official minutes of marion county of county ......july 14, 2015 marion county of county met in a...
TRANSCRIPT
Official Minutes of MARION COUNTY
OF COUNTY COMMISSIONERS
July 14 2015
Marion County of County met in a workshop session am on Tuesday July 14 2015 in Commission chambers at Marion County
Complex in Ocala Florida
Upon roll call the following members were present Chairman Stan McClain Vice-Chairman Kathy Bryant District 2 Commissioner David Moore District 1
Carl Zalak 4 and Commissioner Earl Arnett District 5 Also were Clerk David Ellspermann and County William
The meeting opened with the Pledge of Allegiance to the Flag our Country
==L= - Budget Director Michael Tomich presented the following documents a 4 budget workshop which listed dates and times for department to their proposed budget a 5 page handout entitled Marion County Board of County Commissioners Adjustments - Budget 2015-1 and a page document Marion of County Commissioners
Workshop shy Budget Overview noted copies of Proposed Line Fiscal Year 201 6 Marion County Board of County Commissioners
u~gtcu Budget Fiscal 15-16 and Proposed Capital Improvement Program Year 201516 - 201920 were provided at the regularly schedu Board of County
Commissioner (BCC) on June 16 201 Mr Tomich referred to the 5 page handout entitled Marion County Board of
County Commissioners Adjustments - Budget 2015-16 noting adjustments are to Board action the budget was previously proposed in as well as changes States which are already in
Mr Tomich referred to the Marion County Board of County Commissioners u~gtu Budget Overview - Discussion Items handout noting the cover page listed
items to be discussed in this mornings presentation Page 1 compared upcoming fiscal (FY) calculated Rolled Back millage rates and proposed tax clarified that Rolled Back rate is millage rate that will provide the amount of ad
revenue next as was levied in the FY Mr Tomich Rolled rates are slightly below the rates due an in
property values throughout all jurisdictions the calculations utilized are by State law and allows for growth in the through new construction or
other properties added to roll 2 shows a comparison of a simple majority maximum and proposed tax
Mr Tomich advised of legislation that allows a maximum millage that local governments can levy based on a simple majority noting the proposed millage rate will $47852468 the maximum millage rate would allow for by simple majority
In to Moore Mr advised that the rate for Multiple Service Taxing (MSTU) for Law can still adopted with a
majority vote since aggregate of all tax is below the maximum levy
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July 14 2015
3 contains graph comparisons of the Countywide taxable property value millage and property levy for FYs through 201 6 proposed Mr Tomich commented on the decline in property tax that began in 2008-09 but
has been a slight in values beginning in FY 2014-15 Countys has remained relatively flat approximately mills since 2008-09
however millage rate as proposed will that for a total Countywide levy of mills and generate approximately $65000000 in ad valorem revenue
Pages 4 and 5 provide an of the budget of 039 of a mill millage for the General Fund which along with the in taxable property values (around $18 million) will generate approximately $74 million in additional revenue Mr Tomich provided an overview of the by side risons from the adopted FY 2014-15 budget at 319 mills to the proposed 2015-16 budget 358 mills with revenues on the top half of the pages expenditures on bottom advised that with of Marion County Office (MCSO) which includes a 3 percent pay increase no other County department or Constitutional Officer included salary in their proposed budgets Mr Tomich that increases in expenditures for Constitutional except for Sheriffs department are due to the in retirement and healthcare for He addressed
increase of $1 million in and referred 1 of the 5 handout entitled Marion County Board of County Commissioners Budget Adjustments shyTentative Budget Fiscal 2015-16 noting the Fund for Contingencies - Proposed Budget reflects recent of the BCC including the of an Environmental Services Manager for the and Recreation Department for a savings of $63080 a transfer from Solid Waste to the General Fund in the amount of $3841 for the Supervisor of Elections equipment an 008 increase in adopted Florida Retirement System (FRS) contribution at a cost of 1 the Southeastern Livestock Pavilion (SELP) grant in the amount of $696980 approved as part of the Florida State budget an increase in taxable values over estimated values in the amount of $162488 reclassification a Outreach Coordinator to a Cooperative ExtensionsState County employee in the amount of $4762 as well as the adjustment of the Motorola payment for the Public radio system in amount of $244201 Mr Tomich stated the Fund for Contingencies currently reflects an additional $14 million over proposed budget
In to Chairman McClain the leasepurchase agreement for of Elections voting equipment has the County making its payment in
201415 which will impact the budget noting the arrangement has the County making its first payment back to Solid Waste Fund in FY 201516
Mr Tomich referred to 5 of the Budget Overview handout and of a error Changes in I noting the
third item down should read County Attorney not Emergency Services that the largest offsetting impact of the proposed increase the aggregate
would be lack of Fund Carry Forward In to Commissioner Zalak Mr Tomich clarified that the largest impact outside of actual increases in expenditure requests was reduction in Fund Balance Carry Forward which was utilized to balance
budget in prior 6 an analysis of the proposed budget increase of mill for the
Fine amp Forfeiture Fund from 053 mill to mill Mr Tomich noted increase is attributable an increase in expenditure
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July 14 2015
Page 7-eontains several graph comparisons of the Countywide taxable property value millage rate and property tax levy for the MSTU for Law Enforcement over the past 10 years Mr Tomich stated there have been slight increases in the millage rate since FY 201314 including the proposed increase for FY 201516 from 347 mills to 384 mills which will generate a total of $41000000 He referred to page 8 which shows the analysis of the proposed budget change in millage rate for the MSTU for Law Enforcement and advised that total expenditures and required Reserves will increase the millage rate by 037 of a mill
Page 9 contains several graph comparisons of the Countywide taxable property value millage rate and property tax levy for the Fire Rescue and EMS Fund which is proposed to remain at 077 mill The increase in property values will generate approximately $400000 in property tax revenue and bring the Fund total from $81 million to $85 million
Page 10 shows a brief comparison analysis regarding the average tax levies for single family properties noted the top of the page reflects the proposed Countywide millage rate as well as the proposed millage rates for the MSTU for Law Enforcement and Fire Rescue MSTU The analysis reflects an increase in the Countywide millage rate of 041 of a mill and an increase in the MSTU for Law Enforcement of 037 of a mill The Countywide average taxable value for all single family properties (homesteaded and nonshyhomestead) went from $67927 in FY 2014-15 to an estimated $70444 in FY 2015-16 for an increase in property value of $2517 Applying the millage rates of the current year and the proposed millage rates for the upcoming year to their respective values will result in an average increase of $76 in the tax bill The average increase in the total tax levy for homesteaded single family properties will be $61 Page 11 shows a similar analysis for 9 property categories including single family homes (with and without homestead exemption) warehouses restaurants financial institutions manufacturing hotels and department stores and their respective proposed tax levy increase
In response to Commissioner Bryant Mr Tomich advised that the comparisons reflect ad valorem taxes only and do not include special assessments
Pages 12 and 13 contain several graph comparisons of the taxable property value millage rate and property tax levy for the Marion Oaks MSTU Mr Tomich stated the millage rate is proposed to remain the same at 102 mills however the MSTU was in a deficit spending mode He opined that by FY 2017-18 there will be a need to increase the millage rate from 102 to 178 mills in order to keep recurring revenues up to the level of current expendituresgt noting the maximum levy for this fund is 30 mills
Pages 14 and 15 contain several graph comparisons of the taxable property value millage rate and property tax levy for the Silver Springs Shores Special Tax District which is at its millage cap of 30 mills as provided for in the Ordinance
Page 16 shows several graph comparisons of the taxable property value millage rate and property tax levy for the Hills of Ocala MSTU for Recreation
Pages 17 and 18 contain several graph comparisons of the taxable property value millage rate property tax levy and financial forecast for the Rainbow Lakes Estates (RLE) Municipal Service District (MSD) Mr Tomich opined that the millage rate would eventually need to be increased from the current 225 mills to the maximum 30 mills by FY 2019-20 in order to maintain the level of service (LOS) in that fund
Page 19 contains several graph comparisons of the taxable property value millage rate and property tax levy for the RLE MSTU and page 20 provides a financial forecast for the RLE Community Resource Facilities MSTU Mr Tomich noted the millage rate will
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July 14 2015
eventually need to be from the current 047 mill to 065 mill by FY in order to maintain the LOS in that fund
Page 21 an overview of the revenue adjustments going from taxable property values provided by the Property Appraisers Office on June 1
the recently July 1 2015 Certified Taxable Property Values the 95 funding level
Page contains a comparison of General Fund for FY 2006-07 through 2014-15
Cent Sales Mr Tomich advised that to the retirement there is an increase in revenue of $15 million for FY 201 5 and an itional $15 million FY 2015-16 for a total increase in revenue of $3000000 into the fund
In to Commissioner Bryant Mr Tomich stated projected growth rate is approximately 4 (2 inflation and 2 long population growth)
Page 23 contains information regarding other various fuel and State Operating Revenue for the Transportation Fund which are revenue amounts do not include amounts that were shared with municipalities in previous years He advised that this particular revenue source has corne down from its in FY 2007-08 and remained flat These are pennies gallon and no inflationary impact (price per gallon)
Chairman McClain thanked Mr Tomich and his
IrlrlCIC shy Interim County Administrator William G Kauffman presented a small spiral bound document entitled Proposed 201 6 Detailed by and provided a overview of Countys overall proposed for FY 201 He advised that County Commission departments have met the challenge from the Board to present a flat budget this year which was accomplished by a combination of the increase in property values tax revenues and reductions employee expenditures Mr Kauffman stated several key elements in reduction of budgets include from the community service home improvement partnership programs parks
services and public safety noted some of the cuts may several of the provided by the County Mr Kauffman advised that County departments utilize a combination of revenues reduction in to absorb increase in employee healthcare compensation and retirement costs estimated approximately $1 million for 6 He noted the document presented
spreadsheets department expenditures part of the process also out 7 Request for Proposals (RFPs) to consider the possibility of privatizing certain including the Neuter Commuter Fire apparatus and maintenance Fire ambulance and services Marion County Jail maintenance Countywide road grating inter-facility special standby ambulance services and Countywide tree trimming services
Mr Kauffman advised that the should received an email yesterday from Procurement Services Director Susan Olsen providing a summary of the from the RFPs
Commissioner Zalak out Mr Kauffman reiterated that are no salary increases included the budget
however is funding in the budget for proposed paramedic salary increases as provided to Union
Commissioner Zalak returned at 946 am
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5 July 14
Commissioner Moore out at 946 am Mr Kauffman clarified that no additional funds were set in the FireRescue for firefighter salary therefore the Board will either have move funds
around to accommodate increases or increase the budget for that should the choose allow pay increases In to Commissioner Mr Kauffman stated $600000 originally
