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BCC Minutes 06/26/1991 B Naples, Florida, June 26, 1991 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 11:15 A.M. in BUDOET WORKSHOP SESSION in Building "F" of the Government Complex, East Naples, Florida, with the following members present: CHAIRMAN: Patricia Anne Goodnight VICE-CHAIRMAN: Michael J. Volpe Richard S. Shanahan Max A. Hasse, Jr. Burr L. Saunders ALSO PRESENT: Ellis Hoffman, Debby Farrts, and Wanda Arrighi, Deputy Clerks; James C. Giles, Clerk; John Yonkosky, Finance Director; Nell Dorrtll, County Manager; Ron McLemore, Assistant County Manager; 3enntfer Pike, Assistant to the County Manager; Mike McNees, Budget Director; Mike Smykowskt, Jean Gansel, Ed Finn and Bob Byrne, Budget Analysts; Mtck Francts, Court Director; Dan Pucher, Fleet Manager; Jerry Brock, State's Attorney's Office; Doug Mldgely, Public Defender; Leo Ochs, Administrative Services Administrator; Skip Camp, Facillties Management Director; Jeff Walker, Risk Management Director; Steve Camell, Purchasing Director; and Sandy Taylor, Real Property Director. o! Page I June 26, 1991 TAP~ #1 Introduction and Overview - OMB Budget Director McNees advised that the Budget Office will present an overview and comments for each department and agency budget. He explained that the members of the Citizens Productlvltl! Committee have been invited to the budget sessions and they will offer their comments and suggestions. Mr. McNees called attention to Page 1 of the Budget Detail which reflects the proposed property tax rates. He noted that the increases as depicted in the right column represent the increase over the rollback rate. He reported that the General Fund budget represents an increase over the rollback rate of 7.4% and the total County-wide increase over the rollback rate is 6.5% which is a 1% increase over the actual millage. He Indicated that this is the smallest increase over rollback in any adopted budget as far back as ten years. Mr. McNees stated that Page § is the General Fund Summary. He pointed out that a $1.5 million cash flow reserve has been added which was absent from the budget in fiscal year 91/92. He related that up until two years ago, the Board counted the revenue reserve within the General Fund Reserve. He remarked that there is $7.9 million In Reserves. Clerk Giles explained that what is being called a 5% revenue reserve, under Florida Statutes, is not considered a reserve. He noted that it is a reduction of revenue estimate that is required to be made and it may not be budgeted as a reserve perse' but it could be calculated that 100% of the revenue will be collected and that the 5~ reduction is a cushion but is nothing that can be appropriated. Mr. McNees pointed out that Page 7 details the MSTD General Fund which represents all County Taxpayers who are not within the limits of the City of Naples or Everglades City. He reported that the Sheriff's budget this year is a total Increase in dollars of 7%, noting that this increase has been split between the MSTD and the County-wide General Fund. He explained that the MSTD Is much smaller and has Page 2 June 26, 1991 created a large percentage increase which reflects a total appropriation increase of 31.4~. He indicated that percentage wise, this Is very large, but the actual millage for this fund is less than 1 mill and dollar wise this is not a huge dollar impact. Clerk Giles advised that Funds 111 and 112 are the Unincorporated area wide funds which were set up pursuant to the Spence Agreement in 1980. He disclosed that this was a dual taxation agreement with the City with a one year life. He stated that since that time, the County has continued to apply the general principles outlined that services identified in that report did not provide substantial benefits to the residents of Naples with respect to Fund 111 for the Sheriff and Fund 112 for Road and Bridge. He suggested that the Board may want to hold a workshop to review the allocation formula since there has been a major change in the population. Clerk of Courts Budget Analyst Gansel announced that the Summary of Clerk of Courts Budget Fund 010 is reflected on Page 8. She explained that $2.9 million will be generated from recording legal documents, marriage licenses and filing fees. She indicated that the balance of the Clerk's budget is a transfer from the General Fund to the Clerk's Fund. She affirmed that Clerk Giles has requested a $3,405,100 transfer from the General Fund which Is a 5.6% increase over the amount transferred last year. She explained that there were some costs accounted for last year, i.e. utilities and insurance but this year the Constitutional Officers are being paid directly out of the General Fund. She cited that this amount is approximately $80,000 and if this is added to the transfer, the increase would represent an 8.1% cost to the General Fund. Clerk Giles po/nted out that over the last four years, the average annual increase in the subsidy from the Board has been 8~, noting that this is probably one of the lowest from any of the Agencies. He revealed that his budget reflects a proposed 5.6~ increase in the amount to be subsidized from the General Fund. He indicated that he Page 3 June 26, 1991 is requesting 4 new full time and one half time positions for FY 92. He advised that a Minutes Secretary Is needed to record and transcribe the increased volume of minutes required by meetings of the Board. He stated that the meeting hours is the driving factor for the activity measure, noting that there were 5 people in 1987 and 539 meeting hours. He indicated that there were 6 people ~n that department in 1990 with 724 meeting hours or a 40~ Increase. He disclosed that it is anticipated that there w~11 be 900 meeting hours for next year or a further increase of 15%. He explained that the Minutes Secretaries attend meetings in Immokalee and two add~tional boards have recently been created which will require services from this Department. He noted that there may be alternatives, since the particular department that the committee is focused on may be able to provide increased secretarlal support. He reported that this has been tried ~n the past but there is not the same level of performance in minute taking and in keeping a permanent record and has proven to be unsatisfactory. Commissioner Volpe questioned whether any consideration has been given to privatizing some part of this aspect o~ Mr. Giles' respon- sibility, To which Clerk Giles replied ~hat consideration has been given tn this regard, however, the coord~natton and the costs do not appear to be less than the Clerk's Office providing this service and additional security. Finance Director Yonkosky advised that prtvatization has been attempted over the years, and is more expensive due to the rates that are charged. He related that there are many n~ght meetings and a pre- mium rate is charged. He disclosed that the turnaround time is extre- mely slow. He reported that comparisons have been made In the past and it is very cost effective to have an employee of the Clerk's Office provide these services as opposed to farming the minutes out. Finance Director Yonkosky replied that the Code Enforcement Board, Product~vity Committee, Tourist Development Committee, Black and Hispanic Affairs Committees have recently been added. Mr. McNees disclosed that the Productivity Committee has no desire 05 Page 4 June 26, 199! to receive minutes of their meetings. He noted that staff can keep track of the action that has been taken on various issues and there may be the ability not to take these minutes but the ordinance would need to be amended accordingly. Commissioner Volpe asked whether a video of the meetlngs would be sufficient with transcription of same done at a latter point in time. Mr. Giles advised that it is legally required, pursuant to F.S. Chapte~ 28, that the minutes of the Board meetings be written out and that a permanent record of same be kept. He indicated that a video is not a permanent record since the film and soundtrack deteriorates. Commissioner Saunders suggested that a brief recap be provided in lieu of lengthy minutes for meetings other than the Board of County Commissioners. Clerk Giles replied that he is amenable to this suggestion ~f the Commission ]s satisfied with only a record of the motion and the action. Commissioner Volpe stated that a synopsis of the meetings would be much easier to read and if there is a question about who said what, requests could be made for the Clerk's Office to transcribe that por- tion of the minutes. Commissioner Saunders observed that if hours are to be reduced from providing minutes of the various meetings, he would recommend that the hours be eliminated from the Tourist Development Council, Code Enforcement Board and some of the other advisory groups, but that the current process be continued for the Commission meetings. Clerk Giles replied that he will report back to the Commission with regard to possible savings and alternatives. Mr. Giles pointed out that an additional position is requested