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BCC Minutes 06/29/1993 B (Budget Workshop) Naples, Florida, June 29, 1993 LET IT BE REMEMBERED, that the Board of County Commissioners in and for the County of Collier, and also acting as the Board of ZoninG Appeals and as the governing board(s) of such special districts as have been created according to law and havinG conducted business herein, met on this date at 2:00 P.M. in BUD(]~T ~I~SHOP SZSSION in Building "F" of the Government Complex, East Naples, Florida, with the following members present: CHAIRMAN: Burr L. Saunders VICE-CHAIRMAN: Timothy J. Constantine John C. Norris Michael J. Volpe Bettye J. Matthews ALSO PRESENT: John Yonkosky, Finance Director; Annette Guevin, Recording Secretary; William Hargett, Assistant County Manager; Jennifer Edwards, Assistant to the County Manager; Ken Cuyler, County Attorney; George Archibald, Transportation Services Administrator; Tom Olltff, Public Services Administrator; Bill Lorenz, Environmental Services Admtnlstrator; Fred Bloetscher, Assistant Utilities Administrator; Ron Cook, Utilities Finance Director; Mike McNees, Budget Director; Jeff Walker, Risk Management Director; Tim Clemons, Wastewater Operations Director; Mike Newman, Water Operations Director; George Yilmaz, Pollution Control Director; David Russell, Solid Waste Superintendent; Paul Brigham, Court Administrator; Diane Flagg, Emergency Services Education Quality Control Manager; and Jean Gansel, Bob Byrne and Mike Smykowski, Budget Analysts. Page i June 29, 1999 (32) Board of Coun~ Con~ss~onerl Mike McNees, Budget Director, referred to a list of wrap-up items provided to the Board. He said the first item deals with the Clerk assigned to Everglades City, who that person serves and whether the Board is responsible for the costs associated with that position. Finance Director Yonkosky advised the agenda package includes a document listing the annual activity measures of the employee in question. Commissioner Volpe noted the activities seem to be related more to the Tax Collector than to the Board of County Commissioners. Finance Director Yonkosky agreed, but added it is his belief that the Board would pay the salary for that employee in any case, because funds that are returned from the Tax Collector to the Board at the end of the year would be less that amount. In response to Commissioner Volpe, Finance Director ¥onkosky indi- cated it would be possible to explore an interlocal agreement with Everglades City to provide the services being performed by this employee, however, in his opinion it would be more expensive. Commissioner Matthews stated it is obvious this position is necessary, but the manner in which it is funded should be more closely addressed. She said of the 4,000 transactions per year taking place, 25 percent are Tax Collector functions. Mr. McNees indicated he will investigate sharing the costs of this position with the Tax Collector. {32e) CounW&ttorne~/R~sk Management Jeff Walker, Risk Management Director, indicated this item per- tains to setting up a reserve for unfunded inverse condemnation liabi- lities. He said these types of claims arise out of a reduction in the value of an individual's property due to governmental action. He stated the possibility exists of cases coming up during the next fiscal year resulting in the need to provide funding should a claim 04 Page 2 June 29, 1993 need to be paid. He recommended the Board establish a budget code within the general fund budget which would be funded through the reserve for cash flow. County Attorney Cuyler stated with a self insurance program, it is acknowledged there will be 1/abilities for which monies need to be set aside. He suggested at least SI-million to $1.5-millfon be designated in that fund. Mr. Walker communicated coverage cannot be purchased for inverse condemnation claims. He also pointed out these liabilities need to be specifically accounted for from a budgetary standpoint. He referred to a new rule which comes into effect next year, stating the auditors will be looking to the Board to be accounting for those liabilities, which is another reason Staff is asking to set up the ob3ect code to fund these claims. In answer to Commissioner Matthews, Mr. McNees recommended Si-million of the cash flow reserve be earmarked as this special reserve, which leaves $500,000 as a cash flow reserve. It was the consensus that SI-million of cash flow reserve funds be set aside in a new object code for inverse condemnation claims. Jennifer Edwards, Assistant to the County Manager, informed the Board she is currently negotiating with Colony Cablevision regarding displaying the Board of County Commissioners' meeting agenda on the community channel. She indicated while she is looking to displaying the agenda as a public service, Colony Cablevision is viewing the matter as a paid advertisement. Commissioner Volpe asked how this would compare with the $27,000 the Board is currently paying the Naples Daily News to print the agen- da? Ms. Edwards stated she has not yet been glven a quoted price but will pursue the issue. l~bltc Servtce~ - County Foreeter [}5 Page 