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Item S07BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: July 15, 2015 Department: County Attorney Bulk Item: Yes x No Staff Contact: Bob Shillinger 305-292-3470 AGENDA ITEM WORDING: Approval of a resolution adopting a new Table of Organization for County government, authorizing the interpretation of the County Code, existing ordinances, resolutions, policies, and contracts to reflect that new Table of Organization, and directing staff to prepare updated ordinances, resolutions, and policies to reflect that Table of Organization. ITEM BACKGROUND: Due to recent personnel changes, the County Administrator updated the County's organizational and managerial structure and issued a new Table of Organization. As part of the changes, the positions of Deputy County Administrator, Division Directors and Public Works Director have been eliminated and two new Assistant County Administrator positions have been created. The resolution adopts the new Table of Organization retroactive to June 9, 2015 and authorizes staff and all interested parties to interpret all existing codes, ordinances, resolutions, policies, and contracts to reflect the changes brought forth by that new table until such time as those documents can be updated. The resolution also directs staff to conduct a comprehensive review of the code and other documents and to prepare proposed ordinances, resolutions, etc. to update them to reflect the new organizational structure and the terms utilized in the Table of Organization. The resolution vests the Senior Director of Planning and Environmental Resources with the authority to resolve all disputes or questions regarding interpretations of the Comprehensive Plan, the Land Development Code and related documents and the County Attorney with the authority to resolve all other disputes or questions regarding interpretations made necessary by the new Table of Organization. The resolution is intended as a temporary measure to allow the County to move forward with the new organizational structure and Table of Organization while the steps are taken to update the appropriate codes, ordinances, resolutions, policies, and other documents. PREVIOUS RELEVANT BOCC ACTION: None CONTRACT/AGREEMENT CHANGES: N/A STAFF RECOMMENDATIONS: Approval TOTAL COST: INDIRECT COST: N/A BUDGETED: Yes No DIFFERENTIAL OF LOCAL PEFERENCE: COST TO COUNTY: SOURCE OF FUNDS: REVENUE PRODUCING: Yes _ No _AMOUNT PER MONTH Year APPROVED BY: County Atty d OMB/Purchasing Risk Management DOCUMENTATION: Included x Not Required_ DISPOSITION: AGENDA ITEM # WHEREAS, in recent months the County has undergone a series of personnel changes and retirements; and WHEREAS, Section 125.74(1)6), Florida Statutes, and Section 2-58(a) of the Monroe County Code of Ordinances provides that the County Administrator has the authority to: "[o]rganize the work of county departments, subject to an administrative code developed by the administrator and adopted by the board, and review the departments, administration, and operation of the county and make recommendations pertaining thereto for reorganization by the board"; and WHEREAS, in the interest of streamlining operations within the County, the County Administrator has revamped the structure of County Government and eliminated the titles and positions of Deputy County Administrator, Division Directors, and Public Works Director; and WHEREAS, the County Administrator has also created two Assistant County Administrator positions; and WHEREAS, on June 9, 2015 the County Administrator modified the organizational and managerial structure of the County to reflect not only these changes in titles and positions but also in the organizational and managerial structure of the County in a new Table of Organization; and WHEREAS, the new Table of Organization is attached hereto as Exhibit A, and incorporated by reference herein; and WHEREAS, the changes reflected in the attached Table of Organization shall allow the County to move forward in a more efficient manner; and WHEREAS, the elimination of the titles and positions of Deputy County Administrator, Division Directors, and Public Works Director may necessitate changes to the Monroe County Code of Ordinances, uncodified ordinances, resolutions, policies, and contracts; and WHEREAS, the addition of the title and position of Assistant County Administrator may necessitate changes in the Monroe County Code, uncodified ordinances, resolutions, policies, and contracts; and WHEREAS, the terms "division" and "director" appear in the Monroe County Code of