for a Court Clerk in the Circuit Civil Department to process the huge increase in tax deed applications as recommended by the County Attorney. He revealed that there have been approximately 200-300 tax deeds per year which require one full time clerk and it is anticipated that there will be a 300~ increase. He remarked that the one clerk puts in a full day and over time. He disclosed that 1/2 of the ODO. 06 Page. r~ June 26, 1991 requested figure could be budgeted for the tax deed clerk which carry services through March but there will also be an increase in the case load the following year. He pointed out that the jury trials are increasing in length and Clerks from the Civil Department are spending longer periods of time in court and are unable to be at their desks doing their work. He pointed out that in 1990, during the period of January through March, 124 man hours were spent In the courtrooms and in 1991, it is anticipated that there will be 189 man hours or an increase of 40%. In addition, he reported that there has been an Increase with the number of people needing assistance with respect to filing for divorce, spouse abuse programs and restraining orders. He indicated that the Clerks are doing a lot more work that used to be considered the province of attorneys. Commissioner Volpe questioned whether consideration has been given to the Judges' judicial assistants following the Judge into the courtroom, to serve as his personal clerk, rather than using the C~.erk's personnel. Clerk Giles explained that his Clerk's are required to be present to record the action of the Judge which may not be done by a Judicial assistant. He divulged that his Civil Supervisor has requested 1-1/2 Clerk positions but he has cut this request back to one. Clerk Giles reported that an additional Court Clerk is needed in the Misdemeanor Department. He declared that three months ago it was discovered that there had been a huge quantity of Orders to show cause on misdemeanor cases and they had been sitting on the back burner of the supervJsor's desk. He noted that this person works 45 hours per week and is unable to spend a great deal of time supervising since she iu too busy getting out the work. !{e explained that two of the County's Oourt Judges are requlrlng that judgments be recorded for the amount of the fines relating to driver's licenses. He expressed that this should generate additional money to the General Fund, but at the same time, it is a time consuming task and for this reason, an addi- tional clerk is being requested. Page 6 June 26, 1991 Mr. Giles pointed out that the recent addition of the third County Court Judge has ~ncreased the need for additional services provided by his Clerks and overtime is required. Clerk Giles stated that he is requesting a 1/2 time position for the Mall Operations Department for a courier to transport mall and other documents of the Clerk of Courts, Probation, Development Services and the Tax Collector between Naples and Immokalee. He reported that currently there are two Mail Clerks and in 1987 they processed 362,000 documents and it is anticipated that next year 540,000 documents will be processed. He explained that he purchased a new mail cart last year to accommodate the new buildings, notlng that much of the mail ts for departments under the County Commlss]on. He lndlcated that he sends two Clerks to the mallroom each day to sort the mall. He advised that he would gladly split off mail operations and handle same strictly for the Clerk's Office since it diverts those employees from their primary goals in servicing the courts. In answer to Commissioner Volpe, Clerk Giles replied that pre- sently, one of the Clerk's from Immokalee drives the mall from Immokalee to Naples and loses approximately 4 hours out of each work day at $8-$9 per hour. Commissioner Volpe questioned whether privat]- zatton could be used for this service, to which Mr. Giles advised that generally, the rates for privatizat~on are approximately triple the amount established for staff people. Clerk Giles remarked that he believes that he has complied with the Board's request regarding current postt~ons and noted that the expanded positions are Justified. He noted that over the last four years, there has been a significant Increase in population in Collier Ceunt¥, the inflation rate is about 3.5~ - 4.5% and his average increase over that period has been an 8~ subsidy from the Board, and in this particular case, it is 7.3~. He divulged that he manages a tight budget, signs off on all travel and equipment purchases. He reported that within the next month or two he w~11 be ~nstttuttng a purchasing requisition policy whereby he will sign same regardless of Page ? June 26, 1991 what they are, before a purchase order is issued. Clerk Giles advised that the bottom line budget request for the Clerk of Courts Office, Records Management, Data Processing and Records Modernization Trust Fund is $8.2 million. Budget Analyst Ganeel stated that the Debt Service Fund for the Clerk of the Board begins on Page 17. She identified the revenue sources for each of the funds. In answer to Commissioner Volpe, Ms. Ganeel explained that generally a debt service fund is not set up prior to the bonds being issued. Finance Director Yonkosky advised that the Tourist Development fund was established due to the referendum that defin~tely highlighted 1/3 of every penny collected to go into a debt service or to be used to pay debt service on bonds. He indicated that until the Board makes a change, money has been put into that fund and may be used to meet debt service payments. ''' R~ceeee4: 12:30 P.M. - R/convened: 1:30 P.M. et which time Delm~y Clerk Farrim repleced Deputy Clerk Hoffman ''' STAT~ ATTORNEY'S OFFICE Referring to page 31 of the Department Budget Detail, Budget Analyst Jean Ganeel reported that overall the net cost to the General Fund is showing a decrease of approximately 43%, or $70,200. She reflected that, although their expenses have Increased, they have been able to generate revenue and, thus, the decrease. Jerry Brock, State Attorney's Office, reported that the figures only reflect a few months of the county court and he predicted that next year well over $100,000 will be collected Just in prosecution fees. In answer to Commissioner Volpe regarding who collects the fees for the State Attorney's Office, Mr. Brock stated that it works in a number of ways. He elaborated that in the instance where an indivi- dual is not placed on probation, the effect is the same as a Civil Judgment, i.e. the person either pays it or, if it can be established Page 8 June 26, 1991 that the individual has money and has not paid It, It can be collected Just as any Civil Judgment would be. He reflected that the majority of fees are collected through parole and probation which arises from an individual going through the court system, being placed on proba- tion and making payments. He reported there is a bit of a problem due to conflicting rules that the Department of Corrections has given the probation officers regarding when to classify someone in violation of their probation. In response to Commissioner Shanahan, Mr. Brock predicted that the amount collected in prosecution fees will continue to increase from year-to-year. PUBLI~ DIE3'E~D~R'S OF!'ICK Referring to page 32 of the Department Budget Detail, Ms. Gansel pointed out that there is a 185% Increase over last year's budget, or a $47,000 Increase. She stated that new legislation passed this year requires Counties to pay for certain costs of the Public Defender similar to the ones they have been required to pay in years past for the State Attorney, i.e. data processing, transportation services, and some legal research. She reflected that these costs have been included in this year's budget and accounts for the tremendous Increase. She stated that all efforts have been made to keep the costs as low as possible. She Indicated that Mr. Mtdgely of the Public Defender's Office has requested that she include in the Budget H~ghlights the fact that they have requested one All-In-One Password and will, therefore, do their best to utilize employees in an attempt to keep the operating costs at a minimum. Commissioner Goodnight voiced concern over the fact that, for the Public Defender's Office to be up to speed with the State Attorney's Office and the other things to be integrated, they need the All-In- One. She stated it is felt that it can be done with $1,200. In response to Commissioner Volpe, Ms. Gansel reported that in the past utility costs and insurance were basically what the County had to furnish. She remarked that the legislation was amended this year and 000- 10 Page 9 June 26, 1991 data processing, transportation, etc. was added to what Counties are required to pay. She stated that some of the amounts reflect the cost of new data processing equipment being requested in order to hook Into the State Attorney's file and, therefore, are new expenses in that nobody was paying the costs last year. In response to Commissioner Volpe, Ms. Gansel stated that if the