3 June 29, 1993 Commissioner Norris asked what would be the effect of the Board deleting its $3,000 contribution to the Forester service7 Chris Anderson, Collier County Forester, reported he cannot state exactly what the ramifications would be as far as the State no longer placing a Forester within Collier County. He said he does not believe the State will delete a position that has been in the County for 15 years because of that action, and he will continue to provide the ser- vices to Staff and the community in the area of natural resources, conservation, and environmental/tree related services. In response to Commissioner Constantine, Mr. Anderson replied the overall funding for this position is approximately $35,000 which includes the $3,000 from Collier County, State funding for the majority of his salary plus a federal contribution. Commissioners Volpe and Constantine suggested this funding be eli- minated from the budget. It was the consensus that the funding remain in place for the pre- sent time and Mr. Anderson will provide the Board with an indication of whether or not the State will remove this position from Collier County if the $3,000 is no longer contributed. {9~4) Mr. McNees informed the Board that the $§,000 for office furniture which was questioned in the previous workshop has been deleted from the budget. Mike Newman, Water Operations Director, provided the Board with a document Justifying the expanded service request for an Assistant Supervisor position in water distribution. It was the consensus that funding for this position will remain in the budget. Tim Clemons, Wastewater Operations D~rector, recalled questions from the previous workshop with regard to the number of overtime hours the collection system group has worked thus far in the current fiscal year. He reported 4,000 hours of overtime have occurred to date, w~th Page 4 June 29, 1993 an expected 1,000 to 1,500 additional hours by fiscal year end. He said approximately 2,700 hours of that time was spent strictly on landscape maintenance for more than 400 lift stations, and there were 1,000 hours of emergency call backs. Commissioner Constantine indicated he is not comfortable with adding personnel to take care of maintenance tasks. Mr. Clemons stated he looked into contracting out the lift station landscape maintenance several years ago, however, there was no interest because of the size of the Job which is spread out from Bonita through Marco Island and consists of 15 by 15 or 25 by 25 foot plots. He agreed to again solicit proposals for lift station main- tenance to consist of light painting work and lawn maintenance. Mr. Clemons next addressed questions previously raised regarding the request for three additional technicians for the viewer/vactor program. He again stressed the safety factor of providing two employees per truck. Commissioner Volpe communicated he is reticent to add these three positions until the outcome of the Coopers & Lybrand performance audit is known. Commissioner Constantine suggested these positions be approved, but the other requested positions be put on hold, including the laboratory technician, which was agreed to by Mr. Clemons. {la0o) Pollution Control Bill Lorenz, Environmental Services Administrator, provided the Board with a hand-out depicting the staffing requirements of the Hazardous Waste Program which was adopted by the Board tn 1992. Be noted the proposal shows a mix of regular and temporary employees to Implement the recovery schedule. He said 5.5 total regular employees are requested, with 1.6 temporary workers. Commissioner Constantine questioned what will happen if this program is not undertaken? Mr. Lorenz stated Collier County would be in violation of the law Page 5 June 29, 1993 and would not be eligible for hazardous waste grants. Commissioner Constantine referred to a listing of various types of companies that will be inspected for hazardous waste generation. He said such occupations as speech therapists and psychiatrists obviously do not generate hazardous waste and should not require a site visit. He indicated his concern that businesses are being charged inappropriately simply because they appear on that list. He referred to the requirement that 20 percent of the occupations listed must be visited each year, and stated if some of the companies that seem obviously not to be generators of hazardous waste are culled from the list, less employees may be necessary for this program. Mr. Lorenz stated the list has already been narrowed to the point the Department of Environmental Regulation has indicated they will accept no more reductions. He agreed to go through the list again to eliminate some of the more obvious categories, however, he does not believe the total reduction will result in the need for less person- nel. It was the consensus that the positions being requested for this program will remain in the budget but will be flagged for reduction at the budget hearings. David Russell, Solid Waste Superintendent, addressed the request for an additional customer service position for the mandatory collec- tion program and provided the Board with a sheet