BCC Minutes 05/07/1991 W Naples, Florida, May 7, 1991
LET IT BE REMEMBERED, that the Board of County Commissioners in
and for the County of Gollier, 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 3:25 P.M. in WORKSHOP SESSION In Building
."F" of the Government Complex, East Naples, Florida, with the
following members present:
CHAIRMAN: Patricia Anne Goodnight
VIGE-CHAIRMAN: Michael 3. Volpe
Richard S. Shanahan
Max A. Hasse, Jr.
Burr L. Saunders
ALSO PRESENT: James G. Giles, Clerk; Ellie Hoffman, Deputy
Clerk; Nefl Dotrill, County Manager; Jennifer Pike, Assistant to the
County Manager; Ken Cuyler, County Attorney; Brenda Wilson, Assistant
County Attorney; Frank Brutt, Community Development Services
Administrator; Leo Ochs, Administrative Services Administrator; Tom
Whitecotton, Human Resources Director; Mike McNees, Budget Director:
Mary Morgan, Supervisor of Elections; Martha Skinner, Public Services
Administrator; Jeff Walker, Risk Management Director; Dan Pucher,
Fleet Manager; Sandra Taylor, Real Property Director; and Sue Filson,
Administrative Assistant to the Board.
Page
May 7, 1991
AGENDA
Discussion - Ethics Law
Discussion - Strategic Planning - Community Development
Administrative Services
Budget Management
DISCUSSION RE MAJOR CHANGES TO ~ ETHICS LAW
Assistant County Attorney Wt]son called attention to her memo of
April 26, 1991 to the Board of County Commissioners, outlining four
changes to the ethics law as follows:
1. Expands the class of persons who must file financial disclo-
sure.
2. Prohibits the solicitation of gifts and honorarium, the
acceptance of certain types of gifts over $100 and prohibits
honoraria in certain instances.
3. Requires disclosure of certain gifts and honoraria.
4. Directs the 3otnt Legislative Management Committee to recom-
mend a code of ethics for lobbyists by September 1, 1991.
Assistant County Attorney Wilson pointed out that the only real
change to the First Section is that the lobbyists are required to
register with each house of the legislature rather than the Joint
legislative office. She indicated that this section extends the
period of time that a lobbyist can be prohibited from lobbying and a
penalty of up to $5,000 has been added.
Mrs. Wilson explained that Section Two outlines the types of
"gifts" that are included or excluded. She noted that gifts valued at
less than $100 do not have to be reported.
Assistant County Attorney Wllson reported that Section Three is
basically a restatement of the previous Subsection which prohibits
unauthorized compensation.
Assistant Oounty Attorney Wilson advised that Section Four
involves a restriction on the employment of relatives.
Mrs. Wilson called attention to Section Five which requires addi-
tional legislative employees to file disclosures of financial
interests. She noted that these employees include legislative ana-
lysts, executive assistants and legislative assistants.
Assistant Oounty Attorney Wilson explained that Section Six amends
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May 7, 1991
the provisions to require that the financial statements are confirmed
to be public records.
With regard to Section Seven, Mrs. Wilson reported that cross-
references for clarification have been included that requires all
information to be submitted on the forms prescribed by the Commission
on Ethics.
Assistant County Attorney expressed that Section Eight contains
the ma3or change since It has been totally rewritten° She indicated
that Pages 6, 7 and 8 of her memo provides substantial detail of
Section Eight.
In answer to Commissioner Volpe, Mrs. Wilson advised that the
donor is to submit a report with respect to the gift, donation, etc.
to the donee who is required to attach that report to the disclosure.
She explained that the value of glft is determined by using the actual
cost to the donor. She noted that if there was no actual cost to the
donor, the value of the gift is to be based on the cost in the market.
A discussion ensued relating to receiving tickets for various
functions or activities but not using the tickets. Assistant County
Attorney Wilson advised that the best course in this regard would be
to report receipt of the tickets with an explanation of what was done
with same. She explained that gifts that are not required to be
reported are as follows: gifts from relatives, gifts prohibited by
this Section, or gifts otherwise to be disclosed by this Section.
Assistant County Attorney Wilson stated penalties for violation of
this Section is punishable by a fine up to $5,000.
Calling attention to Section Nine, Mrs. Wilson reported that this
ks a new section that addresses "honorarium". She indicated that
donees cannot solicit honoraria related to public office or duties;
donees cannot acoept honoraria from donors; and donors cannot give
honoraria to donees.
Assistant Oounty Attorney Wilson noted that Section Ten applies to
penalties specifically to the gift provisions; Section Eleven merely
el~minates a cross-reference.