set for the Southeastern Pavilion (SELP) project was returned to the General Fund when the grant was received
Commissioner Moore returned at am (Ed Note The Deputy Clerk did not receive a copy of the email Procurement
Olsen for the record)
- Interim County Administrator Kauffman appeared to review the departments proposed budget for FY 2015-16 (page 34)
were Manager Chris Office Fiscal Director Governmental Affairs Jeannie Rickman Office of Strategic Services and Information Manager Hernandez Office of Public Information
Mr Kauffman stated this department salaries operating costs for County Administration Office of Strategic Office of Public Information and the
of Fiscal Review budget reflected are related to healthcare insurance as well as 3 salary increases as approved by the last year along with the adjustment in the County Administrators contract
It was the consensus of the Board that there are no further issues to with regard to County Administrators budget
=====-=-L=- - Mr Kauffman appeared to review the proposed 6 budget for Department 1 Courthouse Security 26) He advised
that Statute the County is responsible to provide facilities (maintenance security etc) for the Marion County Courthouse Mr Kauffman noted Giddens Security Corporation has been contracted to provide armed and unarmed security services for the Courthouse has kept cost for consistent since the original bid provided in FY 2009 noted in April 2015 Giddens requested a Consumer Price Index (CPI) rate of 3 which was approved by the
It was the consensus of the that there are no further issues to with regard to the Courthouse Security budget
=L===-=--L=--=- - Mr Kauffman appeared to review the proposed FY 201 6 budget for Department 5200 Public 144) He that this department provides and operating costs for the Assistant County Administrator (ACA) of Public and Administrative the Business and Communication Liaison as well as 1 Administrative Staff Assistant
It was general consensus of the Board that there are no further to discuss with regard to Public budget
=====-=-t=-= - Mr Kauffman appeared to review the proposed 2015-16 budget for Department 1020 Industry Development (page He advised
that $700000 in new funding was added to Economic Development Financial Incentive Grant (EDFIG) and $500000 was added to Economic Development Infrastructure Grant
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July 14 2015
(EDIG) for 2015-1 addressed line item 101 Aid to Organizations noting staff anticipates the increase in fu will be needed for upcoming AI- previously approved
In response to Commissioner Zalak Mr Kauffman the total obligation for this fund is $1 million for 5-16
Mr Tomich advised there are additional obligations in future years as well In to Commissioner Zalak Mr Kauffman commented on a previous
discussion in regard utilizing some EDIG monies for the Horse Park turn project He to line item 101 Contract - Other - Misc in amount of $165000 noting funds are available in the event consultant services are for future (Le Community Redevelopment Areas (CRAs) but noted those funds can be moved if necessary
In response Chairman McClain Mr Kauffman advised that Operating Company Ansafone Communications Carriers and Hotels are some of the organizations that receive funding from line item 01 Aid to Private Organizations
Mr Tomich clarified that the line item all payment obligations through 2015-16
It was consensus of the Board are no issues to with regard to Industry Development budget
rces Director Amanda Tart Risk and proposed FY 201 6 budgets for
Department 2520 Human Resources Department Employee Health Clinic and Department 2555 and Benefit Also present were Risk amp Services
Sheri Wiley and Clinic Supervisor Robarge RN Ms addressed proposed 201 16 budget for Department
Human (page 82) In to Chairman McClain Ms Tart that the
11 Professional in the amount of is due to Florida requirements for the County to perform 2 background screenings for firefighters She the increase to line item 552106 Computer in the amount of $37500 noting the departments software provider (Alliance) is requiring an update to
system being bought out by another company (HR2 Results) which has gone a web based platform
Commissioner questioned increase to line 51 01 Regular amp Wages the amount of $288887 Ms the amount includes the 3 increases approved by the BCC year She ltgt11011 the increase in line item 555520 Training amp Ed Program amount of includes the Countywide tuition reimbursement program
Fiscal Manager Chris Kirbas referred line item Training amp Education noting County actually $1504 in 2014-15 not
Commissioner Zalak questioned how much training is involved with the new software program Ms Tart that staff been working closely with the Information Technologies (IT) and the provider noting the cost of training is included in software She there is no for licensing or maintenance the new program
Ms Robarge reviewed the proposed 201 6 budget for Department Employee Clinic (page She advised of an increase in item 534101
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Contract - Misc from to $53535 Ms noted the lab previously utilized by the department bought out and was an increase in lab services by new provider
Ms Wiley reviewed the proposed 2015-16 budget for Department 2555 and Benefit (page 617)
Commissioner Zalak questioned departments depreciation expense in FY 2014 Mr Tomich advised that those figures come from Auditors financial
from a mod ified basis to a full and Countys not include
only the capital incurred for the purchase of equipment general consensus of Board that there are no further issues to
discuss with to the Human Employee Health Clinic and Risk and Benefit Services budgets
===~=I - Procurement Services Director Olsen appeared to review the proposed FY 2015-16 budgets Department 2530 Procurement Services and Department Medicaid HospitalsNursing Homes amp Contract Manager Procurement was also present Ms presented a 2 page handout which compared provided by County versus the cost to privatize services (ie Neuter Commuter Jail maintenance road grading
Ms Olsen the FY 201 6 budget for Department Procurement Services (page 84) commented on 116 Operating - Computer Hardware in the amount of $3000 noting need to replace computers Ms Olsen addressed 555501 Training amp Education in the amount of $3000 noted a slight in line item 554201 ampMemberships in amount $1 for the agency commodity as well as National purchasing organizations
In Commissioner Moore Ms Olsen stated in line item 534101 Contract - Other- Misc from in FY 2014 down to $100 for FY 201 16 is due to paying off the initial purchase for the contract management software noting there is a charge of $100 annually for maintenance
In response Commissioner Moore Ms Jayne advised line item 549125 Other Current - Disputes in the of $1006 for 14 was utilized to reconcile credit and the department not budget any this line item for FY 201
Ms Olsen the FY 201 6 for Department Medicaid HospitalsNursing (page 159)
In response to Chairman McClain Ms Olsen stated the Countys portion of mandated Medicaid payments are paid directly by the Finance Department
Mr Kauffman opined that the Countys portion of Medicaid HospitalsNursing Homes is a liability will continue to
It was the consensus of that there are no further issues to discuss with regard Procurement _nHr~c budget
There was a recess at 1 0 11 a m The at 1019 am with all members present
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July 14 2015
iIdggsectsectampQlli-ffi~lDr]Y - County Attorney Matthew Minter appeared to review the departments proposed budget FY 2015-16 31) He of the for 2 additional full equivalents noting the County Attorneys Office will utilize
old County Attorney Library to one new attorney one assistant Mr Minter referred to line item 544101 Rentals amp - Equipment in the amount $16000 noting the $2000 increase will cover the cost of a copy machine for the new attorney He addressed for an additional attorney due to the increased workload especially in relation to zoning building Mr Minter commented on savings to the County by handling as much of the process in-house as possible
In response to Commissioner Zalak Mr Minter opined that the addition another attorney will reduce the for outside He stated new attorney will also allow the County Attorneys Office the time to review and update County Ordinances
Chairman McClain thanked Mr Minter for the he provides BCC It was the general consensus of Board that are no further questions in
regard to County Attorney
There was a recess at 1 am The meeting reconvened at 1 am with all present
====~=t - Growth Director Martsolf to review departments proposed budget for FY 2015-16 for rrrncnT 2730 Planning
Zoning 103) and Department 3440 Code (page 1 Administrative Manager Suzanne DiPietro was also
Mr Martsolf that the department was able reduce its $170579 primarily as a of the reorganization plan which resulted in a $89600 personnel reductions were with the of 2 Enforcement that will replaced by a lower pay
000 was with the elimination of 1 new request referred to line item 101 Machinery and Equipment in the amount of $1 905 which will provide the department with 5 new laptops as well as a new noise meter
Mr Martsolf advised a decrease of $41180 in Enforcement abandoned and vacant property re-registry
In response to Commissioner Mr Martsolf advised Strategic Resource Manager Kevin Smith as well as Senior Planner Kimberleigh (Kim) Dinkins work
with Department of Environmental Protection (DEP) in regard to water planning projects for the County noted staff will holding one-on-ones with Commissioners to go over upcoming projects placed in a water planning document
It was general consensus of the Board that there are no further v to with regard the Growth budget
Development Executive Director Loretta Shaffer aPJ)eared to review departments proposed budget FY 2015-16 (page 280) She noted Tourist Development Council (TDC) approved proposed budget on May 14 201
Ms Shaffer the OcalaMarion County Visitors and Convention Bureau (VCB) team continues to more efficient fiscally responsible with collections noting to VCB bed tax collections are $900484 with an additional 3 months of
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July 142015
collections remaining for FY 2014-1 Since 2012 the department has been operating a programmed plan to the fund balance to achieve the Strategic goals
that were forth by the and TOC for the organization Prior to the implementation of the Plan the fund totaled almost 2 pennies worth of bed tax collections which was banked and not utilized to further the mission of the organization The current plan fund balance use is and moving forward with the department operating on a revenueexpenditure
Ms Shaffer referred to line item 01 Contract - Other Misc in the amount of $1 686 which decreased by 100 from previous by removing the Outside Tourism Marketing line item in the amount of 100 However line does a Group Technological Platform line item in amount $20000 for website to develop a that allows operators wholesalers book travel with industry partners advised that line item 548101 Promotional Activities decreased by $18102 however it absorbed line item 582101 Aid to Private Organizations in the amount of $80000 This was in an effort allow the team to remain competitive in a paced RFP environment with a smaller in comparison to competing destinations The will still continue to bring all funding
uests to the for final approval per the recommendations made by the Ms stated Media Plan is budgeted $300000 which will come out of
the current budget and not use Carry Forward as in previous years is also funding in the amount of $34905 that will be provided to the County Parks
Department On May 14 2015 the directed remove as its own line item Promotions blend the amount into the overall sports funding line item that is currently at $115397 proposed change if approved by the BCC will the sports funding portion line item 101 Promotional Activities to $150302
Ms Shaffer noted there are no additional in the proposed budget stated VCB is once reflective achieving an integrated with all marketing
and sales initiatives to further advance tourism in OcalaMarion County Shaffer advised current revenues are $900484 for FY 2014-1 which is only $45552 from the end year goal with 3 months remaining in collections noting the total current roIE~CtE~a amount is $947036
In to Commissioner Zalak Ms Shaffer clarified that it was TOCs recommendation to blend for $34 for County and sports
line item 548101 Promotional Activities It was the general consensus of to concur
