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07/28/1995 Special 95/231 MINUTES OF THE MONROE COUNTY BOARD OF COUNTY COMMISSIONERS Special Meeting Board of County Commissioners Friday, July 28, 1995 Marathon, Florida A Special Meeting of the Monroe County Board of County Commissioners convened at 10 a.m., on the above date, at the Marathon Government Center. Present and answering to roll call were Commissioners Keith Douglass, Wilhelmina Harvey, Jack London, Mary Kay Reich and Mayor Shirley Freeman. Also present were Ruth Ann Jantzen, Deputy Clerk; James Hendrick, County Attorney; James Roberts, County Administrator; County Staff, members of the Press and Radio; and the general public. All stood for the Invocation and Pledge of Allegiance. ADDITIONS, CORRECTIONS, DELETIONS Motion was made by Commissioner Harvey and seconded by Commissioner London to delete Agenda Item D3 as it pertained to Agenda Item E1, certification of the Tentative Millage Rate for Fire and Ambulance District 1. Motion carried unanimously. GROWTH MANAGEMENT DIVISION Robert C. Apgar, Special Litigation Counsel, of the law firm Apgar, Pelham, Pfeiffer & Theriaque, presented the Board with a Preliminary Executive Summary of the Hearing Officer's Recommended and Final Orders regarding Monroe County's Year 2010 Comprehensive Plan. Motion was made by Commissioner Douglass and seconded by Commissioner London authorizing former County Planning Director, Lorenzo Aghemo, be hired as an outside consultant to assist in the negotiations of the Monroe County Year 2010 Comprehensive Plan at the hourly rate of $75.00, for approximately fifty hours. Roll call vote was taken with the following results: commissioner Douglass Yes Commissioner Harvey Yes Commissioner London Yes Commissioner Reich No Mayor Freeman Yes Motion carried. 95/232 Motion was made by Commissioner London and seconded by Commissioner Douglass authorizing Special Litigation Counsel, Robert Apgar, to file a Notice of Appeal of the Final Orders regarding the County's Year 2010 Comprehensive Plan. Motion carried unanimously. ENVIRONMENTAL MANAGEMENT DIVISION Motion was made by Commissioner London and seconded by Commissioner Harvey to adopt the following two Resolutions: A Resolution adopting the Tentative Residential Solid Waste COllection, Disposal and Recycling Rates for Fiscal Year 1995-1996. RESOLUTION NO. 269-1995 See Res. Book No. 127, which is incorporated herein by reference. A Resolution establishing the Tentative Per Month Solid Waste Collection, Disposal, and Recycling Service Rates for Commercial Property in the various Solid Waste Collection Franchise Areas. RESOLUTION NO. 270-1995 See Res. Book No. 127, which is incorporated herein by reference. Motion carried unanimously. COUNTY ADMINISTRATOR James Roberts, County Administrator, addressed the Board and presented a Budget Update of the Proposed FY 1996 Budget. Motion was made by Commissioner Harvey and seconded by Commissioner Douglass to remove $79,500.00 from the proposed budget as outlined on page 5 of his Budqet Update. This amount includes $56,000.00 from the Sheriff's Budget by eliminating the 1% parity increase for Corrections Officers; and $23,500.00 from the Veteran's Affairs Budget as transportation expenses may be allocated to the gas tax rather than ad valorem, based on an Attorney General's Opinion as well as a County Attorney's Opinion. Motion carried unanimously. Said report is attached hereto and made a part hereof. (Attachment 1.) Mr. Roberts discussed the Safety Department. Motion was made by commissioner Harvey and seconded by Commissioner London directing the Safety Manager's position be put back into the budget, with the second position to remain out of the budget and support staff be reallocated from existing staff. Roll call vote was taken with the following results: 95/233 Commissioner Douglass Yes Commissioner Harvey Yes Commissioner London No Commissioner Reich Yes Mayor Freeman Yes Motion carried. commissioner London discussed the use of cellular telephones by County employees. Motion was made by Commissioner London and seconded by Commissioner Reich directing the County Administrator to reduce the number of cellular telephones in use throughout the County by 75 per cent or more. Roll call vote was unanimous. Mr. Roberts discussed Extension Services. Motion was made by Commissioner London and seconded by Commissioner Douglass to accept the County Administrator's recommendation to put back $45,000.00 into Extension Services Budget for support staff of 1 1/2 persons. Douglas Gregory, Extension Services Director, addressed the Board. Richard MacKinnon, commercial fisherman, addressed the Board. Motion was amended by the maker to include two support personnel instead of 1 1/2 for Extension Services. Motion carried unanimously. The following individuals addressed the Board regarding the tentative