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May ?, 1991
Mrs, Wilson advised that Sections Twelve through Fourteen had the
term "stipened" but replaced this language with use of the term
"honorarium". She indicated that Section Fifteen is another cross-
reference.
Sections Sixteen and Seventeen as pointed out by Mrs, Wilson
clarify that certain local authorities must comply with the provisions
of this Act, but does not apply to Collier County.
Assistant County Attorney Wilson indicated that Section Eighteen
is a cross-reference; Section Nineteen requares that the Joint
Legislative Management Committee recommend to the legislature a code
of conduct regulating the conduct of lobbyists; and Section Twenty
basically provides the effective dates for reporting under the new
rules.
Commissioner Shanahen requested Information pertaining to restric-
tions on campaign gifts. Supervisor of Elections Morgan advised that
campaign gifts are addressed in F.S. Chapter 10§ and noted that the
maximum amount that may be accepted is $§00.
DISG'USSXON RI~ STRA~GIG PLANNING - GOMMUNITY D~"FELOPMENT
Community Development Services Administrator Brutt provided a sta-
tus report with regard to the implementation of the Growth Management
Plan. He advised that Growth Management Planning staff has been
moving ahead with the County-wide rezonings, and the Goal is to meet
the County-wide residential by January of next year. He noted that
notices will be sent out in July and August and meetings will be held
shortly thereafter,
With regard to exemptions, Mr. Brutt Indicated that staff has
handled 390 with 20 more remaining to be dealt with, He pointed out
that 50 out of 250 compatibility exceptions have been processed and
eight vested rights applications have been received.
Mr. Brutt advised that the Golden Gate and Immokalee Master Plans
have been adopted and forwarded to DCA and they are challenging some
of the input and documentation. He related that staff has provided a
letter of rebuttal for a settlement of the points in question. He
May 7, 1991
expreseed that there are three studies that need to be done in
Immokalee relative to Transportation, Redevelopment and Recreation and
staff is moving ahead in a productive basis.
Mr. Brutt stated that challenges have been filed Identifying the
substandard housing in the County, identifying programs for the relo-
cation and placement of housing that may be taken up by any type of
government program and evaluating the fees for the impact on sewer,
water, roads, etc. He noted that staff is assessing the needs of the
low and middle income.
Mr. Brutt related that incentives are to be provided to industry
and major employers to locate business in Collier County. He reported
that an EDA grant in the amount of $584,000 has been received for the
utilities in Immokalee and there is a State Department of Commerce
grant for road activities in the amount of $500,000. He indicated
that notice was received yesterday that a Community Development Block
Grant in the amount of $320,000 Is forthcoming for the Polymer film
activity that is coming into the County.
Calling attention to the Unified Land Development Code, Mr. Brutt
recalled that the 12 person committee is actively meeting and working
with staff In order to accomplish the October deadline.
DISCUSSION ~ STRATEGIC P~ANNING - ADMINISTRATIVE SERVICES
Administrative Services Administrator Ochs stated that the
Automation Information Systems within Administrative Services is the
general support division. He indicated that this operation is respon-
sible for managing the information and office automation computer
system noting that Barbara Westcott coordinates these activities. He
reported that this system began with 12 users linked together to share
common Information and word processing technolo~ and today there are
255 subscribers networked together who have access to common data
bases in both the Clerk of the Courts system and the County Manager's
system. He advised that this system allows an efficient and pr~uc-
tire way to transmit information through electronic mall, have direct
a¢ces~ to financial information and on-line purchase requisition
authority.
In answer to Commissioner Volpe, Mr. Ochs advised that there will
be an administrative office in Pelican Bay which will remain as part
of the system and will be merged with the County's utility billing
system.
Mr. Ochs explained that Skip Camp directs the operation of
Facilities Management, and noted that there were five basic challenges
in the strategic plan. He advised that the first challenge was to
maintain and update the government facilities in terms of the design
standards and this has been accomplished by working with the open
office concept, system furniture, emergency management and energy
management systems, and a preventative maintenance program. He
reported that the second challenge was to implement the 800 MHz non-
public safety radio system and this has been purchased, installation
of the tower is completed and installation in the vehicles and the
mobile bay station is currently taking place. He explained that field
testing has been conducted and the ranges exceed the original expec-
tations.
Mr. Ochs addressed the third challenge of keeping current the 5
year facilities master plan for the Government Center by relating that
new facilities have been brought on line to accommodate the office
space requirements of the Board and the other Constitutional Agencies.
Mr. Camp stated that the next major move that is planned within
the Government Genter incorporates re-doing space allocations for
Capital Pro~ects, the County Attorney's Office, 1st and 2nd Floors of
Building "F", Building "D" and the 3rd Floor of the Health Services
Building.