Ordinances over 200 times including nine (9) references to the specific term "Division Director"; and WHEREAS, the Monroe County Code of Ordinances needs to be thoroughly reviewed so appropriate edits can be made to reflect the nomenclature utilized in the new Table of Organization; and WHEREAS, the County is party to countless contracts some of which may make reference to specific titles and positions that have been eliminated under the new Table of Organization; and WHEREAS, this comprehensive review and subsequent ordinances changes will take months to fully complete; and WHEREAS, in the interim, the Board finds it necessary and in the public's interest to interpret its existing code, ordinances, resolutions, policies, and contracts to reflect the new titles in the Table of Organization; NOW THEREFORE, BE IT RESOLVED by the Monroe County Board of County Commissioners: SECTION 1: Recitals. Each "WHEREAS" clause set forth herein is ratified and incorporated by reference herein. SECTION 2: Monroe County Board of County Commissioners Action. The Monroe County Board of County Commissioners adopts and approves the Table of Organization (Organizational Chart) attached hereto as Exhibit A., nunc pro tunc to June 9, 2015. SECTION 3: Authorization. The Monroe County Board of County Commissioners authorizes staff and all other interested parties to interpret all existing codes, ordinances, resolutions, policies, forms, contracts, and other internal documents in a manner that substitutes the nomenclature in the new Table of Organization - including titles, positions, and department names - to reflect the authority of the newly created positions in a manner that is consistent with the intent of policies and contracts adopted under prior organizational charts. Page 2 of 3 SECTION 4: Direction to staff. Staff is directed to conduct a comprehensive review of the County Code, uncodified ordinances, resolutions, forms, and policies, and to prepare such ordinances and resolutions as are necessary to reflect the language changes made necessary by the new organizational chart. Staff is further directed to update all forms, policies, and other internal documents to reflect the nomenclature in the new Table of Organization and the interpretations authorized by this resolution. SECTION 5: Interpretation of contracts. To the extent permitted by the Article I, § 10 of the United States Constitution and Article I, § 10 of the Florida Constitution, all uses of the terms "Division", "Deputy County Administrator", "Division Director", and "Public Works Director" in current contracts shall be construed to reflect the appropriate subordinate unit(s) of County government and/or the titles set forth in the new Table of Organization. SECTION 6: Disputes as to Interpretations. The Senior Director of Planning and Environmental Resources, or her designee, shall have the authority to resolve all disputes and/or questions regarding interpretations authorized by this resolution of the Comprehensive Plan, Land Development Code, the boundaries of the official land use district map and future land use map; as well as Article II, Chapter 17 of the Monroe County Code of Ordinances. The County Attorney, or his designee, shall have the authority to resolve all other disputes and/or questions regarding interpretations authorized by this resolution. Such interpretations shall be the final administrative action of the County. SECTION 7: Effective Date. This Resolution shall become effective upon adoption nunc pro tunc to June 9, 2015 and shall continue to be in full force and effect until rescinded by subsequent resolution of this Board or rendered moot by subsequent action(s) of the Board. PASSED AND ADOPTED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA at a regular meeting of said Board held on the 15th of July, 2015. Mayor Danny L. Kolhage Mayor pro tem Heather Carruthers Commissioner George Neugent Commissioner David Rice Commissioner Sylvia J. Murphy (SEAL) BOARD OF COUNTY COMMISSIONERS ATTEST: AMY HEAVILIN, CLERK OF MONROE COUNTY, FLORIDA By: By: Deputy Clerk Mayor Danny L. Kolhage A40NROE COUNTY ATTORNEy ZROBER!T ul 0 N Subject: New Table of Organization From: Roman Gastesi, County Administrator To: Teresa Agmar, Alicia Betancourt, Tina loan, George Brentuall, Chief Callahan, Judy Clarke, on DeGraw, Sheryl Graham, Rhonda Haag, Christine Hurley, Ed Records, Norma Kula, Alexis Leto, Beth Leto, Kevin Musick, Wes Maltby, Cynthia McPherson, any Sanchez, Maytag Santamaria, Doug Sposito, Lisa Termyson, Will Thompson, Kevin Wilson Cc: Bob Shillinger, Katherine Peters, BOCC, Clerk