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BCC Minutes 04/20/1994 W (Productivity Committee Reports)Naples, Florida, April 20, 1994 LET IT BE REMEMBERED, that the Board of County Commissioners tn and for the County of Collier, and also acting as the Board of Zoning Appeals and as the governing board(s) of such specia! districts as have been created according to law and having conducted business herein, met on this date at 9:00 A.M. in WORKSHOP SESSION in Building "F" of the Government Complex, East Naples, Florida, with the following members present: CHAIRMAN: (Absent) VICE-CHAIRMAN: Timothy J. Constantine Betrye J. Matthews John C. Norris Michael J. Volpe Burr L. Saunders ALSO PRESENT: Sue Barbiretti, Deputy Clerk~ Bob Byrne, Budget Analyst; Dick Clark, Acting Community Development Administrator: Leo Ochs, Human Resources Administrator: Paul Brigham, Court Administrator; Diane Flagg, Education Quality Control Manager= Tim Hancock, Productivity Committee Chairperson: and Christ~ne Ramsey, Tony Vasola, Marc Gertnet, Doug Rankin, Mary Weigold, David Wflk~son, Productivity Committee Members. Page April 20, 1994 Tape #1 Tim Hancock, Chairperson of the Collier County Productivity Committee, stated that the presentations prepared for today's meeting are a result of hundreds of hours put forth by this committee. He introduced the members of the Committee and thanked them for their dedication. (loe) Management lnfor~ation $ymtems Christine Ramsey, Collier County Productivity Committee member, reported that the members of the Committee observed a great deal of information exchanged regarding computer connectivity within the Collier County Government while attending the M.I.S. meetings, there- fore, the Committee recommends that the M.I.S. five year master planning committee continue to meet monthly to insure that all com- puter hardware and software acquisitions be made according to the established standards and to continue to work toward establishing a five year plan. She stated that the Committee also recommends that each Constitutional Officer and County Manager agencies direct all computer related purchases through a central M.I.S. contact person and stressed that it is important to send an alternate to these meetings if they are unavailable. Ms. Ramsey announced that the Committee recognizes the integrity of each Constitutional Officer and the County Commission while making this recommendation. She said that the Committee would like the M.I.S. Committee to continually perform an annual review of the tech- nical progress made within the computer industry and revise the stan- dards of the five year plan as appropriate. In response to Commissioner Volpe, Ms. Ramsey replied that the M.I.S. Committee reports to the County Manager. Paul Brigham, M.I.S. Committee Chairperson, stated that the M.I.S. Committee reports to the County Manager and each Constitutional Officer. He said that the M.I.'S. Committee had prepared two reports, both were filled with problems because of the authority Issue. Page 2 April 20, 1994 In response to Commissioner Volpe, Mary Wtegold, Productivity Committee member, explained that the Constitutional Officer's do not want their power usurped. She said they do not want a committee to tell them what to do. Ms. Wetgold explained that Mary Morgan, Supervisor of Elections, faxed a memo in response to the M.I.S. report. She reported that Ms. Morgan mentioned her responsibility to administer according to State Statutes, noting that the independence of the County Constitutional Office is guaranteed by Section 1, Article 8 of the Florida Constitution and that the Productivity Committee is a committee deve- loped by the Board of County Commissioners. Ms. Wetgold stated that the Productivity Committee is unsure as to how to proceed at this point. Mr. Brigham explained that the goal of the five year master plan of the M.I.S. Committee is to provide compatibility with all systems on the campus. Dick C/ark, Acting Community Development Administrator, expressed his belief that the Constitutional Officers recognize the need to Interdepend on each others information but they do not want to have their Independence compromised. Ms. Wetgold agreed but remarked that the Productivity Committee felt it was their role to do it effectively, efficiently and in the appropriate cost manner for the taxpayer's interest. In response to Commissioner Saunders, Mr. Brigham confirmed that it will be necessary to have the Constitutional Officers attend a Board of County Commissioners meeting and request that they consider the recommendations. In answer to Commissioner Volpe, Mr. Brigham revealed that in order to address the needs of the Board, budget process proposals will be presented regarding the establishment of a M.I.S. Department under the County Manager. He stated that the present arrangement is a contractual agreement with the Clerk. He mentioned that the Clerk is not the only vendor of M.I.S. services. He said that