Mr. Ochs reported that the last challenge of the strategic plan
for facilities was to expand the preventative maintenance program in
the building maintenance and repair section and related that a formal
maintenance program, staffed with County maintenance personnel
relating to the various trades has been implemented this past fiscal
year. He explained that in excess of 13,000 hours of preventative
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May ?, 1991
maintenance work on the facilities was performed in fiscal year 89/90.
In terms of the strategies for facilities, Mr. Ochs indicated that
organizationally, staff must stay on top of the new technologies in
the building trade. He stated that the County has large investments
in chiller plants, energy management systems, telecommunications and
radio systems.
Mr. Ochs disclosed that four areas of challenge were identified
for Fleet Management. He announced that the first challenge was to
develop and implement an automated equipment capital recovery system
for the Count¥'s fleet of vehicles. He advised that in past years
there has been a capital recovery amortization program for the 200
motor pool vehicles that are managed by Fleet Management but noted
that the balance of the stock and heavy off road equipment has not
been a part of that management replacement program. He advised that a
program has been developed and will be presented as part of the budget
submissions this summer to be implemented in October.
Mr. Ochs advised that the second challenge was to upgrade and
automate the four County fueling sites. He reported that there are
statutory requirements that must be complied within the area of fuel
dispensing and handling of waste oils, etc. He indicated that during
the past year, the Marco Island and County Barn fuel sites have been
re-built to bring those sites into compliance with the Statutes.
Mr. Ochs announced that Mr. Pucher has Just completed negotiations
with the School Board with regard to County employees accessing their
fueling facility on North Airport Road. He noted that the ability to
use this site will eliminate the down time associated with the
vehicles in the northern part of the County needing to come to the
eastern end of town to obtain fuel, and in turn, the School Board
vehicles would be allowed to obtain their fuel from the County's
sites.
Mr. Ochs stated that Mr. Pucher is also responsible for managing
the Vehicle For Hire Program which is the regulation of the taxi, van
and trolley industry in Collier County. He pointed out that in past
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May ?, 1991
years, that program has not been self supporting from the standpoint
of the fees that are charged for certificates and decals versus the
costs associated with staff time and the overhead to manage this
program. He reported that recommendations will be forthcoming with
regard to amendments to the ordinance and in Mr. Pucher's budget sub-
mission which will substantially increase the fees to enable that
operation to be self supporting.
Mr. Ochs advised that there were three primary challenges relating
to Human Resources. He detailed the major challenge of maintaining an
effective and pro active recruitment placement program. He noted that
other challenges are to maintain competitive pay and benefit schedules
and incentive programs for employees; and to develop and deliver a
comprehensive training program so that County employees can keep their
ski// levels high.
With regard to the pay and beneflt area, Mr. Ochs explained that
in October, 1990, the Commission adopted the first overall ad3ustment
to the pay plan based on market data since the new pay system was
implemented in October, 1988. He advised that the County's turn over
rate on an annuallzed basis is running at approximately 7% which is
below the average for governments comparable to the size of Collier
County.
Tom Whitecotton, Human Resources Director, explained that County
employees are remaining on the Job much longer than they did in the
past. He indicated that 47% of those who leave County employment
depart within their first six months but if they remain past the six
month period they generally stay at least two years.
Mr. Ochs stated that prior to the implementation of the new pay
plan in 1988, there was a 19% turnover on an annualized basis and that
figure is now 7~.
Mr. Whitecotton revealed that exit interviews are conducted with a
host of questions and factors as to why the employees are leaving
";~" Cotlnty government and there have been a variety of reasons: relo-
'!
11i~1111.' caring or able to benefit themsel. ves in another area.
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May 7, 1991
Mr. 0chs addressed Public Affairs which he manages with
Administrative Secretary, Diane Brubaker. He noted that operations
include communication with the media, press releases, working on com-
munity events, I.e. the March of Dimes and the Drug Awareness program.
He stated that the Turkey Tribune is also a part of this operation.
Mr. Ochs spoke to the functions of the Purchasing Department which
does an excellent Job under the direction of Steve Camell. He
advised that there is the constant battle of financial control and
giving the operating departments the flexibility they need to get the
~ob done in a minimum amount of time.
In answer to Commissioner Volpe, Purchasing Director Camell
advised that field purchases are those that are less than $500 in
value. He indicated that the present system provides that each
department director advise the Purchasing Department of the employees
that are authorized to execute field purchase orders. He stated that
field purchase orders amount to approximately $5 million yearly and
noted that there is approximately $120 million tn purchases taking
place each year that are in excess of $500.