transportation costs were paid last, they were paid by the State. In reply to Commissioner Volpe regarding the library, Ms. Gansel reported that the library costs were In the State budget and same was allocated to the County based on population of the different counties in the circuit. In answer to Commissioner Volpe, Ms. Gansel remarked that the Public Defender does not have a separate law library. She stated $19,000 reflects the low portion of the breakdown and Investigative services is the higher amount of legal, library and investigative ser- vices. She related that it Is felt there are not as many tnvestiDa- ters as are needed and they must draw on additional services at times. She added that full time Public Defender employees will be paid by the State and, when supplemented for a Collier County case, the County will be required to pick up these costs. In reply to Commissioner Volpe, Ms. Gansel reported that this is the first year the County has been required to provide the Public Defender's Office with "transportation services". She explained the operating costs of the two vehicles used by the Public Defender's Office have been put in the budget. Tape ~2 County Manager Dotrill explained that the vehicles are assigned for 24 hours a day because they are primarily for the Investigative personnel. He confirmed for Commissioner Volpe that in most instances the vehicles are taken home and are, in most instances, unmarked vehicles. He added that the County is able to save money by getting both departments to agree to use existing vehicles that are excess as the Page 10 June 26, 1991 result of certain reductions in the number of take home permanently assigned vehicles on the part of the County employees as opposed to buying new vehicles. In reply to Commissioner Volpe, County Manager Dorrill reported there is increasing alarm state-wide that a county should not be funding costs associated with the state court system and there is some contemplated litigation on the part of the Florida Association of Counties to sue the state over the counties having to fund these costs associated with the operation of what is the state court. Ms. Gansel reflected that $2,600 is assigned as library costs; that $13,130 is assigned for investigative services; that $600 is assigned for legal research; and $3,500 is assigned for printing of documents. COUNTY AND CIRCUIT COURT COSTS Referring to page 33, Ms. Gansel reported a 33.8% increase in operating expenses is being projected for the circuit courts. She stated that some of the costs included in these figures are for the court appointed attorneys, guardianship fees, as well as witness fees and travel. Finance Director Yonkosky confirmed receipt of a letter from the Office of State Courts Administrator indicating the State will no longer fund the expert w~tness and witness reimbursements. He stated this budget is understated by approximately $60,000, and will need to be increased. He reflected this is one of the hardest areas of all the budgets as there is no method of deciding how much is going to be incurred by the County in the subsequent years. County Manager Dorrlll reiterated that there will probably be a court challenge from Broward County that, under the Constitution of the State of Florida, the countie~ do not the costs of the State Court System. In reply to Commissioner Volpe regarding where the increase in the budget comes from, Finance Director Yonkosky stated that this year for county court costs there is a budget of court ordered psychiatric exa- 12 Page 11 June 26, 1991 minations. He reflected that, based on the experience of 1990, $400 was budgeted for 1991 but there is already $2,500 through the end of May; that for court appointed attorneys, there is Just slightly over $700 for the county court functions but there are several months to go yet; that $15,000 was budgeted for witness fees and $5,500 have been incurred for one month. RegardJng Circuit Court costs, Finance Director Yonkosky confirmed a change in the guardianship laws last year and $10,000 has been pa~d in guardianship fees. He reflected that th~ budget has already been amended and the Board of County Commissioners participated in a lawsuit to try to get the cost of appeal attorneys reduced, but Collier County ended up paying for it. He stated there ks no way to control the Circuit Court costs at all and it is one of the big items as it is directly driven by the number of days in court. He reported that in one month's time $30,000 has been incurred in regular witness fees and travel as well as expert witness fees and travel. Finance Director Yonkosky stated the budget for the current year is $364,000, and that by the time the Board of County Commissioners comes back from vacation it will be necessary to ask for an additional $100,000 out of reserves in order to fund the remainder of this year. Finance Director Yonkosky reported that fines, forfeitures, and court costs being levied through the court system come back into the General Fund. Commissioner Goodnight predicted that what hopefully will take place next year ~s that the County will not see any real hard costs but there will be some soft costs that will come back to the County through the work programs, etc. She suggested that by looking at the overall budget, an increase m~ght be seen which can help offset some of those costs. Finance Director Yonkosk¥ verified that there are other methods the County Manager ks pursuing to offset costs, such as issuing an RFB in an attempt to get attorneys to bid on the guardianship and other items at a lower rate than what the court is presently paying them. Page 12 June 26, 1991 Commissioner Goodnight predicted that if something doesn't change, there will be a lot of Article V costs put onto County Government as opposed to being picked up by the State. DRUO .M~US~ TRUST FUND Referring to page 35 of the Department Budget Detail, Me. Ganeel reported that the revenues from this fund are derived by Judges assessing additional fines on drug offenders which goes into this fund and the money can then be contributed to an improved drug abuse reha- bilitation facility and programs. ~ JUST/C~ TRUST FUND (699} M~. Ganeel ~ndicated that page S6 reflects additional court costs imposed which in turn reimburses some of the costs incurred for Article V activities, I.e. State Attorney, Public Defender, Medical Examiner, etc. Finance Director Yonkosky added that the money in this fund comes into the County and is transferred to the General Fund on a monthly b~sis, but does not offset the expenses. DISCUSSION OF COUNTY MANAGER'S AGENCY BUDGETS Budget Director McNees interjected that the County Manager's budgets were prepared using the assumptions given the Board of County Commissioners in the budget policy adopted in February. He explained that salaries were budgeted based on the assumption that the pay-for- performance plan will be funded at the same level as in Fiscal Year 91/92 and, therefore, each individual salary is b'ldgeted at what was last year's average pay-for-performance level. He reported that 4~ more is budgeted on a total basis of personal services expenses to fund pay-for-performance; that 1~ is budgeted as an increase in man- dated state retirement systems; and another 2% will be available on an aggregate basis to fund pay plan ad3ustments. He indicated that indi- vidual departmental budgets reflect variations of these percentages based on individual cases as far as when merit raises take place and how much these merit raises are. Administrative Services Administrator Ochs provided relative June 26, 1991 history of the pay plan. Utilizing an overhead projector, he related that the current budget policy guideline for this year calls for a 7~% adjustment for personal services broken down as pay-for-performance at 4.5~ cost for the F¥ 91/92. He verified that retirement is a man- dated 1% increase in the personal services budget over FY 90, and discretionary pay plan adjustments to adjust the overall pay plan to the current compensation market survey is estimated to cost approxi- mately 2% of personal services. He proffered a handout, copy of which was not provided to the Clerk to the Board. He reiterated that the two discretionary items the Board of County Commissioners has to deal with are the pay-for-performance increments and the overall market adjustments to the pay plan. Mr. Ochs stated that, due to budgetary constraints, Collier County's pay plan is currently at the median market plus §~ as opposed to plus 10% as init/ally established in October of 1988. He verified that in order to maintain consistency in the market place at the m,dlan plus §~ level, the estimated costs for FY 91/92 Is approxima- tely $689,000, or approximately 2~ of the total personal services budget. He expounded that this includes 110 exempt employee adjust- ments and 228 nonexempt employee adjustments. He reported that his office has also prepared two other scenarios which the Board of County Commissioners may w~sh to consider which will move Collier County back slightly in terms of the market