in conjunction Page 3 April 20, 1994 with that there may be discussion regarding the development of a Board Revenue Department which would address many of the problems with Utility billings and/or M.S.T.U. collections. Commissioner Yelps remarked that he did not recall any discussion with the County Manager regarding the creation of the Board of County Commissioners independent M.I.S. Department. Mr. Brigham stated that this proposal is Just an option. Ms. Ramsey remarked on the total cooperation of the Constitutional Officers emphasizing that the issue of acquisition is the problem. Commissioner Volpe indicated that the needs of the Board must be accommodated. He stated that the problem is not only acquisition but usage. Leo Ochs, Administrative Services Administrator, stated that the usage from the Board's perspective was addressed when the Board approved the upgrade to the VAX 7610 system which provides sufficient capacity on the Board's computer to handle the current utility billing application along with the Community Development applications. He said that both divisions will engage a consultant to review their applications and will reevaluate capacity needs after their eva- luations are completed. He pointed out that from a technical stand- point each agency has significant investment in their existing applications. Coniceisner Saunders moved to accept the report, accept the reco~endation~ and direct Staff to determine when would be an appropriate time to have the Constitutional Officers meet with the Board of County Commissioners to discuss M.I.S. issues. Commissioner Norris stated that he believes that it is important to have the Constitutional Officers agree with the Board on the con- cept. Couleeioner Norris seconded the motion on the floor. Upon call for the question, the motion carried 4/0 (Co~ieeloner Matthew~ out ). c0.o, 000P,G 05 Hu~kn Resources .. Page 4 April 20, 1994 Tony Vastola, Productivity Committee member, stated that the Human Resources Subcommittee did a preliminary review of Human Resources policy and directives in 1993. Mr. Vaetola said they reviewed 40 such policies and decided to focus on two of them, Paid/Unpaid Leaves of Absence. He said that at the end of 1993 a number of matters surfaced that required attention. He reported that the Human Resources subcommittee Joined forces with Staff to form a separate policy review team to review several matters more intensely. He stated that the results were that it appears to be a need for Staff to consider research and administrative guidelines. He said that another finding has to do with the quality and nature of the Human Resource directives themselves and leave time matters. Mr. Vastola concluded that the result of the teamwork has resulted in an initiative undertaken by Leo 0ohs, Administrative Services Administrator. Mr. Vastola praised the efforts of Leo 0ohs and Tom Whitecotton. Mr. Ochs remarked that from Staff perspective the report is found to be balanced and enlightening. Mr. Ochs stated that the Staff committee is working on recommen- dations from the Productivity Committee on improving policy format. He said that several recommendations regarding policy will be reviewed with the County Manager. In response to Commissioner Volpe, Mr. Vastola replied that some of the employees time records are automated and some are done manually. He pointed out that the payroll process needs to be improved essentially in the way of automation. Mr. Ochs stated that the issue has been that the payroll depart- ment employees that administer the Board's payroll system are Clerk of Court employees not Board employees. He explained that they do not want the payroll employees accessing the data into the payroll system that they are responsible to maintain. Commissioner Volpe suggested utilizing the services of A.D.P. Mr. Ochs replied that this is an option. He stated that the Page April 20, 1994 Clerk's Internal Auditor is presently auditing the payroll department. He stated that results of the audit may lead to changes. Commissioner Saunders moved, seconded by Commissioner Volpe to accept the report and to direct Staff to continue work with the ~ub- committee to implement the recommendations. Upon call for the question, the action carried 4/0 (Commissioner Matthews out.) (2448) Emergency Med~ca~ Services [E.M.S.] Marc Gerther, Productivity Committee member, stated that E.M.S. administration is a well recognized but little understood portion of government in Collier County. Mr. Gerther indicated that one of the recommendations for fine tuning is derivative of a report on the Sheriff's helicopter which the Board will hear later in the meeting. He recommended that guidelines be developed for the use of the E.M.S. helicopter. He pointed out that if the helicopter is in one location in the County on a run it is not available for another run. He stated that written guidelines for the dispatch of the helicopter be developed, reviewed and implemented. Mr. Oertner