budget: Dr. David P. Rice, representing the Marathon Guidance Clinic; Marshall Wolfe, President/CEO of Care Center for Mental Health; Mel Gossard, representing C&M Electronics, discussed the Translator System; Kelly Everman, representing the Florida Department of Environmental Protection and Florida Keys National Marine Sanctuary, discussed Channel 16; Dalia Travis, representing the State of Florida Division of Jobs and Benefits, discussed Channel 16; catriona Birnie, representing the Upper Keys Youth Association. Motion was made by Commissioner Douglass and seconded by Commissioner Harvey to task the Human Services Advisory Board to give the Board their direction on several levels of cuts from 25%, 20%, 15% and 10%. Roll call vote was unanimous. Commissioner Douglass addressed the Board and asked for reconsideration of the Summer Recreation Program. Commissioner Douglass requested that when the Commissioners meet in joint session with the School Board, the Summer Recreation Program be put on the Agenda. Motion was made by Commissioner Douglass and seconded by Commissioner London to remove any new vehicle purchases from the budget and to cut those funding figures out of the budget by the presentation in September. Roll call vote was taken with the following results: 95/234 commissioner Douglass Yes Commissioner Harvey No Commissioner London Yes Commissioner Reich Yes Mayor Freeman Yes Motion carried. commissioner Douglass requested the Sheriff to review his vehicle purchases in his budget. Commissioner Douglass requested the County Administrator consider the following for presentation to Board in September: 3% COLA reduction for all employees; consider early retirement program; reduce Public Safety capital expenses. Commissioner Harvey addressed the Board. Motion was made by Commissioner Harvey and seconded by Commissioner Reich requesting the Board put the Translator System back into the budget. Roll call vote was taken with the following results: commissioner Douglass No Commissioner Harvey Yes Commissioner London No Commissioner Reich Yes Mayor Freeman No Motion failed. commissioner London addressed the Board and recommended that the Employee Benefits Department be eliminated and all claims sent directly to Gallagher Bassett; eliminating the Purchasing Department and make each Division responsible for its own purchases; possible assistance in the Safety Department from Gallagher and Basset; Eliminate all Fire and Rescue vehicle purchases this year. commissioner Reich addressed the Board and recommended the elimination of the Marine Resources Division. County Attorney James Hendrick informed the Board he will be reviewing insurance coverage the county currently pays in some areas where it may not be needed and suggested that Hugh Morgan look into these matters. The County Attorney was directed to make these investigations with recommendations by the September Board Meeting. Mayor Freeman discussed the proposed increase in the Planning Commission salaries. Motion was made by Mayor Freeman and seconded by Commissioner Douglass that the $15,000.00 increase proposed for the Planning Commission be rescinded. Roll call vote was unanimous. 95/235 Motion was made by Commissioner London and seconded by Commissioner Reich directing the County Administrator bring back to the Board a list of proposed cuts that would bring the budget to roll back. Roll call vote was unanimous. * * * * * DISTRICT #1 LOWER AND MIDDLE KEYS FIRE AND AMBULANCE DISTRICT BOARD OF GOVERNORS The Board of Governors of District #1 Lower and Middle Keys Fire and Ambulance District convened. Present were Commissioner Freeman, Commissioner Hal Ha1enza, Commissioner London and Chairman Douglass. Mayor Samuel J. Feiner was absent. Public Safety Director, Reggie Paros, addressed the Board. Motion was made by Commissioner London and seconded by Chairman Douglass to certify the Tentative Millage Rate for Fire and Ambulance District #1 at 1.0768. Roll call vote was taken with the following results: commissioner Feiner Commissioner Freeman Commissioner Halenza Commissioner London Chairman Douglass Motion carried. Absent Yes No Yes Yes There being no further business, the meeting of the Board of Governors of District #1 Lower and Middle Keys Fire and Ambulance District adjourned. * * * * * Motion was made by Commissioner London and seconded by Commissioner Reich to Certify the Aggregate Tentative Millage Rate at 7.2882, per the attached millage breakdown, (Attachment 2), and directed the County Administrator to notify the Property Appraiser of same. Roll call vote was unanimous. Motion was made by Commissioner Douglass and seconded by Commissioner London setting the three Public Hearing dates, time and place to consider and adopt the Final Budget and Final Millage Rate. The date, time and place are as follows: Tentative Hearing september 11, 1995, 5:05 p.m., Key Largo LibrarYi Special Meeting September 14, 1995, 5:05 p.m., Holiday Inn Beachsidei and the Final Hearing on September 21, 1995, 5:05 p.m., Marathon Government Center. Roll call vote was unanimous. 