Manager's Conf. Room in Bldg F, 2nd floor at 3299 Tamiami Trail East, Suite 202. ~ ~ Approved by Productivity Chair, Steve Harrison 4