remarked that the Productivity Committee encourages the use and increase of ad-valorem tax to support E.M.S. operation. He stated that there is approximately a 35~ uncollectabiltty rate in bills rendered by E.M.S. to residents of Collier County. He suggested that funding be continued on a millage basis with a minimum/maximum on each household. Commissioner Constantine pointed out that the County Attorney has advised that setting minimum/maximum rates is illegal. Mr. Gertner replied that in the full report there is a qualifica- tion subject to the opinion of the County Attorney. Mr. Gertnet stated that the Productivity Committee recommends that the cost of the service must be reviewed so that ways to cut cost without diminishing quality of service may be considered. Mr. Gertnet stated that the Productivity Oommittee recommends that Page 6 April 20, 1994 qualified representatives of both City and County must meet on a regular/as needed basis to work out the friction between the two. Mr. Gertnet concluded that it ts the unanimous report and recom- mendation of the Productivity Committee that E.M.S. should be congra- tulated for a doing a superior Job for the citizens of Collier County. He stated that the Committee seeks a few small areas of fine tuning to enhance an already quality performance. Commissioner Saunders remarked that al! the recommendations, except for one, are fairly easy to accomplish. He stated that the helicopter utilization guidelines are essential from a liability standpoint. Diane Flagg, Education Quality Control Manager, stated that proto- cols for usage of the helicopter are available. She apologized for not presenting the Information earlier and promteed to distribute copies to all appropriate parties. Commissioner Saunders Indicated that the difficult recommendation is the issue of funding. He remarked that balancing the need to keep the ad-valorem taxes down while maintaining quality is difficult. In response to Commissioner Saunders, Mr. Gertnet replied that a number of persons in County Government have great concern regarding the two-tier system. He believes that the two-tier system should be addressed as part of the overall funding problem with a report and recommendation in the future. He stated that the Productivity Committee did feel satisfied that they had sufficient Information to address this Issue at this time. Ms. Flagg stated that the Productivity Committee has had a great deal of impact on the E.M.S. Division, as a result the E.M.S. Advisory Council is taking an active role in E.M.S. In response to Commissioner Volpe, Mr. Gertnet replied that the E.M.S. is Investigating areas for possible cost reduction. Mr. Flagg announced that the E.M.S. staff has been involved in doing reviews with Medicare to encourage them to Increase their reim- bursement of E.M.S. services. She stated that Medicare has prellmt- 08 Page Apr// 20, 1994 nartly notified the County that they will tncreaee the retmbureement from $1§0.00 to $249.?8. She said that this information will be Incorporated into the line item budget process. She stated that the millage rates discussed in Option 3 will decrease as a result of the reimbursement by an alternative source of funding. Commissioner Volpe expressed his approval. Commissioner Constantine stated that alternatives must be investi- gated An regarding the pricing concern. He requested that the Productivity Committee assist in this investigation. in response to Commissioner Volpe, Ms. Flagg explained that the helicopter operations has a vehicle that is used to respond if they have other responsibilities away from the hanger. "~" Recess: 10:10 A.M. - Reconvene: 10:30 A.M. - Com~isstoner Volpe left the Resting at this tire (2~32) D~velop~ent Services Tim Hancock, Productivity Committee Chairperson, recognized the members of the Committests Development Services team. Mr. Hancock recognized that significant changes have occurred in Development Services from the time this report was assembled. Mr. Hancock recalled that in 1989, Development Services was created as a "one stop shop". He said that at the time the issuance of building permits were being held up. He stated that presently the building permits are being Issued quickly and correctly but the pro- cees has not changed; the basis of a "one stop shop" has not been realized. He remarked that more progress has been made in the last two months with the present Staff than in the years preceedtng. Mr. Hancock stated that the Committee began research in the Site Development Review Department. He revealed that the Committee reviewed three processes experienced by the applicant in order to get a better understanding of the review process. Mr. Hancock announced that the single, largest shortcoming in Development Services is the lack of computer automation. He advised that the review process could be streamlined dramatically with a ooK 000,, , 0.9 Page 8 April 20, 1994 complete system that would allow coau=untcatton