Commissioner Bryant advised that she staff prepare 2 different so that the Board could discuss departments direction in relation to the possibility of increasing tax noting County seen an in revenues as well as increased funding requests to the TOC expressed concern that the department will run into deficit spending which will force the County to cut back on some of its marketing Commissioner Bryant opined that marketing been working to draw visitors to Marion County through different sporting events eco-tourism
Ms presented a 3 page handout entitled TOC Approved Grant Expenditures 2014-2015 a 5 page handout entitled Proposed 3rd Penny Budget for Consideration a 5 handout entitled Proposed Budget for Consideration
a 6 page handout entitled Proposed 4th 6th Penny Budget for Consideration - Marketing a 6 handout entitled Proposed 4th 6th Penny Budget for Consideration
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July 142015
- Both Bonded a 12 handout entitled Marion County Florida Visitors and Convention Bureau a 10 page handout entitled Impact Signature Event HISE Program and a small spiral bound document entitled Marion County Tourist Development (Tourism Fee)
Ms Shaffer noted the handouts reflect various options for increasing the current 2 Development Tax also known as the tax
Chairman McClain commented on the Return on Investment (ROI) for funding requests noting if the event does not require visitors to stay in a then the County
collect tax to fund events He opined it is the responsibility the BCC ensure the events funded heads in noting only half the people that Marion County stay night Chairman McClain stated if the department is looking for him to support an in the tax staff to provide information as to how each event will increase occupancy He questioned at what occupancy do hoteliers determine when they need to add on more rooms or build another hotel (eg
occupancy) Commissioner Bryant advised that any event the TDC awards funding to is based
on in beds and organization has to provide information showing it goal Chairman McClain opined that parameters to be set and goals to be
similar to requirements established for grants Commissioner Moore commented on a previous request for staff bring back
tangible tax data as it relates to bed tax Manager Chris Kirbas that in to Tangible Personal Property
Tax there are 3 codes that affect tourism 1) hotelsmotels 2) restaurants and 3) shopping facilities stated staff works with Property Appraisers to determine on the values of those properties how much money the County actually in levied Mr Kirbas advised the total value of TPP in Marion County for 2014 was $1 billion noting the total value for those 3 codes was just over $177000000 He the taxes levied hotelsmotels were $170142 restaurants $411034 and shopping was just over 4 million
Commissioner Moore requested staff provide the total tangible that would ICHIltn if the BCC approved the 3rd 4th and 6th Mr stated he will provide that information to Commissioner Moore
discussion ensued Chairman McClain stated there is more to the goal than increasing funds
noting there is an opportunity to create an investment matrix that will attract more events and incentivize private sector invest more money into projects
Commissioner concurred that a matrix needed to help the County achieve its goals
General discussion resumed Commissioner Bryant expressed concern that without the 3rd penny bed tax
department will able to fund some of events that proven to put heads in beds in the past
In response to Commissioner Ms advised that out of $586000 that will generated from the 3rd penny tax $400000 will be allocated specifically to high impact signature events (H $100000 will be allocated into media plan and $86000 will back for Forward for FY 201 6 as recommended by Countys Fiscal She to the handout entitled High Impact Signature Event HISE Program Guidelines noting a HISE is defined as an event attracting
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July 1 2015
national andor international audiences consecutively or as a collective of a high event To funding support as a HISE a separate application summary form proposal must be prepared as the competitive award cycle
In to Commissioner Zalak Sales and Operations Manager Sky Wheeler VCB stated approximately $150302 is proposed for sporting of which $125500 is already committed for the upcoming FY She noted that the Shows in the Sun (HITS) will coming forward with an itional request for which will over extend the current sports funding portion Promotional by approximately $25000
if County reallocated funds generated from a will the County obligated to pay the City of Ocalas portion of shared Ladies Professional Golfers Association (LPGA) Coates Golf Championship) Commissioner Bryant that is a question to be answered by the Legal department
General discussion ensued Chairman McClain questioned the VCB will have enough staff to manage
3rda $500000 in its budget Ms stated the for penny tax increase call for another employee however if the the 4th or penny there is a for an
Arnett commented on importance of building up reserves for future projects
Commissioner Zalak addressed the importance of working with the City of Ocala with regard to high impact signage)
It was the general consensus of the Board to direct staff to ule a workshop in order to a matrix for the 3rd funds as well as anticipated infrastructure
In to Commissioner Mr Tomich advised that typically the County is only allowed reserve up to 30 of Balance but is unsure whether there are any for Tourist Acts He primary concern is putting the to use in a timely fashion noting precludes local governments from stockpiling funds
Chairman McClain clarified it is the consensus of the Board to direct staff to schedule a workshop in August (after meeting on August 1 2015) to present information in form of a matrix on how the VCB will utilize the generated by the proposed penny bed tax to increase staying overnight during the off-season
bring back a matrix for 6th penny consider
with that is the County can only have a specific amount of
It was consensus of Board that there are no further questions in regard to the Tourist Development Department
There was a recess at 11 37 am The resumed at 1 pm with all present except
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July 14 2015
has 5 he will BCC on projects department is budget is
A bid was on the Beltway uncn
hoped that the will be brought the Board on August 4 2015 which will put construction around the middle or end of August the northern is out to bid and will be open as of of next week and as discussed at the last BCC meeting the Horse Park turn will appear on the August 4 2015 The Agenda Item regarding the Park turn lanes will ress funding from Transportation Impact
District 4 if the budget is monies are in the Economic Development Incentive Grant (EDIG) Fund a budget will be done next to move that funding to the EDIG The Park turn
August 4 2015 Agenda for approval and will be added approved list of for next year The Park will be doing the design and obtaining the permit which they anticipate having everything ready by the end of this fiscal so it is possible that it can be out to bid in October for construction
Chairman McClain stated his understanding was that were going to look Capital Improvement Plan (CIP) or something as it to the Horse
noting Mr was going to what be money for the Park turn lanes was from Impact Fund Mr noted the 49th project was at the Board noting allocated for rights-of-way (ROW) acquisition At this point $300000 was taken from 49th Avenue but if the EDIG can used when the approves that budget then it will revert back He advised that mentioned 3 projects in the Transportation Improvement Plan that could and opined that 49th Avenue is the best option
Mr Bouyounes introduced Deputy County Engineers Atwell and Tracy who will review departments budget for 6 for Department Water Resources Department (page Department 41 Property amp Services (page 1 Department 4130 Construction 20 Gas Tax Department 4121 Transportation Department (page 212) Department 3390 Water Program Department (page 460)
Ms Straub advised that Department 2715 Water Department which has one employee is a General Fund and can be found on page 99 of the budget book
Commissioner Bryant returned 1 38 pm Ms Straub the budget as proposed is 235 years
and does contain the With lacoochee Regional Water Supply Authority (WRWSA) membership found in line item 554201 amp Membersh in the amount of $64116 and is a per capita assessment that changed from assessment value of $019 per capita but the amount has slightly
Commissioner Moore questioned line item 531109 Professional noting $53000 was spent and the proposed budget is in the amount of $78750 Ms Straub stated that is where the department been paying their water supply feasibility work they are under with Devo Consulting She noted money was moved in the line last year through amendments make that happen however that project is coming to a close
Mr Atwell addressed Department 4145 Property amp Engineering which has 2 employees is funded by the Fund and can be found on 133 No
Page 540 Book U
July 14 2015
significant changes have been made to Person Operating or for the FY 15-16 A decrease in spending is noted in the proposed budget of 1
Commissioner Moore questioned line item 531109 Professional Services which was $0 in 2014 but proposed budget is in amount Mr
that $1750 spent so year Mr stated the Services Contract Services items are used when dealing with
surplus properties or coming to the County where the department sometimes to care of them mowing taking care of buildings or improvements etc)
He noted funds are not always used but the money is there just in case arise Chairman McClain questioned where monies from foreclosed propertiesbank
are located in budget Mr stated those are treated as Revenue dollars offsets a portion In
McClain Mr by law have used to offset of Code noting their expenditures exceed that amount but it
is not specifically earmarked or set aside Mr Atwell addressed Department 4130 Construction-
has no employees is funded by the Gas Tax and can be found on fund road and traffic materials for County work forces
rnl~11 under this fund include limerock concrete sod striping materials light traffic signals
Atwell Department 4121 Department which is also Gas Tax and can found on proposed includes an
approximate decrease of 1 from the FY 14-15 Some of the significant personnel include a total 3 reclassifications change in job responsibilities at a
salary of $7182 as well as a new position with a salary of $31 due to increased workload which was during the planning workshop
Chairman McClain questioned the Transportation Contract Compliance position (page Mr Atwell position is involved with assembly
books processing as they are from the are also very with local program (LAP) which virtually has millions of dollars of aid and construction funds from the Florida Department of Transportation (FOOT) The position is also involved with audits field interviews opportunity documentations as required amount of material submitted to has significantly
since he started with County about 7 ago Ms Straub commented on the capital portion of the budget noting during the
planning session one of the key was the of the vehicle and replacement keep the staff equipment replaced a of $15 to $25 million year
in to keep a stable as well as keeping the equipment in operational condition The budget Board in the Capital line item 564101 Machinery and Equipment is proposed in amount of $13 million (page 218) however staff has worked with the Fleet Management Department and are now recommending further reduction to that budget of about $400000 by removing the Motor in the amount of $205183 and Widener in amount of $194931 In so doing additional monies need to to the repair contract line items In talking to
in mechanical such staff is looking to move $40000 into line item RepairsMaint - Management to cover additional repairs for those units and move the remainder slightly more than $360000 into line item
u 541
July 14 2015
01 Contract - Misc to toward contract work in particular focusing on the long line trimming efforts
In response to Chairman McClain Ms commented on long line tree trimming effort which is a big undertaking the department has further and further behind She more work is in this effort to keep it in a more routine fashion which will a lot to get caught up as they are far behind
General ensued Chairman McClain questioned what is included in line 534101 Ms stated that item the crossing
shredding for repeater installation ROW (for larger department cannot remove) as well as AITCgt
disposal (for oil grease and spill material) Chairman McClain inquired if the $360000 will be spent in next year
Ms Straub stated the amount will be as they will hit all quadrants Commissioner questioned the cost per mile Ms Straub stated did not know the per mile cost at time Mr Bouyounes noted the last time the long line trimming was done was over 2 He stated staff can provide that information to the Board