standard and still keep Collier County competitive at the 2~ increment in the market place, thereby reducing the costs from $689,000 to approximately $278,000, or about .81~ of budgeted personal services. In response to Commissioner Saunders, Mr. Ochs verified that these numbers are only pertinent to the County Manager Agency, and adoption of a different county-wide policy obviously will result in the numbers being substantially larger. Mr. Ochs indicated the County's third option is to peg the market adjustments to the market median survey results at a reduced overall cost as a percentage of the personal services budget. He reflected Page 14 June 26, 1991 that the number at this point for adjustments becomes $168,000 or .49~ of the personal services budget. Mr. Ochs pointed out that, in the County Manager's pay plan, there are 295 total class titles. He emphasized that the aforementioned are pay plan options that maintain the principles established in 1988 and which have been consistently applied through adjustments to the plan in subsequent years, in that they have maintained Internal salary equity in relationships and have a tendency to keep the County's rela- tive position in the marketplace, from a recruitment and retention standpoint, consistent with the original plan Implemented as a result of the consultant's study of 1988. Commissioner Volpe reflected that either scenario #1 or scenario #2 should be considered as scenario #3 is not something that can be maintained in the current economic climate. Commissioner Shanahah stated that under the current circumstances and conditions, scenario #1 is the one that should be considered. Commissioner Saunders concurred with Commissioner Shanahan's com- ments, adding that he is not certain what scenario #1 means in rela- tion to the median and what it Involves in terms of an overall policy for all the employees. Commissioner Saunders suggested that one policy consideration for this year might be to arrive at a cost-of-living percentage and not fund pay-for-performance in FY 91/92. In reply, Mr. Ochs stated it is important to treat the ongoing maintenance of the plan as one component of the program and keep the merit and/or COLA or general wage adjustment, which is performance based, as a separate component. Commissioner Volpe stated that scenario #1 will be close to Just a cost-of-living adjustment at the current policy of 4~%. In response, Mr. Ochs pointed out that, with scenario #1, the total number of employees in the entire County Manager's agency that will be affected is 84 out of 977. Commissioner Volpe countered that .49% is less than ~% and, added Page 15 June 26, 1991 to the 4~% cost-of-living, is about 5% in the aggregate. In reply to Commissioner Saunders, County Manager Dotrill reported that the constitutional officers do not participate in position classification or pay plan. He added that the Clerk may participate but has his own system and, therefore, what the County Manager's Office pays versus what other constitutional officers pay is not the same. Commissioner Saunders reflected that there are certain pay classi- fications that need to be increased simply because they are not making the amount of money that the position should'demand. He remarked that scenario #1 will be the least costly method to maintain the annual analysis of those positions. Overlaying that, he added there is a need to consider pay raises for FY 91/92. He stated that, although the constitutional officers are not compelled to comply with the Board's pay policy, there is a substantial amount of pressure on them to do so. Mr. Ochs Interjected that the constitutional officers not only try to mirror the Board of County Commissioners but, in terms of the budget guideline, their personal services budgets are built around 7~. Commissioner Saunders remarked that, as far as the tentative budget is concerned, 7~ works but, approaching the final budgeting stage, the Board of County Commissioners will have to establish the County Policy for pay increases for FY 91/92 and whether it will be limited to cost-of-living raises or fund the pay-for-performance plan. County Manager Dotrill pointed out that what has been done in the past is median plus 5%, recognizing the higher cost-of-living in Collier County on the index than comparable counties statewide. He recommended the hold-the-line option and do only emergency increases in option #1. In response to Commissioner Shanahan, Mr. Ochs verified that the Board of County Commissioners was severely criticized last year by some of the constitutional officers for not advising them early June 26, 1991 enough of positions being upgraded. Commissioner Shanahan stated that the implication is that if the Board of County Commissioners stays at the median level and has a minimal $76,000 for 84 people upgraded, the criticism may not be as Mr. Ochs confirmed that within their ?~ personal services appropriation, the constitutional officers have the same latitude and discretion that the Board of County Commissioners is now exercising. Commissioner Volpe stated that scenario #1 is the one that seems to be preferred. Commissioner Saunders agreed that there seems to be a consensus to that fact. Commissioner Shanahan pointed out he hears at least three com- missioners agreeing that scenario #1 is the one to go with. Mr. 0chs questioned whether he should move to the pay-for- performance issue, to which County Manager Dotrill responded he will a~sume there is no discretion over the pension portion. OPTIO~ RELATINQ TO PAY-FOR-PERFORMANCE PROGRAM Utilizing an overhead slide, Mr. 0chs related that 4.2% was rounded up to 4.5% of personal services and reflects what is needed in percentage and flat dollar figures to continue the pay-for- performance program at the current merit increments, being 5%, 7~% and In reply to Commissioner Hasse regarding the cost-of-living, Mr. Ochs reported that the latest information available from the Miami Standard Metropolitan Statistical area for May 1990 through 1991 is 4.4% cost-of-living (CPI). Mr. Ochs pointed out, however, that there is also an index published by the State each year known as the Florida Price Level Index, which is a relative ranking of all 67 counties within the state in terms of the cost of a basket of typical services and commodities. He indicated that Collier County, for the current year, is the fourth highest county in the state, up from eighth place last year. He OOo,, 18 Page 17 June 26, 3991 remarked that is one of the reasons Collier County tries to adjust the pay plan to an increment above median for the market place to account for not only that information, but also the fact that Naples has the highest median home sales price of any county tn the state. Commissioner Shanahah stated that, in times of plenty, Collier County will want to be above the median, as they have been when operating at the median plus 5~. He added, however, that times and conditions mandate that you take a different approach. Mr. Ochs suggested the Board of County Commissioners should be given credit for the fact that their actions on pay plan issues in the past have helped to cut the turnover rate which results directly in productivity gains. He reported the turnover rate is down from 18~ to ?~ projected for this year. Commissioner Volpe questioned what percentage increase is needed in order to keep the employees at median plus 5~, to which Mr. Ochs replied that is what option #3 represents. County Manager Dotrill stated that Commissioner Volpe's question takes you beyond that as It is asking what it will cost to do nothing more than maintain employees at median plus cost-of-living. Referring to a general wage adjustment overhead slide, Mr. Ochs remarked that, assuming 4.5~ is the closest to the 4.4~ CPI index for this SMSA, you are looking at $1,233,O00, or, 3.6~ of the total per- sonal services budget for next fiscal year. In response to Commissioner Shanaban, Mr. Ochs indicated that translates to a flat increase of 4.5~ across the board. County Manager Dotrill indicated he will continue to make a strong case to have a pay-for-performance system even if the top award is reduced from last year as it rewards the performers. He stated that the other reason is because across-the-board increases are not given on October 1st but on the employee's annual date of review. Commissioner Saunders hypothesized using the 2.5~, 5~, and 7.5~ pay-for-performance scenario while limiting the total increase of salaries to 3.6~ but allowing fluctuation for the individual Page 18 June 26, 1991 employees, it will accomplish both things by keeping the overall pay increase county-wide to the inflation rate. County Manager Dorrlll Interjected that it will save a million dollars out of the budget. He added that it will effectively do away with the 2% for maintenance system. Commissioner Saunders stated that hypothesis means fewer people will ~e? 7.5~:, ;,:ore ?~ l] ~.