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BCC Minutes 06/21/1993 B (Budget Workshop) Naples, Florida, June 21, 1993 LET IT BE REMEMBERED, that the Board of County Commissioners in a/~d 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 here~n, met on this date at 8:30 A.M. in BUD(tET WORKSHOP SESSION in Building "F" of the Government Complex, East Naples, Florida, with the following members present: Burr L. Saunders T~mothy J. Constantine John C. Norris Michael J. Volpe Bettye J. Matthews ALSO PRESENT: Ellte Hoffman, Deputy Clerk; Annette Guevin and Sue Carney, Recording Secretaries; Neil Dorrtll, County Manager; William Hargett, Assistant County Manager; Bill Lorenz, Environmental Services Administrator; Leo Ochs, Administrative Services Administrator; Mike McNees, Budget Director; Mike Smykowski, and Bob Byrne, Budget Analysts; Jeff Walker, Risk Management Director; Fred Bloetscher, Assistant Utilities Administrator; Ron Cook, Utilities F~nance Director; Mar~ Morgan, Supervisor of Elections; Guy Carlton, Tax Collector; Abe Skinner, Property Appraiser; Mike Newman, Utilities/Water Director; Tim Clemons, Wastewater Director; and Orystal Ktnzel, Sheriff's Finance Director. Page June 21, 1993 Legal notice having been published in the Naples Daily News on June 16, lgg3, as evidenced by Affidavit of Publication filed with the Clerk, a budget workshop was held to review Line Item Budgets for 1993-94. Mike McNees, Budget Director, called attention to the workshop packet, Page 1. He reported that the major changes, made at last week's workshop are reflected. He indicated that for the third year in a row, there will be decreases to the rollback rate. He noted that persons with property values increasing the average amount of 1.5%, will see county-wide taxes decreasing by 2.4%. Mr. McNees explained that the unincorporated area general fund, at this point, stands at 8.6% higher than the rollback rate, however the mi//age is .6 and this does not begin to offset the 2.4% decrease county-wide. Mr. McNees pointed out that summary information for appropriations and revenues is detailed on Pages 2 and 3. He remarked that Page 4 reflects the MSTD General Fund for the unincorporated areas. (l~) Sheriff Budget Analyst Smykowski stated that the Sheriff's Law Enforcement Section budget begins on Page 5, noting that overall appropriations are up by 6.7% and personal services are up 7.9%. He indicated that workers' compensation and health insurance premiums account for $1.25 million. He announced that the Sheriff is budgeting 5% step increases for each of his members, based on anniversary dates. Mr. Smykowski revealed that overall operating expenses are up 5.6% with the largest increase being in data processing equipment, main- tenance service agreements, Sheriff's investigative funds and cellular telephone charges. He advised that capital outlay is down 4.9%, due to decreases in purchases of computer equipment, software, machinery and equipment. He stated that $707,200 is budgeted for vehicle purchases. 03 Page 2 June 21, 1993 In response to Commissioner Volpe, Sheriff's Finance Director Crystal Kinzel, reported that the Sheriff has adhered to the step plan implemented in 1989, except for the years where exceptions have been made for the one time payment. She indicated that originally the plan called for a 5% step increases on anniversary dates with a two year adjustment for inflation or cost of living. Ms. Klnzel explained the need for an additional baltff position for courtroom security, due to the addition of a new Judge in the 20th Judicial Circuit. Commissioner Saunders suggested that this additional position be flagged and discussed further during the final budget hearings. Mr. Smykowski referred to Page 7, Detention and Corrections budget. He stated that overall there is a 3.8% increase, with workers' compensation and health insurance charges making up the bulk of the increase. He indicated that the balance of the personal ser- vice account actually shows a decrease since the Sheriff has a new policy providing that new hires rotate through the Jail before being put on road patrol. Mr. Smykowskl stated that the principal increase in operating expenses is in contract nursing services and in-hospital excess coverage for inmates. Mr. Smykowski explained that Page 8 relates to the Judicial (Baliffs) section of the Sheriff's budget, reflecting an overall increase of 17.1% Ms. Kinzel reported that she will provide specific court hours to Justify the additional baliff position. Mr. Smykowsk~ noted that Page 9 details the fund summary of the Sheriff's budget. Mr, Smykowski pointed out that the Sheriff's Confiscated Property Trust Fund is contained on Page 10. He explained that five positions are budgeted, wherein, there were four positions in the adopted budget. He remarked that there is one additional Youth Relations Deputy position due Fo the opening of the Oak Ridge Middle School. Page 3 June 21, 