BCC Minutes 02/05/2013 W (Re: Workshops & Board Office Restructuring) February 5, 2013
MINUTES OF THE COLLIER COUNTY BOARD OF COUNTY
COMMISSIONERS WORKSHOP MEETING
Naples, Florida, February 5, 2013
LET IT BE REMEMBERED the Board of County Commissioners in and for
the County of Collier, having conducted business herein, met on this date at 9:00
AM in a WORKSHOP SESSION in Building "F" of the Government Complex,
Naples, Florida with the Following members present:
Chairwoman: Georgia Hiller
Vice-Chairman: Tom Henning
Donna Fiala
Fred Coyle
Tim Nance
ALSO PRESENT: Leo Ochs, County Manager
Mike Sheffield, Assistant to the County Manager
Jeff Klatzkow, County Attorney
Mark Isaacson, Director, Corporate and Fin. Man. Services
Len Golden Price, Administrative Services Administrator
Troy Miller, Television Operations Manager
Amy Lyberg, Human Resources Director
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COLLIER COUNTY
Board of County Commissioners
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WORKSHOP AGENDA
Board of County Commission Chambers
Collier County Government Center
3299 Tamiami Trail East,3rd Floor
Naples FL 34112
February 5,2013
1:00 P.M.
Georgia Hiller-BCC Chairwoman;BCC Commissioner,District 2
Tom Henning-BCC Vice-Chairman;BCC Commissioner,District 3
Donna Fiala-BCC Commissioner,District 1;CRAB Chairman
Fred W.Coyle-BCC Commissioner,District 4
Tim Nance- BCC Commissioner,District 5;CRAB Vice-Chairman
1. Pledge of Allegiance
2. Discussion regarding Board Workshops
3. Discussion regarding restructuring the Board Office
a. Staffing structure and classification of Commissioner's Aides
b. Responsibilities and Special Duties
c. Office layout
d. Public Records handling
4. Public Comment
5. Adjourn
Notice: All persons wishing to speak must turn in a speaker slip. Speakers will receive three(3)minutes.
Collier County Ordinance No.2003-53 as amended by Ordinance 2004-05 and 2007-24,requires that all lobbyists shall,before
engaging in any lobbying activities(including but not limited to,addressing the Board of County Commissioners),register with the
Clerk to the Board at the Board Minutes and Records Department
February 5, 2013
Any persons in need of the verbatim record of the meeting may request a copy of the video
recording from the Collier County Communications and Customer Relations Department or
view online.
1. Pledge of Allegiance
Chairman Hiller called the meeting to order at 1:30 p.m.
The Pledge of Allegiance was recited.
2. Discussion regarding Board Workshops
The document"2013 Boardroom Calendar"was distributed for informational purposes.
Board discussion occurred on avenues for the Board of County Commissioners to exchange
ideas and discuss non-action items in conformance with the Sunshine Law requirements.
The purpose of the venue would be to enable a more efficient use of time during regular BCC
meetings by removing these types of items from the Agenda so the Commissioners may
focus on action items during the Regular Meetings.
The Board discussed scheduling workshops on the 1st and 3rd Tuesdays of the month,the 5th
Tuesday of a month, or the 2nd and 4th Wednesday of the month as the room is already
reserved for Board of County Commissioner meetings.
The Board determined to hold"Special Meetings" as necessary on the 1st or 3rd Tuesday of
the month from 1:00 pm to 5:00 pm. The purpose of the Agenda for the meetings would be:
Allow Staff to bring forward any necessary items; allow Board discussion on important
topics; holding a"Town Hall" meeting on a single issue of importance. There will be no
action taken at these meetings.
Mr. Ochs to review the calendar and bring a proposed schedule forward for the days
referenced or other days as necessary to carry out the Board's direction.
3. Discussion regarding restructuring the Board Office
a. Staffing structure and classification of Commissioner's Aides
The Board discussed the staffing structure of their Aides with the options being:
1. Maintaining the existing policy whereby the Aides report to the Executive Manager
of the Board of County Commissioners;
2. Direct reporting by the Aide to the individual Commissioners and reclassifying them
as a salaried employee exempt from overtime pay.