of Court Change is inevitable, and how each individual and organization responds to it defines its strength and resiliency. With the recent retirements of Dent and Debbie, and the upcoming departure of Connie - it is time to modify our organizational and managerial structure. You are receiving this e-mail because you are one of the leaders ofMonroe County government and have accepted the responsibility of leading us into the future thank you! Attached is a new Table of Organization (Organizational Chart), The chart demonstrates the County's new structure and reporting order. In the interest of streamlining operations, the County will no longer have a Deputy County Administrator, Division Directors or a Public Works Director. We are eliminating those layers of our operations, and added two (2) Assistant County Administrators to which I have appointed Christine Hurley and Kevin Wilson. I'm confident this new structure will allow us to continue moving Monroe County in the right direction. These changes will also result in an annual decrease of over $200,000 in managerial oversight costs. All Department Heads and Managers (shown on the attached plan) should plan on attending Senior Management Team meetings (previously known as Division Director Meetings) on most Thursday mornings beginning at 9:30 am (Schedule attached). The meetings will now be called the Senior Management Team meeting. Order of business will include a "whip around" discussion of each department's recent activities for the first hour or so and then the normal discussion of the BOCC agenda items. Some of you may or may not need to attend the discussion of agenda items. Your County Administrator or Assistant County Administrator will make that decision and discuss it with you. Attendance via PolyCom is encouraged - currently PolyCom systems are available in Key Largo, Marathon, and Key West. The legal department will be handling all BOCC agenda item submittals, publishing of the BOCC agendas, etc. beginning with agenda item submittals due June .30, 2015. Please submit your items to Katherine Peters. Lindsey Ballard will be replacing Connie, therefore the monthly accomplishments for compilation of the County Administrator's Report to the BOCC. should be sent to Lindsey Ballard. Further, if you have not already done so, please make sure you fill out, sign and process the attached "Monroe County Purchasing Authorization Form." Department Heads are authorized to sign up to $5,000. Once this form is processed, the County Administrator's office will no longer need to approve purchases for less than $50003 Tina Boars is working on an amendment to the Purchasing Authority to reflect the new organizational chart that will be reviewed and approved by the BOCC. Once that is completed, purchasing limits may be increased for Department Heads, F. Pnrcha sing Andurrip. Purchaung Authority is defied as signature venficanon of original m%vwmg for rectept of tilt odnied goods or servaces fier payment by Purcha5c Order, AtAt Ons, or other fiscal d&nmifflts- Unless speafically ambwurd by wdu=ce, all Rounacls, however htled — Mrmamdum of Agmmmat. Agrc=xw, f4eE=:w&— of Undemanding, Contract etc — shall be 2pprowd by the Board off ty Commissioners I In order to en=r pmper fiscal control, purchaning, authority firal be limited to the County Ads tor. Deputy County A(Imm, tor, Pmrlusmg Dwwor, Division Directors. =it Drparwmf Director. unless a despare is approved and authorized by the County Admimiamus- of Deputy County Administrator Ile County A dmm, Do ofand Dvpx7 County Admicastrator shall have authority to sip requests to ls=hase up to S49,999-99 The Purchasing Dircdor and Dismiss Directors shall up off on all, purchase orders and aball have authority to sign purchase orders up to S125-000 vridusur the Administrator or Deputy Administrator signatures. "NAT TO DO? PLIRCHASINGALIM0 Ln7ELS (WHOAFFIDDITSIVANS) FOR TOTAL DOLLAR AUOrST IRI - of 00 Dachm Ordw VWt "quuvd Dqurbama Ormuz cc thin d&UPM $1.0mol -Scosom NoDam RKwa w Purcanst *:= wrm= at DVW=&= DUKM any *kccV= to ft'dwUng. SaspWAD RAqwu m Pwthaw fAm Amu; uvh mv 0) w P=dkeong DuK= wd Dmum mwe wrows Wxa Damn w Awwx*stod by DVKW*WY SAS, WOAI $49.9"co R"afta to Packala to= son Wok nro o 5 *1 Cooney Ad==UWW mly UW* WrAm pme quitt. KATW�q Deparnam wiR ialku hko �a cmVmLmm wab so* Partha t 350,00OZOANDOVER coupenave Bid pmas Once Base p- app-mi req-md- C--wA by rEDO-7::: Comasy momme. at wpoommed by th 4 I look forward to a smooth transition and appreciate your cooperation. Please do not hesitate to contact me if you have any questions, thoughts, etc.