1993 Mr. Smykowski remarked that capital purchases Include a personal computer, lap top computers and a transmitter. He noted that budgeted reserves decreased $219,000 due to a decrease in available carry for- ward revenue. Mr. Smykowski called attention to the Sheriff's Law Enforcement Trust Fund, detailed on Page 12. He reported that available carry forward revenue and the trust fund revenue total $61,800. He revealed that the available revenue will offset the cost of ammunition, law enforcement training, two personal computers and software, and video editing equipment. Mr. Smykowski stated that the 911 Emergency Phone System budget is reflected on Page 13. He reported that overall revenue is down .4% from the 1993 adopted budget. He recalled that the Board adopted a fee decrease per access line per month ~n June, 1993. He noted that due to available carry forward revenue, budgeted fund reserves Increased to $69,800 and these are being accumulated for capital equipment replacement. Mr. Smykowski referred to Page 14, the Sheriff's Grants Fun. He remarked that the forecast column identifies the grant programs in place this year, however, no funds are budgeted for 1994 since the actual grant awards are not final at this t~me. Mr. Smykowski noted that there are six positions budgeted and the anticipated grant awards are from VOCA and Career Criminal Grant Funds. Ms. Kinzel addressed questions with regard to books, publications a/~d subscriptions for the E-911 Phone System; other training and edu- cational expenses; workers' compensation; group health plan; life insurance; Suncom and the number of telephones; fax charges; leased space for boat storage; leased undercover vehicles; seized property insurance; auto and truck tires and batteries; communication equipment repairs; data processing equipment repair/maintenance; photo pro- cessing; computer software under $500; software general; office fur- Page 4 June 21, 1993 ntture; K-Nine Unit; incentive pay; Attorney Shriver's salary; prisoner transport; fuel and lubricants; and contracted food services. · '' lt~ces~ed: 10:10 A.M. - Rsconvenad: 10:30 A.M. at which time R~cording Secretary Guevin replaced Deputy Clerk Hoff~an ese (23?) Utlltti~ ~inletratlon Bob Byrne, Budget Analyst, detailed the expanded service requests within this budget. Commissioner Constantine communicated his concern with regard to the request for $40,000 to establish a safety program, recalling that the Risk Management Department has proposed the addition of an Occupational Safety Coordinator. Mr. McNees explained the $40,000 requested to establish a safety program ts not for additional consulting. He said when the person tn Risk Management identifies the specific programs to serve Utilities, that Division would then have the money to pay for them rather than the funds coming out of the general fund. He reported the employee would be paid for in Risk Management through the Workers' Compensation fund. Mike Newman, Water Operations Director, explained the need and purpose of the proposed safety program and what is being contemplated between Utilities and Risk Management. Commissioner Norris noted he has received a copy of the latest proposal from Coopers & Lybrand on the performance review of the Utilities Division. County Manager Dorrtll suggested the performance audit be shared and discussed at the wrap-up session. Commissioner Constantine questioned the need for $5,000 for fur- niture as well as $2,000 for a new FAX machine when those machines can now be purchased for $300. Ron Cook, Utilities Finance Director, advised the figure in the budget for a FAX machine was provided by the Purchasing Department. County Manager Dorrtll indicated Staff will provide a list of Page 5 June 21, 1993 identified furniture items and if not, the funds will be removed from the budget. It was the consensus that Staff will share the performance audit of Coopers & Lybrand at the wrap-up session, and if the Board wishes, will Include funds for that purpose within the Utilities Administration Budget. (894) Utilities ~ineering Mr. Byrne explained the large Increase tn personal services tn this budget is due tc reorganization tn Community Development. He said a Technical Services Supervisor who was in Community Development and providing services to Utilities is now shown within this budget. In response to Commissioner Constantine, Fred Bloetscher, Assistant Utilities Administrator, stated the $6,000 item for a per- sonal computer was deleted from the budget during the County Manager's review. Commissioner Matthew,s questioned a discrepancy with regard to per- sonal services, resulting in a $70,000 increase. Mr. McNees indicated he will either locate the details prior to the end of the discussion of Utilities or those funds will be removed from the budget. (SOSS) Later in the discussion, Mr. McNees advised that the Technical Services Supervisor position, including benefits, totals $80,000; three