a later In Commissioner Ms Straub vendor looked each actual see the coverage they will take money
and accomplish as much as possible General discussion resumed Chairman McClain requested staff provide a report as to how much time money
and equipment is allocated to the long line trimming Ms Straub she did not have that number time but can report that information to the
General d resumed Commissioner Zalak Mr Bouyounes stated can provide a
amount of over the last five for long line trimming both and Commissioner if staff is
aware of what the Utilities (private utilities) will doing Mr Bouyounes that the Utilities did notify but it is a short however crews try avoid trimming along power lines and on other areas
General d continued Chairman McClain stated he was having a hard time giving the department another
$360000 when it is spending almost $2000000 on this work Mr Bouyounes the $360000 would go toward long line contract type work not
house tree trimming work Ms Straub noted that Marion County is a heavily treed county McClain that he will a decision today
Commissioner commented on compressed replacements where they will located Ms one of pickup trucks will Road Maintenance Supervisor (RMS) who is assigned to North but regularly runs to Fleet and the main headquarters Mr Atwell stated 2 CNG trucks will go the Engineering and Traffic 1 truck will be for the Traffic Supervisor and the other truck is for the ROW Inspector Also a replacement sign truck for Traffic will be a CNG truck Mr Bouyounes noted employees put a lot of miles on the as they drive throughout the County_
inquired if any vehicles at can be replaced CNG and the vehicles in other areas that are not near a
fueling station Mr Bouyounes stated will have to work with explore
542 Book U
July 14 15
idea Mr Kauffman questioned whether the Board wanted Ms Olsen to address the 2 Chairman McClain stated there was no to ress the this time
noting he may a question in general to RFPs Chairman McClain the $359000 is an enhancement the budget versus
what has occurred over last years as it to trimming He advised that is having with putting dollars into the budget however may be some opportunities exist that staff has not fully explored (eg working with power companies to costs) Mr Bouyounes stated staff can look at as the money will remain in fund balance Chairman McClain concurred
Commissioner Zalak inquired if can also provide information as to how far behind the long line trimming is and exactly what that $360000 can do when they bring back the report as requested earlier Mr Bouyounes stated in general the Transportation Departmentffransportation Maintenance Fund is not short on work in field as there are many maintenance that need to taken care stated will check on the trimming bring back some recommendations so Board can see where they have been and what they have so far and if there are any other opportunities with power companies then can bring forward a comprehensive plan
Chairman McClain staff to go ahead and the 2 vehicles out and switch around the budget In response to Mr Bouyounes Chairman McClain stated he is okay with moving the $40000 clarified that he is to doing what staff asked Mr Tomich stated to specific 2 vehicles been eliminated with $40000 for
Management about $360000 in Chairman McClain stated the 000 will go into their Contract Services budget Chairman McClain if there is a higher priority where this money can be
Mr Bouyounes commented on the major issues the department with on a regular basis as drainage pothole patching shoulder widening care of side of the and trimming
Commissioner Zalak commented on making sure is enough money in the material supply side (Iimerock) when doing contracted grading maintenance to crown dirt Mr Bouyounes stated it is part of the 20 Gas Tax budget as earlier by Mr Atwell In response Commissioner Zalak Mr Bouyounes every time they grade they are making improvements noting there are over 400 miles of dirt
to deal with but only about are on a routine Ms Straub stated graded roads cost about $700000 $800000 year and time material is added more money is on those dirt roads which is a significant portion of budget for such a small number of roads as compared to overall road network Commissioner Zalak questioned if County is fixing the problem noting some dirt roads better than others
General discussion Ms add Department 3390 Stormwater Program Department which
is funded and can found on 460 Staff is recommending one personnel change add a temporary seasonal employee a Summer I The budget is strategic plan focused the department really tries to concentrate its efforts on the maintenance installers which is under Capital Outlay (page 463) item 563101 Improvements Other than Buildings in the amount of $5888445 Continued efforts to reconstruct and remediate stormwater systems for both water quality
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July 14 2015
and quantity can seen under line item big are identified in the Stormwater Improvement Plan (SIP) that comes before the each Also as a result of watershed management program the department a Capital Projects Privatization (CPPR) which all of to be worked on (from maintenance to capital) and is a living document that staff continues to assess watershed by watershed reprioritize based off its findings and as new findings which built into 5-Year The other item is the public education plan which staff will bringing to Board in September or early October 201
Chairman McClain noted that a little more money was to be budgeted under item 563101 and questioned if staff is on track to continue to spend this kind of money
in that budget over the next several years Ms Straub that Stormwater Engineer Gail Mowry has an excellent job at laying out a plan She opined that department will hit the $5000000 mark this year from the budget much of which is capital work and they are aiming to grow that (by projects not money) and year
Chairman McClain to Stormwater Improvement projects in the amount of $3122880 and questioned how many are included in that Ms Straub it is miscellaneous projects which includes anything from swales digging a retention pond She commented on a project list this that shows construction costs that range from $10000 to $500000 In response to Chairman McClain Mr Bouyounes the items are identified in the SI
Chairman McClain if the County is due for any big map updates in future Ms Straub in to mapping staff is in the midst of doing a Emergency Management Agency (FEMA) update right now and are waiting on Staff wants to address City of changes believes that FEMA wants to wait to include that information before moving forward they do not want to have it as an amendment but actually want to incorporate it into update County staff been told anywhere from AugustSeptember to of the
Chairman McClain commented on the Countys watershed management asked if it is something is doing on a regular basis or on 4 to 5 year life cycles that
updating Ms Straub advised that all the big watersheds are being out and at maintenance maintenance are small most of that work will done
Chairman McClain if once the maps are done is it just a of keeping them updated Stormwater Engineer Mowry stated that is correct noting the Watershed Management Program is done in to all of modeling so for the most part every watershed has a 100 year model event for then staff moves into water quality portion and the capital projects reports all of which was brought in internally Staff basically has a long range to do and incorporate into the 5-Year Staff is not doing any more Flood Insurance Rate Maps (FIRM) than the 2015 ones they are currently doing
Commissioner questioned line 552108 Operating Supplies in the amount of $17625 (page 460) Ms Straub stated and control supplies which include silt fencing and mulch as well as office supplies such as DVDs memory sticks for the camera field log books flagging stakes and water quality sampling equipment are purchased from this line item Commissioner Zalak asked if the big drivers are fencing and mulch outside office supplies Ms stated the erosionsediment control is big ticket item which runs $15000 and the sampling equipment is $1275
Commissioner Zalak questioned line item 1 Training Education in the
Page 544 Book U
July 14 2015
amount of Ms Straub advised that a slight change is Training and as the has not kept up with a items and is of online Computer-Aided Design training which 000 FOOT is no longer doing some classes for so the department is now having to pay some of items The remainder is for the continuing education that has been consistent In response to Commissioner Zalak Ms Straub that the department looks to 1 person CAD certified Ms Mowry stated there are 7 CAD users in the group and the on training course is $1 for 5 peoplepositions noted they can potentially downsize and use numbers with multiple people however the Geographical Information Systems person is supposed to cross-trained to sometime this year
projects on in the amount of by the end of Ms Mowry stated
Ms Straub stated the will not be finished construction bythe end however funds are allocated and a contractor is brought on board but
construction can be carried on into fall Ms Mowry clarified the bulk of projects on the list are currently in design or will be coming before the at the first meeting in August (August 42015)
discussion ensued to Chairman Mr Kirbas stated purchases to
date is $180505 in regard line item 561101 Chairman McClain asked if will be OU(la9tea forward in Ms Straub stated earmark that is IfI~nI1 noting Ms Mowry ROW Manager Shawn Hubbuck of upcoming
Zalak commented on the monster water pipe by Silver Springs and inquired as what the red light means Ms Straub stated it means the pump station is not properly working Ms Mowry advised that for some reason that pump station seems to be very susceptible to lightening it was thought to during this last repair however light still triggers on a fairly basis She that if the red light is on the pump is turned off Ms stated the pump is working but chambers are collecting sediment Ms Mowry concurred clarified that pump is water on other but chambers are still collecting In response Commissioner Zalak advised that FOOT is taking care of the pump station
Commissioner Zaiak inquired as to what will happen to pumping station when the road is widened Mr Bouyounes the 4-lane project was considered during the design of the pump station which will not be impacted by the improvement noted the will occur on the north side of the pump station
Commissioner Zalak questioned line item 525101 Unemployment Compensation in the amount of $3000 Mr Bouyounes this is an item that has no value in budget and it is unknown as when it is neE~aE~a
It was general consensus the that are no further issues to discuss with the County budgets
BudgetsUtilities - Marion County Utilities (MCU) Director Flip Mellinger appeared to review proposed FY 201 6 budgets for Department 7130 Utilities - Customer Service (page 594) Department 40 Utilities - Water Operations (page 598) Department 71 Utilities - Water Maintenance (page 601) Department 7150 Utilities
Book U Page
July 14 2015
Wastewater (page 604) 7155 Utilities Wastewater Maintenance (page and Department 7160 UtHities shy Engineering Construction (page 610) ACA was also present
Commissioner Zalak noted the Unemployment Compensation is to in line 526101 as Other Employment in the amount of $5665 (page
594) Mr Mellinger this is an item that is required by the Clerks Finance Director John Garri that OPEB is by the Governmental Accounting Standards Board calculate noting an Actuary is hired to calculate
value as it on overall financial unfortunately Enterprise it has to be the fund is basically of the health
insurance that the County provides to a reduced group is referred to as the implicit rate Although the County is essentially not fund say there is a subsidy that the Board provides the by allowing them to their health insurance at the group The County was required to calculate that value and start recording it on the statement a couple of years ago He noted the pension one will be coming up and will be booked as an expense For governmental funds that will be entity wide level and will not affect the budget however it will
the funds Mr Mellinger addressed MCUs as presented to
demonstrate and is about $87500 than last year without considering and debt When considering and debt budget it is
considerably less year because funds have been previously allocated to capital projects and expended project funds will be carried over into the About $19000000 is currently in the CIP and allocated toward projects and as the year rolls on those funds will draw down on payment to contractors and the balance will be carried forward on active
The budget a reclassification a Assistant I to a Assistant II (page 596) as it is a continuous revolving Commissioner questioned the overall turnover Mr Mellinger stated in 4 years MCU an overall turnover rate of 46 is quite high