The Commissioners noted Option#2 would be more beneficial.
Mr. Ochs reported:
• Receptions would be handled on the second floor which would be the "command
center," whereby any visitors would be directed upstairs if the Commissioner or
Aide is available.
• The option will require redefining the Aide's job description to provide for
"independent thinking" qualifications.
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February 5, 2013
b. Responsibilities and Special Duties
The Board reviewed a document"BCC Support Staff Responsibilities and Special
Duties" which outlined the current list of responsibilities and special duties assigned to
the Aide positions. With the positions being redefined, it may be necessary for the
County Manager's Office to perform some of these duties.
It was noted the existing Aides are performing certain tasks on the list and may wish to
continue in this capacity.
Mr. Ochs reported he will:
1. Meet with the Aides and determine which tasks may continue under the current
format and which tasks will need to be shifted to another venue.
2. Refine the policy for "visitor reception."
The Board discussed how the pay scale would be addressed, and how items like raises,
etc. would be given, through the Human Resources Department or directly by the
Commissioners.
Amy Lyberg outlined the compensation requirements for employees in category 18 and
Category 19.
The Board discussed alternate ways to provide compensation to the Aides with the main
concern being to ensure all Aides have equal opportunities available for compensation.
Mr. Ochs reported he will review the budget for the Commissioners and meet with them
individually to address any concerns on how the Aides will be compensated for
performing their duties.
c. Office Layout
Mr. Ochs presented 2 options for a revised layout of office space for the Commissioners
Office.
Option 1: Utilize the existing layout,with minor changes.
Option 2: Major changes, renovate the existing space to provide for Aides office space
being located directly adjacent to their Commissioners office.
The cost for Option#2 is estimated at$160,000, with the costs for Option#1
undetermined at this time.
The Board notified Staff they are in favor of Option #1, and directed them to ascertain
price quotes for the work.
d. Public Records Handling
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February 5, 2013
The Board reviewed a response from Staff on the request to provide recommendations of
procedures that can be put into place efficiently to ensure public record obligations are
handled more efficiently and properly.
The response addressed:
1. A policy that any commissioner who conducts business on a personal computer to
send a copy of that email to the county server. - Commissioners,Staff etc. should
ensure any County business emails downloaded or sent from a personal computer
are "blind carbon copied"to the County Server.
2. A procedure that all mail going to the BCC will go to a central location where it will
be time stamped and distributed to the appropriate commissioner—Mail addressed to
the Commissioners will be sorted and delivered to the individual Commissioner who
will "store"the document appropriately.
3. The financial implications and other potential issues (e.g. difficulty, time—
consuming) of developing an open registry of all commissioners' emails and
correspondence on a public accessible page. —Can't be implemented.
4. A computerized review of Sunshine Law that all employees and the Board would
have to study, answer questions and sign off on annually— The Attorney General's
Office has a system in place which may be utilized or modeled to ensure continuing
education for the Sunshine Law is available to Staff, Commissioners and Advisory
Board Members, etc.
5. An ordinance that would require all personnel records be kept within Human
Resources and not be maintained independently by other offices to ensure accurate
control over the dissemination of public information concerning employees—It was
noted Staff should not be compiling separate personnel files from that of the
Human Resource Department. A copy of any personnel documents "worthy of
recording"generated by supervisors, managers, etc. should be provided to the
Human Resources Department.
4. Public Comment
Speaker
Bob Krasowski—Wants to ensure the format of the Special Meeting encourages public
participation and input.
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February 5, 2013
There being no further business for the good of the County, the meeting was
adjourned by order of the chair at 4:05 P.M.
COL R COUNT ' BOARD OF
COU T, IOMM SIONERS
L
Cha 7 Om eorgia Hiller
ATTEST.
I WIGHT E. I4 CK CLERK
Attest aS,to
a
These minutes approved by the Board on 1l.40. Z 6 1 2-0 t 5 as presented / or
as amended •
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