percent of existing salaries results in an additional $6,200; the Increase in health premiums for this department are another $9,600; overtime has been increased by $1,000; and Worker's Compensation charges have increased by almost $6,000, because some of the employees have been reclassified from an office to a field type position, which almost doubled the Workers' Compensation premiums. He said the total of these increases to the budget is approximately $102,500. Page 6 June 21, 1993 Mr. Byrne presented several expanded service requests, Including the addition of five full-time positions, or one and one-half crews in the South County area and one crew in the North County area, plus the one-time associated capital costs. He noted the addition of three Utility Technicians to the Vtewer/Vactor Prngram will result tn a two- man crew for each of the four trucks for safety and efficiency reasons. He also mentioned an additional Laboratory Technician is being requested. Commissioner Constantine remarked he has misgivings over the need for an additional Laboratory Technician. Commissioner Matthews added she ts not comfortable with the number of additional employees being requested for this department. She said the level of overtime has not reached the point where eight additional people are necessary. Mr. Bloetscher and Wastewater Operations Director Tim Clemons suggested they return with figures Justifying those additional people due to the expanded services that have occurred since the beginning of this fiscal year. Commissioner Constantine agreed with CommIssioner Matthews, and reiterated his concern with the need for an additional Laboratory Technician, the ninth position being requested. (2~SO) Mr. Byrne referred to page 29 of the agenda package. He noted rates for this District have not been looked at for a number of years. He suggested a rate study be undertaken. (2~aO) Mr. Byrne pointed out operating expenses have decreased In this budget due to reduced electricity, equipment repair and chemical costs for the wastewater plant. In response to Commissioner Constantine, Mr. Clemons stated a Maintenance Technician position which has been vacant since the Page ? June 21, 1993 Utilities Division took over the Pelican Bay operation in October, is about to be filled. He said those duties have been performed by shifting other employees into this area, however, that has resulted in other areas being short-staffed. Pr~&~raloer Commissioner Saunders stated since the Property Appraiser, Tax Collector and Supervisor of Elections are present at this time, their budgets will now be heard. Jean Gansel, Budget Analyst, explained the Property Appraiser is a Constitutional Officer who receives his revenue to operate his budget from all taxing districts tn Collier County. She said salaries tn this budget have been increased by three percent, which is consistent with the budget instructions. She pointed out, however, health Insurance has increased by 59 percent. Property Appraiser Abe Skinner asked the Board to keep in mind that his is not one of the larger budgets, so that when an increase occurs It looks like a large amount. He explained the capital expen- ditures being proposed for the coming year. Responding to Commissioner Constantine, Mr. Skinner if replied actual operating expenses incurred to date are doubled, they would not be an accurate representation of expenditures for the entire year. He said many times purchase of items, such as printing and binding, are delayed tn order to purchase them in bulk at the end of the fiscal year. Commissioner Volpe questioned the amount of legal fees being requested. Mr. Skinner explained that three ongoing law suits will be resolved during the coming fiscal year which will necessitate addi- tional expert attorney services. T~pe ,3 (1SO) Tax Collector Tax Collector Guy Carlton noted State Statute requires him to sub- mit a budget to the Department of Revenue on or before August 1st, at Page 8 June 21, 1993 which time he will supply a copy to the Board of County Commissioners. He indicated some of the things being considered tn his budget include how the new Motor Voter Act will impact him and a new assignment to handle the fire and going out of business sales that occur. Responding to Commissioner Constantine, Mr. Carlton stated he encourages anyone from the public to discuss his budget, but there is no formal process or control other than by the Department of Revenue. (se~) Mr. Byrne referred to page 39 and explained that several expanded service requests are included in this budget. He said included are $12,2OO for overtime for working Saturdays; $41,OO0 for computer soft- ware and hardware upgrades due to the Motor Voter Act; $25,000 for additional operating costs associated with an election year; and $4,500 for relocation costs to move into Building B, Mary Morgan, Supervisor of Elections, replied to a question posed by Commissioner Matthews with regard to the