between Development Services and the Constitutional Officers. Mr. Hancock stated that the Productivity Committee recommends that a consistent project numbering system must be developed. He said that if a Geographical Information System (G.I.S.) is implemented, any pro- Ject could be assigned a "strap number" and all activity can be reviewed utilizing this number. Mr. Hancock said that the Productivity Committee recommends that a check list for minimum completeness of the application should be completed prior to accepting the application for review. Mr. Hancock reported that the Productivity Committee recommends that the cross-training of Individuals Involved in the review of Subdivision Plats should be expanded. He said that Wayne Arnold, Acting Site Development & Review Director, suggested that a prelimi- nary meeting would be established within each review team for each project to keep up to date with the progress of the pro~ect. Mr. Hancock reported that Inquiries regarding the length of review time could eliminated by offering a project review time frame at the time of application submittal. Mr. Hancock stated that there Is an instability tn Development Services. Mr. Hancock encouraged the Board to stabilize the management in Development Services. Commissioner Saunders stated that the Board of County Commissioners does not appoint the Division Administrator position. He said that according to the Ordinance the County Manager makes a recommendation and the Board has the ability to ratify or reject that appointment. Commissioner Constantine directed the County Manager to make that recommendation as soon as possible. Dick Clark, Acting Community Development Administrator, expressed his appreciation to the Productivity Committee. He stated that the Staff is committed to excellent customer service. He emphatically ,oo OOOP, , 10 Page 9 April 20, 1994 agreed with the Productivity Committees suggestion regarding automa- tion. In response to Commissioner Constantine, Mr. Clark confirmed that in general terms he agrees with the entire report. Co=-iesioner Saunders Loved, seconded by Conicsloner Norris to accept the report with the implementation of the recommendations and to emphasize the issue of auto~ation in general. Upon call for the question, the Lotion carried 3/0 (¢o~iseloners Matthew~ and Volpe out). (3199) Helicopter Acquisition (Sheriff's Department) Marc Gertnet, Productivity Committee member, recalled that in ~991, Sheriff Hunter included in his 1992 budget request capital funds for the acquisition of a turbo-engine, multi-seat helicopter with a law enforcement package to allow the Sheriff's Department to improve law enforcement in Collier County. He said that although the request was withdrawn the Productivity Committee through the Advanced Technology Subcommittee was asked to review and report to the Board on that request. In response to Commissioner Constantine, Mr. Gertnet replied that in the fall the Productivity Committee received a request from Mike McNees, to look into the 800 MHz System and the helicopter. He stated that the Advanced Technology Subcommittee was formed to do so. Mr. Gertnet indicated that the Commtttee's recommendation is two fold~ that the Shertff's Department and the Board of County Commissioners shall reaffirm their acceptance of the concept of pro- viding the Sheriff of Collier County with an appropriate helicopter for law enforcement as soon as possible. Secondly, he said that the Board avail itself of the substantial talent that exists in and around Collier County to provide information and input on the most efficient and economical way of financing this acquisition. Mr. Gertnet announced that the Sheriff has formed a Helicopter Advisory Committee composed of five individuals'with expertise in the Page lO field. April 20, 1994 He said that the Advanced Technology Subcommittee has met with them and requested that the Board hear the results of the meeting. Mr. Gartner stated that the Productivity Committee recommends that the Board declare its intention for law enforcement and to utilize the talent available to provide information to the Board. Commissioner Saunders remarked that the Sheriff must request this acquisition and provide the necessary information to confirm the necessity of the request as opposed to the Board deciding to acquire the helicopter. Mr. Gartner agreed and stated that it is his understanding that the Sheriff had advised the Board of his desire to acquire a heli- copter on many occasions. Commissioner Constantine remarked that Krystal Ktnzel, Finance Director for the Sheriff's Department, was quoted in the newspaper as saying that the budget request for the Shertff's Department would not include a request for a helicopter. Commissioner Saunders stated that law enforcement is a priority in local government but that the request for specific hardware must come from the Sheriff. Commissioner Constantine asked if Mr. Gertner could explain the utilization needs of