Commtssloner Volpe indicated that a significant amount of money
is being spent on these field purchases during a one year period and
suggested that a better focus be considered in this regard, i.e. a
maximum of $100.
Mr. Garnell replied that the purchases are analyzed by the
Pllrchasing and Finance Departments, but the one chief distinction
relative to the field purchase orders is that the department buying
the goods does not need prior approval. He indicated that 15,000
field purchase~rs and 3,000 regular purchase orders are issued
each year. He related that all regular purchases are reviewed by his
office before they are made and if field purchase orders are to be
eliminated for the sake of cost control, there would be a real
staffing problem. He remarked that one concept under review is to add
one person in the Purchasing Department to focus exclusively on field
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May 7, 199!
purchase orders in an attempt to consolidate what is being done with
them. He explained that if a 2% or $80,000 in savings could be
realized, that would pay for additional staff.
Mr. Ochs stated that Mr. Carnell has nine people on his staff and
has been operating with that number of people for the past few years.
He reported that two of those positions have been on hold for the past
few weeks due to the hiring freeze.
County Manager Dorrtll indicated that Mr. Carnell's department was
one of the first to utilize the use of volunteer retired citizens who
are willing to work for free.
Mr. Ochs called attention to the Real Property Department, noting
that one of the primary challenges is to centralize the procurement
and identification of all real property under County ownership and
obtaining a centralized data base to keep things current and to
explore systems that can be shared on a County wide basis to inventory
the properties. He noted that the geo based information system is
very expensive and requires cooperation from the Constitutional
Officers. He cited that Mr. Coldtng's office runs a completely dif-
ferent hardware platform than the offices of the Clerk, County Manager
and Sheriff. He noted that the intent is to pull all the pieces
together into one hardware platform that will work with the various
applications,
Mr. Ochs reported that another related challenge Is for the Real
Property Department to become involved early on with the operating
departments with project designs and engineering in order to avoid
delays after the plans have been drawn up.
Mr. Ochs indicated that another challenge is the dilemma of what
will be done with Airports, County-wide. He advised that Mrs. Taylor
and her staff are coordinating with Transportation Services
Administrator Archibald to piece meal these facilities in terms of
whether County government
ports or if there should be a separate airport authority.
management, leases, etc. but there has not been a good solution as to
is the appropriate entity to manage the air-
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May 7, 1991
Mr. Ochs stated that Risk Management Director Walker has been very
busy during the past year bringing the County into a self funded arena
in terms of insurance and employee benefits. He reported that work-
man's comp, group medical, and property/casualty programs are now self
funded. He noted that the self funded approach requires an aggressive
loss control program. He advised that $600,000 has been saved during
the past year through the self funded program and it is anticipated
that there will only be an overall rate increase of §~ in medical
premiums for the next fiscal year. He noted that the Gommlssion will
be paying 3.5% of the increase and the balance will be paid by
-~".~ employees through dependent coverage contributions.
Risk Management Director Walker remarked that as of March 31,
1991, the County experienced one auto liability accident in the amount
of $600. He related that this reflects well upon the County employees
and the way they are driving the Gounty's vehicles.
DISCUSSION R~ STRATEGIC PLAI~NING - OFFIGE OF BUDGET MANAGEMENT
Budget Director McNees advised that his office has goals in three
areas, noting that the primary area relates to the policies, process
and the preparation of the budget document. He explained that one
Goal is to focus on identifying where the lines should be drawn with
regard to tradeoffs. He reported that the goal with regard to the
budget document is to continue to achieve the GOFA Award which has
been received for the past three years.
Mr. McNees stated that another goal is to provide staff reports to
Gounty Departments, the Manager's Office and the Board Office.
Wlth respect to the Quality Improvement Process, Mr. McNees
explained that Doug Gorham has done an outstanding Job in gettinG this
program underway and more and more problems will be solved through
this process.
Calling attention to the Budget for 91/92, Mr. McNees cited that
based on what he knows today he believes that there will be an
increase over rollback of less than 10~ but this depends largely on
what w~11 transplre between now and the end of the year with the non-
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~ay 7,
ad valorem general fund revenues and sales tax and how much will be
spent between now and the end of the year from general fund reserves.
Oommissioner Goodnight stated that she has had discussions with
various Gounty employees with respect to the Q+ Program and they are
very pleased with thls program and appreciate the opportunity to pro-
vide their input.
Mr. McNees indicated that over the long haul, the Q+ Program will
reflect that the County is conducting business in a more efficient and
professional manner than what has taken place in the past.
There being no further business for the Good of the County, the
meeting was ad3ourned by Order of the Chair - Time: 5:30 P.M.
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