Justifying the request. After lengthy discussion, it was the consensus to remove this request from the budget. Sheriff's Office Crystal Ktnsel, Finance Director for the Sheriff's Office, pro- vided the Board with a packet of information and detailed its contents in response to questions raised at the previous budget workshop. Tape ~2 Commissioner Constantine stated he would like to see the budget 08 Page 6 June 29, 1993 for Suncom telephone charges closer to what was budgeted in FY 93. It was the consensus that the Suncom telephone charges will be budgeted at $20,800. Commissioner Constantine recalled when the photo processing machine was purchased this past year, the Board was told it would decrease the amount of money to be spent because the processing would now be done in-house. He questioned the 17 percent increase requested in the budget for that item? Ms. Klnsel stated the budget has been based on actual prior experience without the photo lab because there ~s no history to budget for the lab. She said if the decrease results, the Board will see the turn back at year end for the decrease in photos. She mentioned, however, with an increased case load or an increase in capability on the types of photos that can be produced for case study, they do not know what the experience will be other than what has occurred in the past. Commissioner Matthews suggested Ms. Kinsel recalculate this line item by utilizing the number of prints from history, times the cost per print and increase that number according to the case load. Ms. Kinsel agreed to the above suggestion. Median Be~nttfic&tion on Vanderbtlt Be&ch Road Mike Smykowski, Budget Analyst, noted a follow-up letter has been sent to the property owners identifying the situation and that funding may be contingent upon their participation. He said at this point, there have been no responses, but Staff should have a better indication of the sentiments of those residents by the public hearing. (~1~) Atrcr&ft ~anGmr Commissioner Constantine suggested there must be an option to building a $606,000 facility. He inquired if any private projects are now being built at the airport? Diane Flagg, Education Quality Control Manager for Emergency 09 Page 7 June 29, [993 Services, replied the Naples Airport Authority is building a facility, and she plans to discuss sharing with them costs such as architectural design and engineering fees. She also mentioned Mr. Henson has a hangar with office space, and she hopes to discuss a possible arrange- ment with him in the near future. Commissioner Constantine questioned if the current lease can be extended for one year while other alternatives are investigated? William Hargett, Assistant County Manager, reported another option is constructing a temporary hangar until such time as a permanent location can be found. He said the temporary hangar can then be relo- cated to one of the other airports and leased. He communicated he has held conversations with representatives of the Naples Airport, and they are unwilling to contemplate a long-term lease at the current site because of its location. Responding to Commissioner Constantine, Ms. Flagg indicated a tem- porary facility can be purchased for $85,000. Mr. Hargett pointed out although a permanent facility may cost $600,000, it is being planned to also accommodate office space and room to house the Sheriff's fixed wing aircraft. He said this will result in a savings of approximately $50,000 in annual rent, and a 10 to 12 year payback on the hangar facility. Commissioner Constantine asked for a breakdown summary report on the costs associated with housing the aircraft at a different airport, such as the Marco Island Airport. Ms. Flagg agreed to provide that report. Commissioner Norris suggested the Board also be given a map of Collier County depicting where the calls originate needing the serv- ices of the helicopter. Ms. Flagg recalled the Chief Pilot has indicated stationing the helicopter at the Marco Island Airport would add an additional 200 flight hours which equates to a $66,600 increase per year Just in operational costs. She said utilizing that location would also move forward from every five years to 3.5 years, the $175,000 engine Page 8 June 29, 1993 overhauls. It was the consensus that this item will remain in the budget for the present time. Paul Brigham, Court Administrator, provided the Board with infor- mation on the estimated costs to be incurred for the additional Judge to be assigned to Collier County by January, 1994. He said based on the Judge being in Collier County for three-quarters of his time for nine months, the costs have been estimated at $10,100 in Circuit Court costs and $10,000 in the Judicial budget. Commissioner Volpe once again communicated his concern with an~ item discussed at the previous workshop requesting $40,000 in the budget for copying charges. Mr. Brigham advised he is attempting to reduce or eliminate that cost. It was the consensus that this item be flagged and discussed further at the public hearings. There being no further business for the good of the County, the meeting was adjourned by Order - Time: 4:25 P.M. Page 9