95/236 There being no further business to come before the Board, the meeting was adjourned. Clerk to the Board of County commissioners of Monroe County ~~) Depu y C1 rk ATTACHMENT 1 BUDGET UPDATE PROPOSED FY 1996 BUDGET 8A< 'KGROl JND On .July II, 1995, the Administrator presented to the County Commissioncrs copies of thc proposed fiscal yca.' 1996 budgct and- proposcd tcntativc millagc ratc. Discussions thcn occu.Tcd in public mcctings on .July 13 and .July 14 and the 80ard took action to adjust thc figurcs. In summa..y, the budgct consistcd of a $10,000,000 tax impact, or 19lYcl ovcr thc rollcd hack tax ratc. The $10,000,000 consisted of approximately $4,000,000 in ."cduction of non tax revcnucs and reduction of fund balance forward. The balance was madc up of proposed appnJpriation increascs of $3.4 million under the Board of County Commissioners and $2.3 million undcr thc Sheriff (including $1,000,000 + in the group benefits fund which was included in the budget under the County Commission). Approximately $400,000 additional was attributable to othcr Constitutional Officers. Thc Board and Administration agrccd that this was a totally unacceptable situation. The."cfore, on .July 13, the Board reviewed issues presented by the Administrator and cut a total of $3.8 million, including 19 County positions. On .July 14, the Board went further and cut another $836,000 from the BOCC budget, including 4 County positions and six (6) proposed positions. (The Board later put two (2) positions back into the budget). In addition, there were adjustments to the Sherifrs budget in the amount of $1.3 million, including 7 positions among which were three (3) labo."atory positions funded by the State (it should be noted that in the reduction of the I 'X, merit program for County employees, there was also a reduction in the Constitutional Officers budget of a pro-rated amount). Also, the Tax Collector identified an additional $4()(},OOO in fees that could be utilized in the coming year. Therefore, the Board of County Commissioners has already cut from the budget $5.9 million, more than the p.-oposed appropriation increase. The bottom line is still an increase of approximately $4.6 million and a 7.9'X. inc..ease over the rolled back tax rate (it should be noted that the original estimate for the tax rate was lower; however, the adjustments the Commissioners made had to be allocated across the different cost centers and taxing jurisdictions and, as was stated at the meeting, would need to be calculated before a final inc..ease ove." rolled back figure was available). This, of course, is not the end of the budget process. It will continue on .July 28 and then through the public hearings and the final adoption in September. The . Boa .-d of County Commissioners is reminded that the cuts that have all"eady been made have been difficult and there will a definite impact on services. 2 RELATED ISSUES During the two (2) days of meetings, the Board requested some additional information and analysis. The following are the subjects requested. 1. The Boa.'d asked for an analysis of the possibility of combining the Extension Services, the Marine Resources Department and the Derelict Vessel Program. A review was undertaken by the Administrator with the cooperation of the Divisions and Departments involved with the following ."esults. It is natural to assume that since all three (3) agenc.es deal with marme ."elated issues they would be more efficiently operated as one (I) unit. Th~t appears to have been the theory held by some up to this time. The reality is that the missions they unde.'take arc different in nature and OUl' point in history with the Marine Sanctua.'y coming on line suggests that it would be prudent to address this question in the future. It is not known at this time, although the County has c.'eated a Committee to do this analysis, what impact the Marine Sanctuary will have on . County government marine issues. For example, Marine Resources is involved primarily with planning and grants work. Its focus is to identify marine related planning issues and to see that they a.'e inculcated into the overall planning process in the County. After identifying the issues and the problems, the department is then responsible for assisting with the obtaining of grants to help solve those problems. Of recent note is ___ the hiring of a firm to undertake major wastewater planning in the County. 