[et ?.5~, .a'ld *~t,- -';erage will be 4.5%. In reply to County Manager Dorrill, Mr. Ochs confirmed that reducing the pay-for-performance rewards down 2.5% each, the cost of that is a percentage of gross payroll which is 3%. County Manager Dotrill reflected that constitutional officers as a whole give across-the-board increases on October 1st to every employee on the payroll. He stated this will result in only a 3~% increase if everyone is given an increase on October 1st. He Jndtcated the only other option available is to give higher general wage adjustments but make the employees walt until their anniversary date. Commissioner Saunders confirmed that these numbers assume the pay increases are effective on the anniversary date. County Manager Dotrill stated that Is the only way It can be done for 3%. Commissioner Volpe commented that is the direction he would like to see it go. County Manager Dorr~11 questioned what is the gross dollar savings in the budget as it was budgeted on the assumption of Mr. McNees responded that from the original 2~ assumed for pay plan adjustments it cuts 1.5~; from the original 4.5% suggested for pay-for-performance, it has been cut to 3.5% and, therefore, 2.5% of total payroll in the County Manager's Agency represents $825,000. In reply to County Manager Dotrill, Mr. McNees confirmed 2.5% of the total gross payroll for the constitutional officers represents about 1.2 million dollars. Mr. McNees remarked that ~f the Board of County Commissioners takes the proposed action it will be saying to the constitutional Page 19 June 26, 1991 officers the assumption that was 7~ total for all factors increase in personal services has been cut to 5~. Commissioner Saunders pointed out that the County Commissioners' salaries will be coming up for review and he suggested they should not have any more of an increase than the general staff. He commented that, If the recommendation from the state Is 7~, the Board of County Commissioners should keep the increase at 4~. Commissioner Hasse suggested the Board of County Commissioners forego any pay raise at all this year in an attempt to set an example. Discussion ensued between the Board of County Commiss~oners regarding whether they should forego any raise this year or keep their raise at the same level as that established for the county employees. Commissioner Saunders reiterated the fact that the Board of County Commissioners should set the right example for the county employees and that perhaps the same general pay increase given to the employees will be acceptable for the Commission. He added that if a Commissioner wants to accept less of an increase, it is an individual decision. It was the consensus that tt is necessary to wait and see what the recommendation from the state is before addressing the matter further. County Manager Dotrill pointed out that stringent management controls must be implemented in order to make the system work. He rc~orted that, under the suggested program, an employee rated satis- factory or Just meeting those expectations that are set for that employee ls going to receive only a 2.5~ increase, which is less than the cost of inflation. Mr. Ochs added that there will be a 20~ increase in dependent health care contributions from employees for the coming fiscal year. Commissioner Hasse acknowledged that the increased health care costs to employees will offset any pay increase. Commissioner Saunders suggested an alternative is an across-the- board 4.5~ increase and no pay-for-performance plan in FY 91/92. County Manager Dorrlll concurred with Commissioner Saunders Page 20 June 26, 1991 suggestion. Comm~salone~ Shanahah stated there w~l! be some 84 or so employees that will get a 2% maintenance increase. County Manager Dorrll] pointed out that it is possible for some employees to get more of an increase, depending on where they fit into the survey. In reply to Commissioner Hasse, County Manager Dotrill confirmed that the 2.5% Is only a merit increase as, under pay-for-performance, there ~s no cost-of-living Increase given. Commissioner Volpe suggested that in administering pay-for- performance this year perhaps adjustment of standards will be accomplished. Commissioner Saunders summarized the intentions of the Board of County Commissioners to mean the percentage of total personal services increase for 1991 will be 3.6% and can be accomplished in one of two ways, either fund the pay-for-performance at the levels of 2.5%, 5%, and 7.5%, or, give an across the board 4.5% increase. He stated that County Manager Dotrill can evaluate the situation and talk to the constitutional officers between now and the next budget hearings. County Manager Dotrill confirmed that his preference is pay-for- performance. He predicted that next year not only the amount will be less in recognition of the economic times, but expectations will be higher. Commissioner Hasse suggested giving a standard across the board increase. Commissioner Volpe stated that across the board increases are disincentives for employees to perform. Commissioner Saunders reiterated the need for County Manager Dorrill to look at what is the best procedure to handle pay raises for the coming fiscal year. He stated the message is that the general wa~e increase of 4.5% is what the Board of County Commissioners is looking at. He acknowledged that the problem w~th pay-for-performance is that there will be employees receiving less of an increase than the Page 21 June 26, 1991 cost-of-livinG. Mr. Ochs questioned if the Board of County Commissioners' inten- tions are for the net amount on a percentage basis to be 3.6% plus .5% for the maintenance adjustments. Commissioner Saunders answered in the affirmative, adding that actually gives a little bit more than a general wage increase of 4.5% in that it Gives 4.5% plus the .5%. Mr. McNees recapped the Board of County Commissioners' Intentions as meaning the new policy will continue to fund the 1% increase in the retirement system and, In the County Manager's Agency, fund pay plan adjustments in the amount of .5~ while funding the equivalent of 4.§% across the board, which costs another 3.5% and, therefore, the budget policy has become 5~ of personal services instead of ?.§~. County Manager Dotrill confirmed that he is to indicate what the final suggestion will be. FLEET M&NA~EMXNT BUDGET Budget Analyst Ed Finn, referring to page 37 of the Department Budget Detail, pointed out this department has a 2.1% increase in overall expenditures. He explained that the equivalent of one Fleet Management Analyst position has been transferred into the Vehicles For Hire Department. He explained that outside vendor parts and sublet repairs are included among the increases. In response to Commissioner Hasse regarding the Vehicles For Hire Program, Mr. Finn confirmed that the County essentially checks out the vehicles, provides decals for their operation, and licenses them. In reply to Commissioner Volpe, County Manager Dotrill confirmed that participation by the Sheriff and the Countyls Fleet Management in a contract private fleet management company is something which can be broached to the Sheriff. County Manager Dotrill reported that during strategic planning it was proposed that perhaps it is time for the County to submit their own bid based on what we think we can do the work for. He related that the perception of creating a new county department with 13 county Page 22 June 26, employees as opposed to the prtvatization is what must be considered by the Board of County Commissioners. In reply to Commissioner Hasse questioning whether it is cheaper to continue doing things as they currently are, County Manager Dotrill stated that it has been cheaper up until now and confirmed that he has, in fact, asked the Fleet Management Department to prepare their own budget as if they were going to provide the repair and maintenance service. He reported that their budget, as confirmed by the Budget Office, shows that they propose to effect malntenance and repairs $100,0OO cheaper than what the private company can do it for, the pri- mary reason being because the County is not charging itself profit and does not anticipate making a profit. Fleet Manager Pucher distributed a handout to the Board of County Commissioners, copy of which was not provided for the record. Commissioner Volpe suggested that perhaps Sheriff Hunter will want to bid on doing the County's fleet management. Commissioner Shanahan pointed out that the Sheriff will more than likely want to make a profit as well. Commissioner Volpe questioned why it will be necessary for Sheriff Hunter to do anything other than maintain his vehicles. Mr. Ochs reported that the fleet staff has been working for the past several months doing a comparative analysis of the costs p~cessary to provide vehicle repair and maintenance to the County fleet on both the current contract method and taking that service in- house and providing it with county staff. Utilizing an overhead projector, Mr. Ochs related that the primary objectives staff had in mind were costs reduction, service level improvements, and efficiency improvements in all facets of the fleet operation. He summarized that staff feels there are benefits, not the least of