need for an additional $41,0OO due to the Motor Voter Act. Her comments were inaudible to the Recording Secretary. Commissioner Matthews inquired what is being implemented to verify that those people who are applying for drivers' licenses are also Citizens and eligible to vote? Ms. Morgan reported a change has been made to the current applica- tions for driver's license that addresses whether or not a person ts a citizen. She mentioned a meeting will be taking place in the near future with federal election officials and driver's license agencies throughout the country to agree on the forms and questions that must be included on future driver's license applications. She stated federal law allows the administration of an oath based on the fact that the Constitutions of most States contain oaths required of all new voters. She said the oath must be prominently displayed with the penalties for per3ury, but once the oath has been taken and the appli- cation signed, it cannot be challenged. ::LO Page 9 June 21, 1993 Ms. Morgan pointed out in the past few years, the State has reduced printed materials which were previously provided to local Counties for electlcns. She said she may find herself in the position of having to pay for registration forms, which have not been included in the budget. Responding to Commissioner Matthews, Ms. Morgan agreed there will be enforcement problems in the future. (6?8) Referring to page 23, Mr. Byrne noted there has been an increase in personal services due to the addition of a small meter change out crew, the fact that FY 94 will be the first full year of staffing at the new North County Water Treatment Plant and several expanded ser- vice requests. He said the addition of a Laboratory Technician and associated chemicals and equipment costs will total $46,200. He said the addition of an Assistant Distribution Supervisor is being requested along with $5,000 for a motorized security gate, $41,000 for a pipe rack and conversion of a water storage tank into an inventory supply room, $3,900 for two magnetic sleeve locators and a tapping machine for Pelican Bay effluent lines and $12,800 for a gas powered plate tamper, three hydrant diffusers and transmission main line markers. Commissioners Constantine and Matthews communicated their concern with the request for an Assistant Distribution Supervisor. It was the consensus that the position will be deleted at this point and Water Director Mike Newman will provide additional Justifi- cation at the wrap-up session. (X773) ~ood~n~ter Mr. Byrne stated personal services in this fund have increased by percent due to the health insurance premiums. (x3e~) Coun%~ Water & Sewer District Operations Mr. Byrne presented the fund summary for Fund 408, contained on page 33. He pointed out the excess monies generated by both the Water Page 10 June 21, 1993 and Sewer Operations have been transferred to the debt service funds and the capital funds. He said there is also a large reserve in place. Responding to Commissioner Volpe, Mr. Byrne replied reserves for contingencies are budgeted at five percent. He said all additional monies are either being shown as a cash flow reserve or a capital reserve. He reported it is the Budget Office's opinion that a rate study should be done to insure the rates are generating only what is needed for revenue. Mr. Bloetscher explained the 1991 rate study recommended several reserves be set up, a contingency reserve of five percent, a cash flow reserve and a repair and replacement sinking capital pro3ect fund. He said they are attempting to build up the reserve so that when large items, such as pump stations and tanks, need to be replaced, the County does not have to float bond issues. He indicated theoreti- cally, as repair and replacement funds are budgeted each year, the County should not have to float bond issues in the future, even to replace items as large as treatment plants. In answer to Commissioner Matthews, Mr. Bloetscher said rather than being calculated as part of the rate structure, depreciation is addressed through the repair and replacement fund. Responding to Commissioner Volpe, Mr. Bloetscher indicated Staff intends to place an item on the Board's agenda in the near future to request an update of the rate structure for both water and sewer ser- vices. $'$ ~.a~ed: 12:45 P.M. - Reconvened: 2:10 P.M. at which Recox-d/ngSecretary Carney replaced Recording Secretary Gu~vin (2800) Michael Smykowskt, Senior Budget Analyst, reported that page 46 is the program budget summary for the Pollution Control Department. In response to Commissioner Constantine, Environmental Services Page 11 June 21, 1993 Administrator Lorenz explained that a new program established for small quantities of hazardous waste was previously handled by the Water Pollution Control Fund by allocating a certain amount of staff time to it, however, they have been unable to meet the State require- ments for inspections. Commissioner