The proposed includes replacing 10 of MCUs 72 vehicle at a cost of about $382000 $385000 was to purchase a Vac-Con Truck so no pickup trucks were replaced cycle has to be started as no pickup trucks been replaced
2007 MCU intends to spend about $400000 per year Also 9 computers are included in the have been by Information Technology (IT) as needing to be An additional $69 million (approximately) is planned for capital
the which are mains that will run from Golden Ocala to 200 and to the Oak Run collection system MCU to begin the design for of the Marion Regional Water facility The pressure for future projects including alternative water supply development drives
need for another rate increase in 2016 Mr Mellinger he had several proposals he would like to talk to the Board
about and inquired if are any questions Chairman McClain commented on operating budget for and wastewater
to line 534101 Contract Other - Misc of approximately $350000 questioned if those funds are meter reading Mr Mellinger concurred
noting that is down and by this fiscal should be out of the meter reading as pretty much everything has been over to automatic
546 Book U
5
In
July 14
meter which will allow 1 1 vehicle to go around and all of the MCU use have a dump station for vac-con when they were hauling grease and stuff that out of lift stations but since had to stop their use landfill or even haulers will not haul MCU is not able to properly dry material which is not authorized for transport MCU is now hiring American Pipe and Tank to come and pick stuff up or they dump the vac-cons their location which that cost quite a bit this year
Chairman McClain commented on Department 7155 Utilities shyMaintenance line item 534101 Contract - Other shy$161396 (page and questioned how much of is meter reading Mr Mellinger stated none of line item is for meter reading hauling MCU is Solid Waste to haul the the drying wastewater plant item
Misc in the amount
that it is all dumping
commented on 71 Utilities - Customer budget line 101 Contract Serv - Other in the amount of $208773 594) and if this is all meter reading Mr Mellinger stated it is not noting this line item cleaning contract bill printing service certified document shredding etc McClain inquired as to where the reading is in the budget Mr Mellinger reading is currently in 7130 although the cost has reduced money remained in the budget to continue the services for turn onoff since it is than doing so in-house Chairman McClain clarified that the reduction will continue to 7130 budget Mr Mellinger meter reading will remain in the Department 71 budget
Chairman McClain questioned if the treatment plant is Marion Oaks Mr Mellinger
CIP
would eventually per day (mgd) facility when
water reclamation plant is for Marion MCU knew that the Marion to be facility will be a 9 million it is built out which is much larger than Oak Run
Commissioner requested review of Mr Mellinger stated that is part of the noting need to address going for a bond in 16 to take on the debt MCU needs to pay for Marion Oaks Water Reclamation which will also include some improvements to the collection system at CR 484 and 1-75 He noted they have reached a point this has to be addressed as are a lot of entities talking to MCU about The existing infrastructure can handle some more flow but it will not handle all Mr Meflinger stated there is no 1 project that is large enough to take on the cost of infrastructure improvement that is Basically MCU nonc
to install a new main from CR 484 run south along to the nearest point of intersect with and into the lift SummerGlen project can $1000000 There is for anyone entity to pay for to put the money out will later be recuperated in capital to Chairman McClain Mr Mellinger stated an 8-inch main is currently 1-75 which collects (Le all of those motels restaurants etc) noting it still has some capacity but not enough to handle the numbers being proposed to MCU
General discussion ensued to Chairman McClain Mr Mellinger advised that the Bond will
neighborhood of $15000000 $16000000 He stated he would like of a 714 customer system which is 1 of 3
Book U 1 Page 547
July 14 5
owned by Mr deMenzes and is on southeast corner of the City and wraps across the road from MCUs South A purchase price of
$18 million and change has been negotiated that system MCU had Burton amp perform the financial analysis on which will not have any impact
on MCU as the majority of customers aU the way up 14000 gallons per month will see about a $3 month increase by coming to the MCU once above the 14000 gallons per month it is less than a $10 increase up to 20000 gallons and once above 20000 gallons their $539 increment kicks in and start feeling it He noted this
one of the issues Mr deMenzes has with over the past in that he does not rate structure however he one approved that goes into
10000 gallons that will be raised by $050 In response to Chairman McClain stated the purchase price is $1
McClain clarified that of will be to purchase the system lt1ltgt1011 MCU will pay out of Capital currently on hand
that back into Capital Mr Mellinger addressed the high
Mechanics noting this year the Utility turnover Field Mechanics The turnover for 3 He asked that Human for pOSitions and find out where they are people are leaving for more money Mr Mellinger requested permission use up to $75000 of the $87000 in savings this help adjust those salaries to hopefully some of the turnover
Commissioner Zalak inquired if the $87000 savings is all operational Mr Mellinger concurred Commissioner Zalak d staff to bring back a salary study
see if all of the $75000 needs to be spent Chairman McClain directed staff to cond survey noting the Board would like to have the opportunity to discuss the
Mr Mellinger concurred McClain advised that it is the Board at least explore what
475 and 475A noting some properties in that area will require the County will to figure out how to go under
side of opined that the County should it done while going out which will be worked out
Agreements noting will cover the ltgtvrlltgtn
00ltgt discussion ensued Commissioner Zalak questioned how of the Bond money will
Mellinger $12000000 will the Marion Oaks Water 101
which will start out as a 1 mgd facility at a cost of about $12 to Commissioner Zalak Mr Meliginer stated the facility needs
2017 noting the problem MCU has is that it a 220000 gallon plant at -VIYIJ
and flows need to be moved south I of building a plant at Golden right now MCU looked at where the best place to build a plant was and determined that Marion
is place Rather than spending $12000000 at Golden Ocala and another $12000000 at Marion Oaks that will be in 5 years MCU can go ahead spend the money down there and put $5000000 into a pipeline that will take from Ocala to Oak Run take Marion Oaks and SummerGlens flows of Oak Run put them back at the Marion This also gives MCU ability
Oak Run Marion vice-versa as well as run flows back Golden Ocala and MCU will want to
Book U
5 July 14
build a plant at Golden it is just the timing right now and the Marion Oaks plant is the better option of the effluent disposal opportunities even though Ocala has a commitment of 2000000 gallons of effluent that can be taken for golf course or whatever however it is unknown if Golden can get a consumptive use permit (CUP) for that amount however Golden Ocala a commitment for water that they have to on so that MCU can move flows away in to save money Eventually MCU may go and put in plant but they want
membrane that was built at Salt Springs to more comfortable with which a much smaller footprint it is believed that a
facility can be put that will be less General discussion In response to Zalak Mr Mellinger Trilogy is starting to build
homes which is driving MCU to do something now the Golden Ocala plant does not have enough capacity to take care of development Trilogy Mr Mellinger stated MCU has the Capital in its rate sufficiency analysis which is programed in so they knew they were going to to spend it they also revenues that would received and the capital will be returned with the charges it also the added customer that supports long term It will have a impact on MCUs without that northwest area In reply to Commissioner Mellinger advised that City Ocala is not a Wholesale Agreement
General Commissioner questioned how MCU is on bad debt Mr Mellinger they are still in the of making telephone and pleading with customers
as well as sending noting the customers are obviously cut off He noted the collection agencys success is not as great as one would think Mr Mellinger CTOlTtgtro
the success rate of collecting on bad debt is around 20 eventually reaches a point where it is written off advised that the County Attorney is currently reviewing proposals noting one proposal is to start placing a lien on property so that the debt can
recovered once is sold General
commented on MCU a charge even services are looking at a new some of those assumptions
are built in and from a policy standpoint if the County continue down that path or explore different opportunities He commented on bonding process and what the County has committed to as as a rate solidifies that so a choice cannot be Commissioner Zalak did not necessarily want to into a new Bond with the same presumptions if it can avoided Mr Bouyounes that the new Bond will assume what the County in the Ordinance Commissioner Zalak stated the Board should consider any to the Ordinance prior to bonding Mr Mellinger it may be a bank loan rather than a Bond Chairman McClain it is a good discussion to have at a later date Mr Mellinger commented on concerns by Burton amp in
to options General Mr Bouyounes if the Board wanted to the bonding at the next
strategic planning It was the general consensus of the Board to concur Mr Mellinger questioned if Board wanted a report from Burton amp Associates prior to the planning session Chairman McClain clarified that direction is that the Board wants explore this thought as it relates to the Bond Mr Mellinger suggested that he
Book U Page 549
July 14 2015
wait to see how fast he can get something from Burton amp Associates and then schedule a workshop Commissioner Zalak recommended that the Board look at the Ordinance and consider the options while they have the opportunity Mr Mellinger briefly commented on the base charge
Mr Garri commented on a legal issue in regard to the Reimbursement Resolution document which the Board will have to execute in order to take Bond proceeds if a bond is taken and reimburse prior expenses before the date of the Bond issue He clarified that MCU cannot start spending money now thinking it will get reimbursed unless a Reimbursement Resolution is in place which is something the County Attorney will have to prepare In response to Chairman McClain Mr Mellinger stated he understood what Mr Garri said as well as what the Board wants to discuss
Clerk Ellspermann requested an update from Mr Mellinger on returning deposits or hookup fees that is of concern to the Auditors Mr Mellinger stated he is aware that the Auditors are concerned about that money but it has not been the highest priority until this year He advised that he asked Customer Service amp Billing Manager Nancy Jarvis to drop everything and dedicate her time toward working on that list noting it is not an easy process Mr Mellinger gave his commitment that the task will be completed by the end of the calendar year December 31 2015 so that it hopefully will not go into next years audit
It was the general consensus of the Board that there are no further issues to discuss with regard to the MCUs budgets
Chairman McClain directed staff to take a comprehensive look at CR 484 purchase of the deMenzes system salary study and go ahead and start putting the timetable together for the Bond or bank loan Mr Mellinger noted that he shared the Rate Sufficiency Analysis with the Board this year
Commissioners Bryant and Moore out at 304 pm Chairman McClain advised that the Board will deviate from the schedule and
consider the MSTU budget next Commissioner Moore returned at 305 pm
BudgetsDistrictsSubdivisions - Municipal Service Taxing Unit (MSTU) Director Teresa Darnell appeared to review the departments proposed budget for FY 2015-16 for Department 4155 MSTUAssessments (page 135) Department 4156 MSTU Assessments - PA (public assistance) (page 137) Department 4600 Road Assessments (page 220) Department 4320 Marion Oaks Recreation (page 330) Department 8100 Silver Springs Shores Recreation Facility (page 339) Department 8110 Silver Springs Shores Street Lighting (page 343) Department 8200 Hills of Ocala Recreation (page 350) and Department 4930 Marion Oaks MSTU for General Services (page 476) ACA Bouyounes was also present