which is a $185,000 projected cost savings in taking the program over in-house. He reported that organization stability is a concern as there has been 300% turnover in the contract maintenance personnel in 20 months. He added that financial and managerial Page 23 June 26, 1991 accountability will be Improved by operating an in-house fleet manage- ment operation. Mr. Oche explained that staff projected costs over a three year period as opposed to Just the next fiscal year. Staff projected savings over the next three fiscal years ~n the aggregate of $490,000 by taking the program over in-house and reducing total number of posi- tions from 19 to 17. He explained that currently county staff and the contractor's staff are performing dupllcattve management, administra- tive and clerical work. He reported that staff feels they can effect a 10% savings on the current parts and sublet budget annually as the result of using state contract pricing, more competitive pricing of parts and subcontracted work, and taking advantage of Joint venture purchasing with the School Board and City of Naples on bulk fuel, motor o11, etc. In reply to Commissioner Shanahah0 Mr. Ochs confirmed that the Shertff's Offlce has access to the County's fueling system and are charged the cost of the fuel they use as well as an administrative service charge. Mr. Ochs said that from staff's analysis, the projected costs for contracted and in-house cost of providing fleet repair and maintenance services total approximately $1,730,000 through the balance of this fiscal year. He stated that staff has met with the contractor and p"~gotlated a slightly lower cost for next year. He confirmed that a decision needs to be made prior to the middle of September regarding whether or not the Board of County Commissioners is desirous of imple- menting the in-house fleet management program. In answer to Commissioner Volpe, Mr. Ochs reported there will be no start-up costs for the County as they own the computer system currently used to track inventory and monitor the work order process. In response to Commissioner Hasse, Mr. Pucher reported that the County leases the equipment and facility to the contractor. He stated that the contractor is required to maintain the equipment. In answer to Commissioner Volpe, Mr. Pucher stated that the lease Page 24 June 26, 1991 is an open dollar a year lease. Mr. Ochs reiterated that the difference between contracted repair and maintenance service and county operated service will be approxima- tely $104,000 on the labor side next year. He explained this can be found on page 2 of the packet titled Collier County Fleet Management FY 91/92 Projections, the handout previously alluded to, copy of which was not provided for the record. Mr. Ochs related that the projected cost for contract service next year is $50.70 per labor hour. He stated that the projected cost to perform that service next year utilizing in-house personnel is $44.10 per labor hour. He explained that, of the $104,000, $97,000 is profit as well as general and administrative fees the County is charged by the contractor for them managing the repair service. He said it is staff's professional opinion that, with the professionals in place as part of its staff, the County can manage as well and pro- bably better that same service without incurring the profit and general administrative costs. Reporting on the overhead area, Mr. Ochs stated there is some duplication in terms of telephone charges and operating expenses on an administrative basis that can be elimi- nated along with the two positions previously mentioned. He stated there is a 10% projected savings over the current year's parts budget which is approximately $730,000 annually for parts and subcontracted wf~rk. Commissioner Volpe stated that the bulk of the savings is from the elimination of three positions. In reply to Commissioner Hasse asking whether it will be worthwhile to do as staff suggested, County Manager Dotrill replied that is why he informed the Board of County Commissioners he did not want them to make a decision today. He stated that staff's proposal is very attractive but he suggested thinking about it and waiting until closer to the end and, if some big dollars savings are needed, it might be a risk worth taking. He stated there is some Inherent risk in the County getting back into the garage business with respect Page 25 June 26, 1991 to worker's compensation claims, potential Inventory, theft, and personnel problems. He related that the one thing he is absolutely confident of is the County's fleet management system and, in par- ticular, the administrative aspects. In response to Commissioner Shanahan, Mr. Ochs confirmed that staff tried to be extremely conservative in their pro3ections. Tape County Manager Dotrill stated he had the Budget Office prepare a three year analysis assuming 7.5~ increases in personnel and business type expenses. In response to Commissioner Masse, County Manager Dotrill con- firmed that fleet maintenance has been privatized for approximately eight years. He stated the County worked into privattzation because of problems with a fragmented system of half a dozen garage applica- tions throughout the county, inability to retain qualified mechanics as the salaries were not competitive, problems with alcoholism, and theft of parts. Productivity Committee Member Largent stated that his committee suggested such things as reducing the unasstgned fleet cars, the possibility of having quick change otl places around the county as well as what has been pointed out today. He commented that should the County decide to again have an in-house fleet management, they currently have the staff on hand to handle it. Referring to page 39 of the Department Budget Detail, Mr. Finn reported the establishment of a special fund set up to take care of the capital replacement money for motor pool vehicles, i~ o:',!~.' insure that the funds are accounted for properly and remain in ves. VgHIGW.~ FOR HIR~FLEXT MANAGEMENT DXPARTM~NT BUDGET Referring to page 40 of the Department Budget Detail, Mr. Finn stated that the General Fund Vehicl~.S. For Hire Program is the section responsible for enforcing the Vehicles For Hire Ordinance. He reported that the equivalent of one position has been added and reve- OO0,AG 27 Page 26 June 26, lg91 hues are proposed to be Increased to a point where they are roughly equivalent to the cost of operating this program. Mr. Ochs pointed out that this budget has an increase of 1804% this year. He stated there is one full time equivalent in terms of man-hours as the result of a combined effort between three of the Fleet Management personnel to administer all the activltles of the Vehicle for Hire Program. He indicated it is no longer felt to be appropriate for the motor pool users to have fleet repair subsidize the co~t of the Vehicle For Hire administration. He stated that it is necessary to appropriate $41,900 in order to make the Vehicle For Hire industry self-supporting for the re~latory activity that is required under the Ordinance. He stated staff is working with the Public Vehicle Advisory Committee on revisions to the Ordinance that will also revise the current rate structure in a manner which will make the operation self-supporting through sale of Cert~ficates of Public Convenience and Necessity and the individual decals that go on the tao{is. He stated the Co~u~ittee is not receptive to the entire increase in one year's time. He added that if that ~ssue cannot be resolved totally, it will be necessary to f~nd a way to subsidize a portion of the $40,000 cost for regulating this program. Mr. Ochs reported a workshop with the Vehicle For Hire Committee has been scheduled as well as a workshop with the industry itself which is coming up in mid-July. In reply to Conumlssioner Shanahan, Mr. Ochs confirmed that a Certificate of Public Convenience currently costs $50 and under the proposed scenario that cost will increase to $400. Commissioner Shanahan stated that while $50 is not enough, $400 might be too much. In reply to Commissioner Shanahan, Mr. Ochs acknowledged that staff has budgeted based on $400 Certificates of Public Convenience. Mr. Ochs reiterated that should the industry or the Board of County Commissioners fail to agree to the proposed rate increases it will be necessary to find a way to subsidize a portion of the $40,000 Page 27 June 26, 1991 budget. Referring to page 41 of the Department Budget Detail, Budget Analyst Finn pointed out that the appropriations In this department are up 11.8% and the net costs to the general revenue are up He explained that there are two expanded requests, the first being for landscape maintenance for the Gargtulo property and the other expanded request is $15,000 for Janitorial service for the Agricultural Center in the third floor of the Health Building. Utilizing an overhead projector as well as a handout, copy of which was not provided for the record, Mr. Ochs stated that between 1988 and FY 1992 projected there is a 48~ increase in total square footage that needs to be maintained