Constantine asked how many employees from Water Pollution Control were allocated7 George Yilmaz, Pollution Control Director, responded that 40% of one person was dedicated to this project. He explained that because of that fact, 6 employees are now needed to compensate for the backlog of inspections. Mr. Yilmaz elaborated on this point by stating that approximately 10,000 small hazardous waste generators are licensed per year and State Statute requires that 20% of these generators must be inspected every year. Commissioner Constantine asked what the penalties would be if the requirements were not met? Mr. Yilmaz replied that grants and funds could be withheld and in the case of Capital Construction and Solid Waste substantial fines could be imposed. Commissioner Saunders inquired what community benefit is achieved from this inspection program7 Mr. Lorenz responded that hazardous waste could and has been disposed of improperly. Commissioner Saunders stated that the expected work activity could be reduced from 6 full time employees, with the possibility of some additional part-time employees. Mr. Yilmaz described the water quality and sediment testing process. A discussion was held on the possible duplication of effort regarding water monttorlng. Referring to page 51, Commissioner Constantine noted that the activity measures are less than the previous year, but the cost is Page 12 June 21, 1993 higher, and he questioned why? Nr. Yilmaz indicated that not all the activity measures are ltsted and pointed out that the underground storage tank facility inspections have increased. Mr. Yllmaz concluded by disclosing that only 50% of the Pollution Control Fund was authorized by referendum. Solid--re D~part~ent Hr. Smykowski cited that the increase in health insurance caused an increase in the Personal Services appropriation, and noted an increase in Capital Projects for a total of 3.7 million dollars. Hr. Smykowski reported that an overall increase of 4.2~ for the Handatory Trash Collection Program is due to an increase in available Carry Forward revenue. He added that an increase of 57.8~ in Personal Services is due to an expanded service request for a customer service representative position. Teresa Rlesen, Finance Supervisor, described the duties of the proposed position. In response to Commissioner Volpe, David Russell indicated that the Property Appraiser provides the tax roll. Hr. Russell, Department Superintendent, reported that the budget presented shows no increase in landfill fees, but an increase in annual mandatory assessment in several areas. Referring to page 62, Hr. Smykowski noted that the Natural Resources General Fund Budget has been increased by 7.8~, including an expanded service request for sea turtle monitoring. He added that the forecast expenditures are higher than what is budgeted due to the budget amendments for the boat traffic study. Hr. Smykowski reported that the Florida Department of Natural Resources grant is available to fund construction of one artificial reef, adding that expenditures in this budget are contingent upon receipt of a grant award. Page 13 June 21, 1993 John Boldt, Water Management Director, indicated that the study done for Victoria Park drainage will be paid for in next years budget. Be said depending on which alternative the public selects, up to $40,000.00 In engineering fees ts incorporated In the budget for major improvements. Mr. Smykowskt acknow]edged that due to the phase out of the Golden Gate Canal Trust Fund, an additional $49,000.00 in chemical treatments tn Golden Gate City Canals is forecast. He outlined the Expanded Services; the enhanced aquatic plant control program, the major water level control structure repairs and rehabilitation work and a Ditch Bank Clearing P~'ogram. He mentioned that a program for systematic removal of Australian Pine Trees from the County's secondary drainage easements ts requested but not recommended. Mr. Smykowski confirmed that funding for the Expanded programs will require $318,800.00 in ad valorem tax revenues. Mr. Boldt announced that the federal government is funding a program for the counties impacted by Hurricane Andrew, which will pre- vent ma~or impact from the next storm. He said he is proposing the Australian Pine removal program conform to this program and match up to §0~ of the cost. Commissioner Norris asked how much the removal would cost? Mr. Boldt replied that approximately $3.5 million would be necessary. A discussion was held on the Expanded services program and what options were available to temper the expenditure of ad valorem taxes in the next two years. Mr. Smykowskt related that the budget for Environmental Services has decreased 14.4%, noting that the principal change was the Board's decision not to make a financial contribution to the CREW Trust. There being no further business for the Good of the County, the meeting was ad3ourned by Order of the Ghatr - Time: 4:00 P.M. 15 Page 14