Ms Darnell stated Department 4155 MSTUAssessments budget found on page 135 is pretty straight forward and proposes the elimination of 3 Staff Assistant positions and create 2 new Assessment Specialists positions as previously discussed She noted the Community Services Department has taken over the low income assistance program which was also previously discussed The MSTU Department also handles postage for 30 or so County Departments and that responsibility will be shared between the Administrative Staff Assistant and the Assessment Specialist I position An Advisory Board seminar will be held in November of 2015 for new members
The MSTU is fully staffed at this time with 3 Project Coordinators Pete Hodges
Page 550 Book U
July 14 2015
who has been with the County for over 10 years Richard McClean who was previously with the OCE Stormwater Division and the 3rd Project Coordinator was brought on board and is new Marion County The department is a behind on projects and currently more than a dozen inspections which will responded to as as they can now that they are fully staffed
Commissioner Bryant at 308 pm Ms stated department is working toward greatest level
they can The first new project petitions are out for Turning Hawk which are on August 212015
Chairman McClain inquired as to the number projects MSTU is currently working on have out or are in construction Ms Darnell she not have
number in front of her but noted the department has more than a requests that they are now inspecting and preparing estimates for which not include ongoing and Municipal Service Unit (MSBU) projects noted that petitions for Turning Hawk are out right now and everything is in and they know Hgt they stand final public hearings are scheduled week Silver Springs
is a maintenance project will be brought to the Board A Change (CO) was recently approved for Marion Oaks to another 15 The Department is also getting ready to go to bid on Silver Springs Shores which is a little more than 14 miles
Darnell Department 4156 MSTUAssessments which is low income assistance program and can be found on page 1 is proposing to
that budget from $25000 to $20000 and will be going the Community Services Department noted 29 applications have been received so far this but the deadline is not until August 28 2015 year $25000 was budgeted $18000 was used
Chairman McClain asked if this budget will continue leaving Department 4156 with or move it Community at some point in the Mr Kauffman stated
is agreeable moving the budget to Community Services Chairman McClain advised that this budget will not next r
Ms Darnell Department 4600 Road Assessments found on page noting that number came way down this year from what it was last but upon review of list of it was realized that many of them had already failed petition one of which was handled privately through a homeowners association (HOA) list was pared down what might happen however it is anticipated that number will due to amount of inspection requests
Darnell Department 4320 Marion Oaks and can found on page 330 noted that Mr Tomich presented them with a financial forecast
shows they are in good until 2018 Ms Darnell commented on the improvements playground improvements possible parking expansion resealing of the courtyard basketball courts and a storage building) which the Advisory Board is exploring A conceptual drawing a proposed park was prepared by DirectorLandscape Architect Jim Couillard where that goes remains to be seen as it has a lot to do with property values and collections
Commissioner Zalak if the improvements is just money that has not yet been allocated to a Ms Darnell stated that is correct
Ms Darnell this department has 1 vacancy for a part-time Recreation Aide interviews have conducted but they have secure for the primarily due to drug testing
Book U Page
July 14 2015
Chairman McClain inquired as to line item 564101 Machinery and Equipment for a golf cart in the amount of $8000 (page 332) Marion Oaks Building amp Ground Supervisor David Pierce stated it is an estimated costs for a motorized golf cart instead of an electric one which is about $1500 more than the traditional golf carts
Ms Darnell along with Chairman C J Hagins Silver Springs Shores Special Tax District Advisory Council appeared to address Department 8100 Silver Springs Shores Recreation Facility which can be found on page 339 Approximately 50 of the staff is retirement eligible The facility is aging and needs some attention It was recently learned that the Youth Center restrooms will require upgrades to become compliant IVIs Darnell noted they have met with Facilities Management Director Andy Race who suggested that the work itself will be about $25000 and an architect will be needed which will cost approximately $25000 so they are guesstimating the cost to be around $50000 Problems exist with the Youth Center pool deck that is settling and the parking lot is crumbling and is in bad condition The advisory board is leaning toward adding some computer labs in both the Community Center and Youth Center surplus computers that were upgraded this year can be used She advised that she met with IT to obtain cost estimates and opined that both can be done for about $5000
Ms Darnell noted this department has 3 vacancies the office is currently staffed by a Spherion Staffing Services person (temporary person) and a Recreation Aide is out with an injury as well as upcoming vacations She advised that she may also be monitoring at the pool this weekend Risk Management recommends certified lifeguards at the pools Silver Springs Shores has 3 swimming pools and national standards require 1 lifeguard per 50 occupants The swimming pools are currently operated with no lifeguards on duty and signage states that fact pool monitors are simply there to monitor as they are not certified Red Cross Lifeguards Staff has been used as monitors however some are not comfortable watching 50 people and feel they can only handle 25 Ms Darnell stated it has been her goal to keep all 3 pools operational and open on the weekends
Ms Darnell stated she would like to bring forth an Agenda Item in the near future to downgrade the Youth Recreation Specialist position (page 341) to a Recreation Leader II position which is more in line with the Parks amp Recreation Department this position can train up to become a Recreation Manager in the succession plan She further commented on reclassifying the General Maintenance TechLifeguard by splitting the position to a Building and Grounds Technician which will then free them up to add another part-time seasonal certified lifeguard With 3 lifeguards during the summer months it will allow for 1 full time lifeguard to work year round at the heated pool and the summer pools can be staffed with seasonal lifeguards
Ms Darnell advised that she spoke with Mr Couillard about partnering with the Parks amp Recreation Department and bringing some programs to the Youth Center She stated the Youth Director recently resigned and took a position at The Villages noting there are lots of openings
Commissioner Zalak inquired as to what the recommendation is at this point Ms Darnell opined that there could be a benefit to the citizens of Silver Springs Shores if the Community Center and swimming pools were under the Parks amp Recreation Department simply because it is a recreation facility however she does not know if they are considering this idea but there is a need for partnering
Commissioner Moore commented on the library in Silver Springs Shores Mr Hagins advised that he attended the residents meeting last night and noted one group is
Page 552 Book U
July 14 2015
generally the idea the Youth He stated are going move forward with getting in the Youth as well as the Community Center Commissioner Moore if books will moved into the Youth Center Mr Hagins it is possible Ms Darnell advised that there is a Library in the Community however children are not allowed
Commissioner Bryant commented on having Parks amp Recreation taking this over and inquired if it would still fall MSTU as as funding Mr Bouyounes noted positions from MSTU will to that facility guidance management will the Parks amp Department instead of the MSTU Department if that is direction the Board wants to go Ms Darnel stated it may be something to explore in a workshop at a later
General discussion ensued Commissioner Zalak opined that Ms Darnell to get with the Director
to figure out how to make some those mechanical pieces work they [Parks] already expertise on it is to recruit people over the summer makes no sense MSTU and manage element He recommended bring back a proposal as to how to transition working with advisory council
Chairman McClain commented on the staff positions just addressed noting the budget number staff will have to change Ms Darnell concurred and that she will bring those numbers forward in an Agenda Item the pay 13 position will be downgraded which will up funding for the seasonal position
the Maintenance TechnicianLifeguard would with no pay change as it will still be a pay 5 She budget will be minimal
Commissioner Zalak suggested staff meet with Parks Department and aHow them to look this over as well noting they may need with the Parks classifications in the transition than what is here today It was the general consensus of the Board to concur Mr Bouyounes opined that if this is on the 4 2015 Agenda and approved by the then it can in the Chairman McClain it can be included the budget with the change made
Commissioner Bryant noted Department 811 Silver Springs Street Lighting found on page 343 contains only 1 line item
Ms Darnell addressed Department 8200 Hills of Ocala Recreation which is a community park (passive park) with a meeting facility and can be found on 350 The advisory board is looking to their tennis They wanted to purchase some toddler playground equipment but are with the so they are looking new fiber around existing playground as well as replacing some benches and do some minimal other than that this budget has not The facility is currently rented by a church that has some property on CR 484 where they will building a facility so some of the rental income will be lost in future There does not seem to be any room for expansion on collections as it is pretty much a passive
Ms Darnell along with Advisory Board Chairman Levengood 4930 Marion MSTU for which can
Darnell advised Department experienced a high turnover rate currently has 4 She stated would like to bring forth an agenda item to eliminate a part-time Maintenance nician position reclassify
Book U 553
July 14 2015
Maintenance Mechanic a Medium Equipment position in staff to all maintenance responsibilities of the (page 477)
there has not been much discussion they would also like to going from 4 1 hour days to 58-hour days Currently are 2 crews one is working Monday through Thursday and is working Tuesday through Friday Going 58-hour days would not require having Supervisor staff for 2 different crews as 1 Supervisor could be Monday thru Friday Ms Darnell stated will have to speak to the HR Director about this change to see if this will be a more way to those crews
employees involved another is Marion Services
Board is asking for a salary increase for Superintendent Sloan in the amount of $3934 this is not a reclassification but a 95 request based on fact that they took over maintenance of waterfall 2 years and Ms Sloan 17 years of service with the County In response to Commissioner Bryant Ms Darnell advised that the increase is not included in the budget
In response to Commissioner Ms Levengood to the d of advisory board and stated is to in the operation of
make recommendations capital expenditures staffing and
expansions She that from the first budget that Marion Oaks Advisory Board originally prepared in March to the one the is looking at $300000 was cut from the budget and considerably lowered noting they are not yet done As Ms Darnell stated the advisory board recommended moving a part-time employee to a vacant full time position delete the part-time position which resu another savings of approximately $16000 The advisory board is also recommending reclassification of a position for the waterfall which will provide savings of $9500 total over approximately $25500 from what is before the today
Ms Levengood noted that Ms Sloan has been with Marion Oaks Services MSTU almost 18 years and is too humble to ask for a raise The number workers has from 4 to 9 as well as the amount of equipment with 90 the equipment maintenance being done Transportation assumed maintenance of Units 9 6A 6B 11 and 12 along with the other 7 Units Ms Sloan maintains for a total of about 350 which is an 118 miles just in last few years With BCC approval the board has added the waterfall which Ms Sloan also oversees
of of responsibility by Marion Oaks MSTU General Services and facts they are the raise in to the for the position be for Ms Sloan who is an exemplary that and beyond on a daily
Chairman McClain inquired if position should reclassified in order provide a raise for Ms In response to Commissioner Zalak Ms Darnell stated the pay increase was not included in the budget because she was advised to bring it to the workshop