the proposed helicopter. Mr. Gartner explained that Collier County is the third largest County in the State. He said that Collier County has a lengthy coastline with a large amount of undeveloped land. Commissioner Constantine pointed out that the circumstances requiring a helicopter are infrequent at this time. He remarked that the dual utilization of the E.M.S. helicopter has worked well to this point. Tape #2 In response to Commissioner Constantine, Douglas Rankin, Productivity Committee member, gave examples of incidents that con- firmed the necessity of a Sheriff's Department helicopter. He suggested that this issue be compared to the way other counties have Page 11 April 20, 1994 dealt with it. Mr. Gertner stated that the Productivity Committee is seeking an affirmation of an intent to support law enforcement. In response to Commissioner Constantine, Mr. Gertnet replied that high speed chases, lost children and coastline incidents are examples of possible daily uses for a helicopter. He said that in a growth area such as Collier County to adequately provide police protection in the future the acquisition of a helicopter is necessary. Commissioner Constantine announced that in the last two years the Sheriff's Department has utilized the E.M.S. helicopter for a total of 9.2 flight hours. Commissioner Saunders stated that the acquisition of a helicopter will benefit law enforcement. He questioned the cost benefits asso- ciated with the acquisition? Commissioner Saunders stated that the report should be forwarded to Sheriff Hunter for his review. He said that the Sheriff should be asked if a helicopter is of such significance to law enforcement caps- bAlities that funding should be provided for the acquisition in lieu of additional law enforcement personnel. He said that he does not feel that it is appropriate for the Board to decide the issue. Connissioner Saunders riored to accept the report and ask the Sheriff to evaluate the possible acquisition of a helicopter in the budget process. Seconded by ¢ouuaissioner Norris. Upon call for the question, the motion carried 3/0 (Conissioners Matthew~ and Volpe out). Commissioner Saunders stated that the Productivity Committee has worked well and expressed his appreciation and emphasized the fact that this is an ongoing process. Commissioner Constantine agreed with Commissioner Saunders. Commissioner Norris stated that he would like to see Staff adopt and implement the recommendations of the Productivity Committee. (see) Directives for the X994-95 Productivity Committee Commissioner Constantine suggested that the Productivity Committee investigate State mandates in reference to Staff interpretation, to Page ! 2 ~prtl ~0, 1994 determine whether County requirements are more stringent than necessary and to the determine the cost of State mandates. Commissioner Saunders commented on the importance of the inquiry, but questioned whether the Productivity Committee is the best entity to determine the answer. He said that the appropriate entity to determine whether the County is going beyond State requirements is the County Attorney. Commissioner Constantine disagreed. Mr. Hancock etated that he is unsure if the Productivity Committee could be productive on this inquiry. Commissioner Norris stated that although the inquiry is important, this may not be the approach to take. He said that certainly a review of all departments that entail State mandates should be done. David Wilk~son, Productivity Committee member, remarked that the State adopted an unfunded mandate requirement a few years ago. He suggested that the cost of effectiveness of how the mandates are being implemented be reviewed to determine if the State is complying with the requirement or not. Commissioner Saunders stated that one aspect relevant to the Productivity Committee is to determine whether the County is complying with State mandates in a cost effective manner. In response to Commissioner Saunders, Mr. Hancock replied that Environmental Services and Utilities Departments have not been evaluated by the Productivity Committee. He said that there are also departments within Development Services that have not been evaluated. Commissioner Constantine stated that the Environmental Services and the Utilities Departments should be evaluated by the Productivity Committee along with any other departments not evaluated in Development Services. Commissioner Norris remarked that the Growth Management Plan inter-relates with State mandates. Mr. Hancock requested that a liaison be appointed by the Board to help prioritize the goals of the evaluation of the Utilities and Page 13 April 20, 1994 Environmental Services Division. Commissioner Norris agreed to act as the liaison to the Utilities Department. Commissioner Constantine agreed to act as the liaison to the Environmental Services Department. There being no further business for the 6ood of the County, the meeting was adjourned by Order of the Chair - 11:35 A.M. Page 14