Minutes 11/29/2011PRODUCTIVITY COMMITTEE
IN- SOURCING /OUT- SOURCING SUBCOMMITT
MEETING MINUTES AR I
November 29, 2011 AT 10:00 A.M. MAR 3 id jl
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Members in Attendance: Gina Downs, Rich Federman and Joe Wall.
Staff Present: Marla Ramsey, Administrator— Public Services; Barbetta Hutchinson, Office of
Budget and Management; Mike Sheffield, County Manager's Office. LI/'
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Others Present: None. Hiller
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The meeting was called to order by Gina Downs at 10:00 A.M. Coyle
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Marla Ramsey addressed the group by giving a general overview of the departments in her
division. She stated that as far as out - sourcing is concerned, if it makes sense to out - source
something — then they do it and if not — they keep it in- house. Marla explained that their
decisions are based on more than just financial parameters. Sometimes skill sets or frequency
of work are important factors.
Concessions at the beach are all out - sourced. The concessioners are in this to make a profit as
a business proposition. Some jobs are performed in a combination of in and out - sourcing. An
example is complex cleaning services. The majority is out - sourced, but is supplemented with
our staff.
She gave an example of a situation that did not work by being out - sourced. When the Skate
Park was under the control of an outside company, they did not complete routine maintenance
so that when they walked away from the complex there was around $100,000 of work that
needed to be done. Marla also gave example of outsourced fertilization contract that failed and
was brought back in house in order to have immediate response times.
The group suggested that the contract has to be stronger if we intend on making the proposition
work. They also said that they didn't want to miss opportunities for out - sourcing in the future
because things have not worked in the past. Marla continues to be concerned with the proper
level of maintenance provided by an outside firm and is aware of the potential for degradation in
the quality of a facility — sometimes quickly — when outside firm does not maintain and operate
at the highest standard. Also needs to keep level of service high with her facilities as they are
`face to the public'. Needs to respond to complaints and problems VERY quickly to keep public
satisfied. Another example was contracting bus service for Snowfest. Public complained about
religious music being piped instead of Christmas music. Misc. Corns.
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The group had discussion regarding performance measures and asked Marla if she had them
for her departments. Marla gave examples of DAS. She said that there was a lot of counting
being done such as number of dogs adopted, number returned to their owner, number
euthanized, etc. Another example of measuring performance was summer camp standards and
follow -up for satisfaction and quality of the experience. These are tracked year to year. Library
tracks numbers: door count, # of hours computers used, Dvd loans, all are compared to
national numbers.
The group discussed how important it was to cross train especially in Marla's Division. The
same people, who are working at the water park could be cross trained to relocate quickly and
relatively seamlessly into another department when waterpark is closed. It was suggested that
cross training would bring job security to workers and provide better more productivity for the
county. It was also suggested that county employees at Emergency Operations Center could
assist throughout the county as well.
Winona Stone was asked to come into the meeting to discuss performance measures of key
functions and to determine what is measurable and important and what is not. She gave the
group an overview of the Step -Up Committee and explained the reporting system. She said she
will send some of her performance measure information to Mike and he can distribute to the
group. She also explained a little about the citizen survey that ended in December. She stated
that there were 500 performance measures aligned with our strategic plan — 170 of these are
published in the budget book along with 40 key indicators.
There will be another meeting of the subcommittee on January 18th at 11:00 a.m. Mike
Sheffield will invite John Torre from Communications, Jack Wert from Tourism and Dan
Summers from Emergency Management for discussion.
Gina Downs adjourned the meeting at 11:47 a.m.
Respectfully submitted by Barbetta Hutchinson & Gina Downs.