Zalak noted it is somewhat confusing as Board Policy that adviSOry boards are not to direction employees or playa role in personnel nltgtT stated the two are different Policy is for advisory members not to direction to as to what to or not do on a day-to-day however part of their duties is to a budget and present
Page 554 Book U
July 14 2015
it to the BCC stated advisory board has every right to present a recommendation to the BCC
discussion Chairman McClain stated the Board should give them some direction as to whether
or not the position should reclassified or advise if this is okay for the advisory board to do this going forward
Mr Tomich advised that as far as is concerned it not really deal with individual employees but a time where the rd will determine recommendations that a given of position or position responsibility is appropriate to the job When the discussion turns to performance an individual in a position or whether that person doing something that is over and the of that it a matter of personnel or looking at the position itself He expressed concern with trying to do employee reviews and salary adjustments for performance as part of budget process
Chairman McClain of whether the Board considers pay adjustments during the budget mid-year or it is normally through a reclassification because more responsibility has generally been taken on by an employee It was noted that Ms Levengood Ms Sloan has certainly taken on more responsibility The BCC would prefer to consider salary adjustments as a reclassification He this is a preliminary budget workshop and suggested advisory board work with Ms Darnell
In response to Chairman McClain Mr Bouyounes noted the has a Superintendent which may be a little different in responsibilities commented on the need to capture all responsibilities addressed with HR to look job description and bring a recommendation to the BCC Chairman McClain stated tile Board would be more comfortable with a reclassification
Mr Tomicl1 stated not to specific to this issue but wanted to point out overall budget not quite $800000 in revenue and is relying on Fund Balance year He noted more than $450000 in is proposed and $400000 in operating expenditures so they will be looking at an adjustment in the assessment that area as soon as next to maintain this level of
o or~ discussion ensued Mr Bouyounes suggested bringing all those positions with a reclassification as
an agenda item for approval which will then be reflected in budget irman McClain stated jf want to do a reclassification of a position can go and
with HR present Board discussion Ms stated did not for a She advised that she does not
more positions noting the part-time employee was previously eliminated and she can work without that being changed to a full time employee Ms Darnell the position is still in budget even though it has not been filled or being advertised Chairman McClain asked if this is the General Maintenance Technician position Ms Darnell concurred In response to Chairman McClain Ms Darnell stated the position is the budget however it is Ms Sloan clarified 3 positions are open that they will filling Ms Darnell that is noting another Maintenance Technician position is also open (vacant)
Chairman McClain directed staff get with and bring back a reclassification sometime during the budget process for discussion as it relates to the budget
Book U 555
July 14 2015
Commissioner questioned the deficit next year (FY 17-18) and the millage rate Mr Tomich stated it is a fixed parcel of $30 per lot which is a levy
this point of $798000 although that full amount will not be collected something less $800000 will be collected Commissioner Zalak questioned how much in reserves
is being used today Mr Tomich advised the Carry Forward is showing at $461000 and Reserves are $205000 and approximated that over $100000 in Reserves are being
In response to Commissioner Ms clarified that the parcel vary and is for mowing and lighting and $50 for residential
for commercial and $20 condominiums for road improvements stated does not have a copy of the Ordinance with her and that it not state a maximum Commissioner Zalak it is still a deficit of $100000
Mr Tomich opined that one of the first is to look realistically which vacancies are being maintained and delete positions if that is what it takes to balance the budget It was general consensus of Board to concur Mr Tomich noted that in 2014 the actual expenditures were $700000 If 2016 is going a whole lot different than 2014 they may need a more realistic budget that can show they can operate within current -
Chairman McClain reiterated that and the advisory board have work do He them to meet with HR to address the reclassification and bring a
recommendation back to the Board It was the consensus of the Board that are no further questions in
regard to MSTU Department Commissioner Bryant out at pm
======-== - Solid Waste Director Mike appeared to review departments proposed budget for 2015-16 for Department 4230 Solid Waste Disposal (page 582) Department Solid Waste Collection (page and Department Solid Waste Recycling (page 589) introduced Operations Manager
Starkey and Budget amp Administration Coordinator Ronald Crews (who remained 0011 in the audience) ACA Bouyounes was also present
Mr Sims that Solid Waste Department is made up 3 Divisions Department 4230 is Disposal Division which basically runs the Landfill the old landfills and transfer station operations as well as all of the facilities Department 4250 is the Collection Division which also contains Litter Control Enforcement and Department 4270 is the 18 Recycling that out and around the County He provided a recap of some of departments accomplishments in the last year as a slight increase of 133000 tons of disposal waste into landfill which is over 127000 received the previous year
Commissioner Bryant returned at 348 pm Mr Sims continued recapping accomplishments noting a slight in
customer counts utilizing the Baseline Landfill facility as well as Recycling Centers by over visits department also a County recycling of completed building Newton Recycling Center and remediation project by installing a closure cover and stormwater collection system on the landfill started Davis Landfill water line extension the public drinking water system noting there are other associated programs with project and they are now trying to acquire enough ROW to move that project forward Funding in the upcoming budget will with the
556 Book U
July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
Book U Page
July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
II
July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
Book U 561
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
July 14 2015
3 contains graph comparisons of the Countywide taxable property value millage and property levy for FYs through 201 6 proposed Mr Tomich commented on the decline in property tax that began in 2008-09 but
has been a slight in values beginning in FY 2014-15 Countys has remained relatively flat approximately mills since 2008-09
however millage rate as proposed will that for a total Countywide levy of mills and generate approximately $65000000 in ad valorem revenue
Pages 4 and 5 provide an of the budget of 039 of a mill millage for the General Fund which along with the in taxable property values (around $18 million) will generate approximately $74 million in additional revenue Mr Tomich provided an overview of the by side risons from the adopted FY 2014-15 budget at 319 mills to the proposed 2015-16 budget 358 mills with revenues on the top half of the pages expenditures on bottom advised that with of Marion County Office (MCSO) which includes a 3 percent pay increase no other County department or Constitutional Officer included salary in their proposed budgets Mr Tomich that increases in expenditures for Constitutional except for Sheriffs department are due to the in retirement and healthcare for He addressed
increase of $1 million in and referred 1 of the 5 handout entitled Marion County Board of County Commissioners Budget Adjustments shyTentative Budget Fiscal 2015-16 noting the Fund for Contingencies - Proposed Budget reflects recent of the BCC including the of an Environmental Services Manager for the and Recreation Department for a savings of $63080 a transfer from Solid Waste to the General Fund in the amount of $3841 for the Supervisor of Elections equipment an 008 increase in adopted Florida Retirement System (FRS) contribution at a cost of 1 the Southeastern Livestock Pavilion (SELP) grant in the amount of $696980 approved as part of the Florida State budget an increase in taxable values over estimated values in the amount of $162488 reclassification a Outreach Coordinator to a Cooperative ExtensionsState County employee in the amount of $4762 as well as the adjustment of the Motorola payment for the Public radio system in amount of $244201 Mr Tomich stated the Fund for Contingencies currently reflects an additional $14 million over proposed budget
In to Chairman McClain the leasepurchase agreement for of Elections voting equipment has the County making its payment in
201415 which will impact the budget noting the arrangement has the County making its first payment back to Solid Waste Fund in FY 201516
Mr Tomich referred to 5 of the Budget Overview handout and of a error Changes in I noting the
third item down should read County Attorney not Emergency Services that the largest offsetting impact of the proposed increase the aggregate
would be lack of Fund Carry Forward In to Commissioner Zalak Mr Tomich clarified that the largest impact outside of actual increases in expenditure requests was reduction in Fund Balance Carry Forward which was utilized to balance
budget in prior 6 an analysis of the proposed budget increase of mill for the
Fine amp Forfeiture Fund from 053 mill to mill Mr Tomich noted increase is attributable an increase in expenditure
530 Book U
July 14 2015
Page 7-eontains several graph comparisons of the Countywide taxable property value millage rate and property tax levy for the MSTU for Law Enforcement over the past 10 years Mr Tomich stated there have been slight increases in the millage rate since FY 201314 including the proposed increase for FY 201516 from 347 mills to 384 mills which will generate a total of $41000000 He referred to page 8 which shows the analysis of the proposed budget change in millage rate for the MSTU for Law Enforcement and advised that total expenditures and required Reserves will increase the millage rate by 037 of a mill
Page 9 contains several graph comparisons of the Countywide taxable property value millage rate and property tax levy for the Fire Rescue and EMS Fund which is proposed to remain at 077 mill The increase in property values will generate approximately $400000 in property tax revenue and bring the Fund total from $81 million to $85 million
Page 10 shows a brief comparison analysis regarding the average tax levies for single family properties noted the top of the page reflects the proposed Countywide millage rate as well as the proposed millage rates for the MSTU for Law Enforcement and Fire Rescue MSTU The analysis reflects an increase in the Countywide millage rate of 041 of a mill and an increase in the MSTU for Law Enforcement of 037 of a mill The Countywide average taxable value for all single family properties (homesteaded and nonshyhomestead) went from $67927 in FY 2014-15 to an estimated $70444 in FY 2015-16 for an increase in property value of $2517 Applying the millage rates of the current year and the proposed millage rates for the upcoming year to their respective values will result in an average increase of $76 in the tax bill The average increase in the total tax levy for homesteaded single family properties will be $61 Page 11 shows a similar analysis for 9 property categories including single family homes (with and without homestead exemption) warehouses restaurants financial institutions manufacturing hotels and department stores and their respective proposed tax levy increase
In response to Commissioner Bryant Mr Tomich advised that the comparisons reflect ad valorem taxes only and do not include special assessments
Pages 12 and 13 contain several graph comparisons of the taxable property value millage rate and property tax levy for the Marion Oaks MSTU Mr Tomich stated the millage rate is proposed to remain the same at 102 mills however the MSTU was in a deficit spending mode He opined that by FY 2017-18 there will be a need to increase the millage rate from 102 to 178 mills in order to keep recurring revenues up to the level of current expendituresgt noting the maximum levy for this fund is 30 mills
Pages 14 and 15 contain several graph comparisons of the taxable property value millage rate and property tax levy for the Silver Springs Shores Special Tax District which is at its millage cap of 30 mills as provided for in the Ordinance