3 The Extension Service fulfills a different role. It primarily provides education and information to sectors of the marine and horticultural communities and does not become directly involved in the kinds of policy making and program administration that is handled by the Marine Resources Department. In addition, the mission defined by the University of Florida suggests that such involvement would not be apllrOpriate for the Extension Service. The De.'elict Vessel P.'ogram is clearly a Ilrogram of one (1) pnmary purpose: the removal of derelict vessels in the waters of the Keys. There has been some additional work involved with channel marking. In this regard, there is some ove.-lap with the othe.' two (2) cntitics; however, at this stage it secms that combining this function with onc or both of the othcrs would produce nothing mOl"C than a paper change without achieving any substantial results. In fact, even combining the three (3) entities would probably not produce any di."ect economic benefit. Also, it would behoove the County to analyze the issues pertaining to the impact on County government of the Sanctuary's Proposed Management Plan before making any decisions concerning reorganization of this nature. It is suggested that this issuc be revisited later. ADDITIONAL REDlJCTIONS The.oe were some questions left open in reference to possible further cuts. They are as identified below. 4 I. The Sheriff was encouraged to provide additional reductions in his budget that would affect ad valorem tax rates. In a teleflhone conversation he indicated to the Administratolo that he would eliminate the 1 %, parity increase for corrections officers. He has stated that the Administrator could present this to the Commissioners on .July 28. $56,000 2. A question was left open as to whether there was a way for Veterans Affairs to continue to provide transportation for veterans, especially to the mainland medical facilities, and still reduce ad valorem impact. The Administration has determined that there is a way to accomplish this by allocating the costs to the gas tax I"ather than ad valorem. There is an Attorney General's opinion that this is appropriate as well as a County Attorney's opinion from some yeat's back; therefore, the service can be continued and removcd from ad valorcm taxation. $23,500 Subtotal $79,500 ITEMS FOR RECONSIDERATION The Board of County Commissioners, after making major reductions, n'considered putting the two (2) Codc Enforcement Officcrs back into the budget. Thcloc are two (2) other issues which should be addressed because they have major impacts upon the operation of the County. 1. On .July 13, 1995, the Board of County Commissioners eliminated aU positions in the Safety Department. These two (2) positions plus related costs amounted to approximately $104,000. This was done over the objection of the County Administrator. 5 It is unfortunate that sometimes essential functions are caught up in the need to make drastic cuts. In this case, there has been a function which impacts upon the safety of all County employees and also has shown major success in the reduction of accidents, medical costs and, the.'efore, workers' compensation costs. Recognition of our success in our safety p.'ogram was recently made by an achievement award from the National Association of Counties at their annual conference. It is, of course, every County employee's obligation to utilize safe practices; however, we all Imow it is necessary to provide the guidance and framewOl'k in which safety can be taught and monitored. Because of the overall impact upon the County employees, the liability insurance program, the worl"er's compensation program and medical payments, the Administrator strongly recommends that the Safety Manager's position be put back into the budget. The second position will remain out of the budget and support staff will be reallocated from existing staff. 2. The.'e have been many questions raised concerning the elimination of the support staff for the Extension Service. Not only is there great concern that the Extension Service could continue to fulfill its mission without support staff, but there is also some concern as to whether the reduced commitment from 1\1onroe County could result in the University of Florida not continuing to provide this service to the County. In any case, it is recommended that one (1) full position be placed back in the budget for this purpose. Also, there will be an attempt to utilize this position to support the Derelict Vessel Program which to date has not had any clerical suppo..t. Subtotal of items for reconsideration 6 $44,000 $30,000 $74,000 It is possible that the Board of County Commissioners will wish to see even deepe." cuts by the time the budget is adopted. If that is the case, it is the Administrator's suggestion that the Board review those items that were presented to it on .July 13 and .July 14 and which were not identified for elimination. The Boa."d of County Commissioners left on the table approximately $1.5 million in options that we.-e not approved. .James L. 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