by County facilities management trades people and laborers. He added that during the same period of time, while the square footage went up 48%, the maintenance budget has increased, in the aggregate, 11.8%. He confirmed that the number of people allocated to maintenance areas has not increased at all. In answer to Commissioner Hasse, Mr. Ochs confirmed that the custodtals is a separate contract service and is not considered in this estimate. Mr, Ochs stated that the number of square feet to be maintained per worker over the period of 1988 to 1992 has also gone up pointed out that when maintenance costs per square foot are continuing to be reduced and new people are not being added It becomes increasingly difficult to maintain level of service. On the issue of custodial service, Facilities Manager Camp stated that the custodial contract previously had contained a position for supervision over the contracted Janitorial workers, however, the posi- tion has been eliminated for a savings of $20,000. In reply to Commissioner Hasse regarding who Is presently super- vising the contracted Janitorial workers, Mr. Ochs stated that the same contract service is providing the service but has reduced their staff by one in an effort to reduce the overall cost of the custodial 29 Page 28 June 26, ~99] maintenance contract. He stated that County staff will monitor and quality control the situation to the extent that they can. Co~u~isstoner Goodnight questioned whether janitorial services with the current firm will be expanded to include the Agricultural Building, to which County Manager Dorrill stated there are only two expanded service requests and both deal with new buildings or the new landscape area which will be built at the new expanded parking lot. Referring to page 43 of the Department Budget Detail, Budget Analyst Finn reported that this budget is up 2.6% in terms of appropriations with no change in the total number of positions. RI~MA~A~MENT BUDGET Referring to pages 44, 45, and 46 of the Department Budget Detail, representing the three funds that make up the Risk Management Department, Budget Analyst Finn commented that the Department was split in an attempt to better account for the fund reserves. Utilizing an overhead pro3ector, Administrative Services Administrator 0chs displayed information taken from an annual study which tells us that during the period of 1988 through 1990 the average medical plan costs were up 21.6%. He related that the per employee annual cost for the County's medical program in 1990 was $2,332, which compared favorably against the average for the industry as a whole. Regarding comparison of prior year plan costs with f~rst year self-funding, Mr. Ochs reported that in 1988-89 the County was in an ~ndemnJty insurance program where premiums were paid to an insurance carrier and costs that year were a little over $4,000,000. He reported that renewal of the program in lg89 would have cost $5,500,000 but the County decided to self-insure, and plan costs for FY 89/90 were $4,345,000. He etated that, although costs went up bet- ween '88 and '89, Instead of them going up $1,500,000 they went up approximately $350,000. He projected an ~ncrease of 5.3% ~n the medi- cal program for next year. Risk Management Director Walker pointed out that between 1988 and 3o Page 29 June 26, 1991 1991 coverage has increased to include approximately 350 more employees. He stated the number of employees is a major contributing factor to what is paid In claims, adding that medical Inflation, etc. affect all Group health plans. Referring to an analysis he did through March 31st, he stated that between FY 89/90 and FY 90/91 the per employee cost is running almost the same. In reply to Mr. Ochs, Mr. Walker confirmed that the national figures for medical inflation were about 21~ between 1989 and 1990. He projected this year's increase in medical inflation will be around 12-13~ locally. In response to Commissioner Hasse, Mr. Walker confirmed that from a per employee cost, it has been very cost effective. He said it has also been cost effective in terms of being able to control the plan design and being able to hold reserves that would otherwise have been paid to an Insurance company enabling us to earn interest to offset costs. In reply to Commissioner Hasse, Mr. Walker verified these figures include the constitutional officers and the County Manager's Agency. He said there are approximately 1,950 employees enrolled and, with their dependents, there is an aggregate of approximately 3,500 in the plan. In answer to Commissioner Volpe, Mr. Ochs stated that, in terms of self-funding, the only program the County still, by dollar, wants coverage on is the auto liability coverage. He stated the remainder of the major program lines are self-funded. He explained that areas such as environmental hazard or pollution protection are difficult to secure coverage for. In answer to Commissioner Volpe, Mr. Walker reported that during the last RFP the option of self-funding for automobile liability was looked at, but it was cheaper to buy first dollar coverage. Mr. Walker stated that his office does not handle all the insurance coverages for the Sheriff as they handle their own police professional liability and auto liability. 31 Page 30 June 26, 1991 Referring to page 47 of the Department Budget Detail, Budget Analyst Finn reported that the overall increase in appropriations is 2.5~ with a 0~ increase in positions. Commissioner Volpe questioned the possibility of an additional poeit]on in the purchasing office. Budget Director McNees reported it was agreed to look again at the hiring freeze, which amounts to two positions in purchasing, in an attempt to fill same. He stated Purchasing Director Camel] is preparing other analysis to assess whether he needed an additional employee. Purchasing Director Camell confirmed he wi]] be prepared to go over all the details in advance of adoption of the budget. AD~INISTI~ATION DEPARTMENT BUDGET Referring to page 48 of the Department Budget Detail, Budget Analyst Finn reported a 4.4% increase in the overall appropriations in this budget. Referring to page 49 of the Department Budget Detail, Budget Analyst Finn reported this budget is down 2.1~ overall with a 0% increase in positions. Commissioner Volpe questioned who makes up the Public Affairs Department, to which Administrative Services Administrator Ochs responded it includes himself, Diane Brubaker, Judy Jaeger, Linda Fasulo, and Grace Langstaff. He explained, however, that both he and Diane are in the Administrative Budget instead of this one. In response to Commissioner Volpe, Mr. Ochs summarized the job responsibilities of the employees included in the Public Affairs Department. Assistant County Manager McLemore interjected that not any one body is dedicated IO0~ to this department as they all have other duties. He expounded that it is a coalition of persons working together to accomplish a goal without truly setting up a separate Page 31 June 26, 199~ department. AUTOW~ I]~FOI~?ION SYSTEMS BUDGET Referring to page 50 of the Department Budget Detail, Budget Analyst Finn reported there is an 8.4% increase in overall appropriations. He stated that funding for this department comes from the Data Processing Internal Service Fund. Referring to page 51 of the Department Budget Detail, Budget Analyst F~nn reported there approp~tations with ~evenues down approximately 2.3~ for a net cost to the GeneFal ~nd Increase of In response to Commissioner Hasse, people involved in thls department. In response to Commissioner Hasse, Administrative Services Adm~nistrator Ochs summarized the ~nvolvement of those ~n th~s depart- men~. In ~eply to Commissioner Shanahan, Mr. Ochs verified that the revenue estimates are based on what the construction operating units Indicate they are Going to need in terms of right-of-way to construct their projects from year-to-year. He added that if they are falling behind schedule and do not have the need for staff servlces it reduces the ~evenue that is collected against the p~ojection. He stated that, g~ven recent h~story, an attempt to modify that target fo~ next yea~ was made and, thus, the reduction in projected revenues. Mr. Ft~ pointed out that page 52 of the Department Budget Detail ~eflects the MSTD General Fund 111 Real Property Department. He outllned the respons~b~litles of th~s department. He reported a 1.4% reductfon ~n the overall operat~ng appFoprfat~ons and a 17.9% ~educ- t~on in ~he net cost ~o this General Fund. In response to Commissioner Volpe, Real Property Director Taylor confirmed that the Marco Airport is handled by the Transportation D~v~slon. In response to Commissioner Volpe, Commissioner Goodnight pointed Page 32 June 26, 1991 out that Marco Airport Is under the State DOT and, as the County has not actually taken possession, currently falls under the direction of Transportation Administrator Archibald. Budget Director McNees stated that responsibility of the Marco Airport after the County takes possession is a policy decision to be made at a later date. Assistant County Manager McLemore summarized Ms. Taylor's function as a member of the Real Property Department as it relates to the Marco Airport. Commissioner Goodnight further expounded on the responsibilities of Ms. Taylor's function. Ms. Taylor confirmed that the County does operate and maintain both the Everglades Airport and the Immokalee Airport and that her department acts as Airport Manager for these two airports. She reported that, with the Marco airport, there are fuel sales and bigger scale type items and that when the Board of County Commissioners decided to lease it, Mr. Archibald was the most apt to control and manage it with assistance from George Moore, who is the Airport Manager for the Marco Island Airport. Commissioner Volpe questioned why the helicopter is not moved from the Naples Airport to the Marco Island Airport, to which Ms. Taylor and Mr. McLemore confirmed they thought it had to do with the distance to the hospital as well as other factors. Commissioner Volpe suggested that at some point in time another location may have to be found for the helicopter. Assistant County Manager McLemore stated it may also have something to do with the flood level elevations of where they site the airport. Comm~ssioner Volpe said he understands that the County is leasing space for the EMS helicopter at the Naples Airport on a month-to-month basis and the airport wants the County to find another location for the helicopter. Ms. Taylor stated she believes the Naples Airport Authority is Page 33 June 26, 1991 working with Emergency Services Adminlstrato- Reardo:, (,n a permanent s~te at the Naples Airport. She added that the current site at the airport is intended for commercial. Assistant County Manager McLemore confirmed that is also his understanding of the situation. Referring to page 53 of the Department Budget Detail, Mr. Finn pointed out this is the GAC Land Trust. He stated it is essentially Just money in and money out. In response to Comm]ssloner Volpe, Ms. Taylor stated the only expenditures that have been approved and already expended are for the Golden Gate Fire Station garage and fire truck. She added that the Sheriff's Office multi-purpose training facility has tentatively been approved but the Provisional Use must be approved prior to that taking effect. She explained that that total package is approximately $100,000. In reply to Commissioner Volpe regarding the YMCA, Ms. Taylor sa]d the site selection is ongoing and the Golden Gate Master Plan amend- ment is a stipulation for approval, She confirmed funds will not be budgeted until a site ts selected. She stated it Is anticipated that the Golden Gate Master Plan will not be amended until October of 1992. · '" l~%~r Clerk Jia'rtght replaced Delmlty Clerk Farrts at this time ''' Library Director Demarest informed that the Library Capital Construction Fund 307 shows a 38.4~ decrease in appropriations. He related that there are three ClE projects proposed for fiscal year 1992 which are the engineering of the Collier North Branch addition for $32,000; the construction of the Golden Gate addition for $362,000; and the expansion of the book collection for $250,000. In response to Commissioner Shanahah, Mr. Demarest noted that the Marco Island library is third on the priority list and will show on the budget for FY 93. Mr. Demarest pointed out that there is a decrease in appropriations of 57.6~ regarding the Library Impact Fees. He 0,5 Page 34 June 26, 1991 explained that the $! million debt service was money borrowed in FY 9! in order to award the contract for the library addition. He added the pledge was impact fees to be paid in FY 92 for this debt, however, it appears that a portion of this will need to be financed because not enough impact fees are estimated to cover the full debt service. Budget Analyst Byrne stated that current services appropriations shows an overall increase of 5.9~. He noted that the revenues from library fines, charges for the copier and computer printers, etc. increased 15~, and the revenue from the state aid to libraries Is decreasing. He cited that this results An a 6.4~ increase to the general fund. Mr. Demarest commented that the revenue from the state aid to libraries is a fee that can change considerably from year to year. Mr. Byrne informed that there are four expanded services, addi- tional library expenses for the library expansion, a second reference librarian for the library headquarters, a part time seasonal clerk for the north Collier branch, and all-in-one access for the library. County Manager Dotrill remarked that although six additional per- sons were requested for the libraries only one Is being approved. He added that consideration will have to be given to lift the hiring freeze; however, this is something that will be reviewed during the last quarter of the year. He acknowledged that the libraries are experiencing a tremendous growth in use and service. Mr. Byrne related that the Library Trust Fund (612) accounts for the gifts made to the library which is to used for the construction of a headquarters meeting room. Mr. Demarest disclosed that most of the money in the trust fund came from the Res family. BOARD OF CO0]Tl'~ CO!~'~ISSlON DEPARTM~Q~T Budget Analyst Gansel stated that the overall budget for the Board of County Commission's budget is increasing 8.9~. She pointed out that for personal services there is an increase of 9.8% and in operating expenses there is an increase of 4.5%. In response to Commissioner Shanahan, Ms. Gansel explained that 36 Page 35 June 26, 1991 the increase in the personal services covers the commissioners' salarles and their staff as well as the fringe benefits associated with them. In regards to the operating expenses, Ms. Gansel informed that there is an increase of $2,500 for telephones, $1,600 for electricity, $1,000 for printing, and $500 for memberships. Budget Analyst Gansel advised that the overall increase for appropriations is 9.1~ with a 13.7% increase for personal services. She added that their operating expenses increase 2.?~ which includes a $10,000 increase for the requested outside counsel budget. She explained that the County Attorney's Office receives indirect admi- nistrative service charges which all General Fund administrative department assess and direct charges for legal services provided to some specific enterprise fund operations. She specified that the suggested direct charges are to Utilities, Solid Waste, Pollution Control, and Water Management; however, the County Manager has recom- mended that Water Management not be charged. County Manager Dorrtll noted that the bottom of page 55 of the Budget shows what the County Attorney's Office requested and what the County Manager's Office recommended regarding direct charges. Assistant County Attorney Wetgel provided to the Board copies of the preliminary write up prepared by the County Attorney's Office which reflects their requested budget and its complete breakdown. He related that the Increase of $10,000 for outside legal counsel probably not suffice. He advised that outside legal counsel is used for issues such as the growth management plan or matters involving considerable litigation. Commissioner Shanahah asserted that the communtty's perception of the County is that there is too much outside counsel being utilized. Frank Baker of the Productivity Committee commented that they feel that the County Attorney's staff is working at a very efficient level compared with other counties. He disclosed that the Committee recommends placing a freeze on the staff level at 10 attorneys which 000. 37 Page 36 June 26, 1991 can be maintained if the policy decisions being requested of the Attorney's office from the County employees are limited. He reported that the Committee suggested that a fair hourly rate be determined for the County Attorney's Office to charge back to the County departments requesting decisions on issues such as policy. Commissioner Saunders pointed out that to charge back all the billable hours of the attorney's time, will be very time consuming. He noted that he does not want to see other departments deterred from using the Gounty Attorney Office because of the cost involved. Mr. Baker responded that these are the types of issues that need to be worked out before implementation of such a policy. OTHER ~ ADMINISTRATIVE COSTS - BOARD OF COUNTY COMMISSIONERS Budget Analyst Oansel informed that in order t~} provide public services to the South County citizens of Collier County a full-time employee in Everglades City is requested. She explained that the ser- vices to be provided would be a combination of services such as license tags, library services, voter registration, etc. She noted that the office would operate from City Hall in Everglades City. Tape ,4 After much discussion regarding where this budget Item should 3ustly be placed, Commissioner Saunders recommended that it should be listed in the County Attorney's budget. There being no further business for the Good of the County, the meeting was ad3ourned by Order of the Chair - Time: 4:50 P.M. Page 37