Page 16 shows several graph comparisons of the taxable property value millage rate and property tax levy for the Hills of Ocala MSTU for Recreation
Pages 17 and 18 contain several graph comparisons of the taxable property value millage rate property tax levy and financial forecast for the Rainbow Lakes Estates (RLE) Municipal Service District (MSD) Mr Tomich opined that the millage rate would eventually need to be increased from the current 225 mills to the maximum 30 mills by FY 2019-20 in order to maintain the level of service (LOS) in that fund
Page 19 contains several graph comparisons of the taxable property value millage rate and property tax levy for the RLE MSTU and page 20 provides a financial forecast for the RLE Community Resource Facilities MSTU Mr Tomich noted the millage rate will
Book U Page 531
1
July 14 2015
eventually need to be from the current 047 mill to 065 mill by FY in order to maintain the LOS in that fund
Page 21 an overview of the revenue adjustments going from taxable property values provided by the Property Appraisers Office on June 1
the recently July 1 2015 Certified Taxable Property Values the 95 funding level
Page contains a comparison of General Fund for FY 2006-07 through 2014-15
Cent Sales Mr Tomich advised that to the retirement there is an increase in revenue of $15 million for FY 201 5 and an itional $15 million FY 2015-16 for a total increase in revenue of $3000000 into the fund
In to Commissioner Bryant Mr Tomich stated projected growth rate is approximately 4 (2 inflation and 2 long population growth)
Page 23 contains information regarding other various fuel and State Operating Revenue for the Transportation Fund which are revenue amounts do not include amounts that were shared with municipalities in previous years He advised that this particular revenue source has corne down from its in FY 2007-08 and remained flat These are pennies gallon and no inflationary impact (price per gallon)
Chairman McClain thanked Mr Tomich and his
IrlrlCIC shy Interim County Administrator William G Kauffman presented a small spiral bound document entitled Proposed 201 6 Detailed by and provided a overview of Countys overall proposed for FY 201 He advised that County Commission departments have met the challenge from the Board to present a flat budget this year which was accomplished by a combination of the increase in property values tax revenues and reductions employee expenditures Mr Kauffman stated several key elements in reduction of budgets include from the community service home improvement partnership programs parks
services and public safety noted some of the cuts may several of the provided by the County Mr Kauffman advised that County departments utilize a combination of revenues reduction in to absorb increase in employee healthcare compensation and retirement costs estimated approximately $1 million for 6 He noted the document presented
spreadsheets department expenditures part of the process also out 7 Request for Proposals (RFPs) to consider the possibility of privatizing certain including the Neuter Commuter Fire apparatus and maintenance Fire ambulance and services Marion County Jail maintenance Countywide road grating inter-facility special standby ambulance services and Countywide tree trimming services
Mr Kauffman advised that the should received an email yesterday from Procurement Services Director Susan Olsen providing a summary of the from the RFPs
Commissioner Zalak out Mr Kauffman reiterated that are no salary increases included the budget
however is funding in the budget for proposed paramedic salary increases as provided to Union
Commissioner Zalak returned at 946 am
532 Book U
5 July 14
Commissioner Moore out at 946 am Mr Kauffman clarified that no additional funds were set in the FireRescue for firefighter salary therefore the Board will either have move funds
around to accommodate increases or increase the budget for that should the choose allow pay increases In to Commissioner Mr Kauffman stated $600000 originally
set for the Southeastern Pavilion (SELP) project was returned to the General Fund when the grant was received
Commissioner Moore returned at am (Ed Note The Deputy Clerk did not receive a copy of the email Procurement
Olsen for the record)
- Interim County Administrator Kauffman appeared to review the departments proposed budget for FY 2015-16 (page 34)
were Manager Chris Office Fiscal Director Governmental Affairs Jeannie Rickman Office of Strategic Services and Information Manager Hernandez Office of Public Information
Mr Kauffman stated this department salaries operating costs for County Administration Office of Strategic Office of Public Information and the
of Fiscal Review budget reflected are related to healthcare insurance as well as 3 salary increases as approved by the last year along with the adjustment in the County Administrators contract
It was the consensus of the Board that there are no further issues to with regard to County Administrators budget
=====-=-L=- - Mr Kauffman appeared to review the proposed 6 budget for Department 1 Courthouse Security 26) He advised
that Statute the County is responsible to provide facilities (maintenance security etc) for the Marion County Courthouse Mr Kauffman noted Giddens Security Corporation has been contracted to provide armed and unarmed security services for the Courthouse has kept cost for consistent since the original bid provided in FY 2009 noted in April 2015 Giddens requested a Consumer Price Index (CPI) rate of 3 which was approved by the
It was the consensus of the that there are no further issues to with regard to the Courthouse Security budget
=L===-=--L=--=- - Mr Kauffman appeared to review the proposed FY 201 6 budget for Department 5200 Public 144) He that this department provides and operating costs for the Assistant County Administrator (ACA) of Public and Administrative the Business and Communication Liaison as well as 1 Administrative Staff Assistant
It was general consensus of the Board that there are no further to discuss with regard to Public budget
=====-=-t=-= - Mr Kauffman appeared to review the proposed 2015-16 budget for Department 1020 Industry Development (page He advised
that $700000 in new funding was added to Economic Development Financial Incentive Grant (EDFIG) and $500000 was added to Economic Development Infrastructure Grant
Book U Page 533
July 14 2015
(EDIG) for 2015-1 addressed line item 101 Aid to Organizations noting staff anticipates the increase in fu will be needed for upcoming AI- previously approved
In response to Commissioner Zalak Mr Kauffman the total obligation for this fund is $1 million for 5-16
Mr Tomich advised there are additional obligations in future years as well In to Commissioner Zalak Mr Kauffman commented on a previous
discussion in regard utilizing some EDIG monies for the Horse Park turn project He to line item 101 Contract - Other - Misc in amount of $165000 noting funds are available in the event consultant services are for future (Le Community Redevelopment Areas (CRAs) but noted those funds can be moved if necessary
In response Chairman McClain Mr Kauffman advised that Operating Company Ansafone Communications Carriers and Hotels are some of the organizations that receive funding from line item 01 Aid to Private Organizations
Mr Tomich clarified that the line item all payment obligations through 2015-16
It was consensus of the Board are no issues to with regard to Industry Development budget
rces Director Amanda Tart Risk and proposed FY 201 6 budgets for
Department 2520 Human Resources Department Employee Health Clinic and Department 2555 and Benefit Also present were Risk amp Services
Sheri Wiley and Clinic Supervisor Robarge RN Ms addressed proposed 201 16 budget for Department
Human (page 82) In to Chairman McClain Ms Tart that the
11 Professional in the amount of is due to Florida requirements for the County to perform 2 background screenings for firefighters She the increase to line item 552106 Computer in the amount of $37500 noting the departments software provider (Alliance) is requiring an update to
system being bought out by another company (HR2 Results) which has gone a web based platform
Commissioner questioned increase to line 51 01 Regular amp Wages the amount of $288887 Ms the amount includes the 3 increases approved by the BCC year She ltgt11011 the increase in line item 555520 Training amp Ed Program amount of includes the Countywide tuition reimbursement program
Fiscal Manager Chris Kirbas referred line item Training amp Education noting County actually $1504 in 2014-15 not
Commissioner Zalak questioned how much training is involved with the new software program Ms Tart that staff been working closely with the Information Technologies (IT) and the provider noting the cost of training is included in software She there is no for licensing or maintenance the new program
Ms Robarge reviewed the proposed 201 6 budget for Department Employee Clinic (page She advised of an increase in item 534101
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5 July 1
Contract - Misc from to $53535 Ms noted the lab previously utilized by the department bought out and was an increase in lab services by new provider
Ms Wiley reviewed the proposed 2015-16 budget for Department 2555 and Benefit (page 617)
Commissioner Zalak questioned departments depreciation expense in FY 2014 Mr Tomich advised that those figures come from Auditors financial
from a mod ified basis to a full and Countys not include
only the capital incurred for the purchase of equipment general consensus of Board that there are no further issues to
discuss with to the Human Employee Health Clinic and Risk and Benefit Services budgets
===~=I - Procurement Services Director Olsen appeared to review the proposed FY 2015-16 budgets Department 2530 Procurement Services and Department Medicaid HospitalsNursing Homes amp Contract Manager Procurement was also present Ms presented a 2 page handout which compared provided by County versus the cost to privatize services (ie Neuter Commuter Jail maintenance road grading
Ms Olsen the FY 201 6 budget for Department Procurement Services (page 84) commented on 116 Operating - Computer Hardware in the amount of $3000 noting need to replace computers Ms Olsen addressed 555501 Training amp Education in the amount of $3000 noted a slight in line item 554201 ampMemberships in amount $1 for the agency commodity as well as National purchasing organizations
In Commissioner Moore Ms Olsen stated in line item 534101 Contract - Other- Misc from in FY 2014 down to $100 for FY 201 16 is due to paying off the initial purchase for the contract management software noting there is a charge of $100 annually for maintenance
In response Commissioner Moore Ms Jayne advised line item 549125 Other Current - Disputes in the of $1006 for 14 was utilized to reconcile credit and the department not budget any this line item for FY 201
Ms Olsen the FY 201 6 for Department Medicaid HospitalsNursing (page 159)
In response to Chairman McClain Ms Olsen stated the Countys portion of mandated Medicaid payments are paid directly by the Finance Department
Mr Kauffman opined that the Countys portion of Medicaid HospitalsNursing Homes is a liability will continue to
It was the consensus of that there are no further issues to discuss with regard Procurement _nHr~c budget
There was a recess at 1 0 11 a m The at 1019 am with all members present
Book U Page 535
July 14 2015
iIdggsectsectampQlli-ffi~lDr]Y - County Attorney Matthew Minter appeared to review the departments proposed budget FY 2015-16 31) He of the for 2 additional full equivalents noting the County Attorneys Office will utilize
old County Attorney Library to one new attorney one assistant Mr Minter referred to line item 544101 Rentals amp - Equipment in the amount $16000 noting the $2000 increase will cover the cost of a copy machine for the new attorney He addressed for an additional attorney due to the increased workload especially in relation to zoning building Mr Minter commented on savings to the County by handling as much of the process in-house as possible
In response to Commissioner Zalak Mr Minter opined that the addition another attorney will reduce the for outside He stated new attorney will also allow the County Attorneys Office the time to review and update County Ordinances
Chairman McClain thanked Mr Minter for the he provides BCC It was the general consensus of Board that are no further questions in
regard to County Attorney
There was a recess at 1 am The meeting reconvened at 1 am with all present
====~=t - Growth Director Martsolf to review departments proposed budget for FY 2015-16 for rrrncnT 2730 Planning
Zoning 103) and Department 3440 Code (page 1 Administrative Manager Suzanne DiPietro was also
Mr Martsolf that the department was able reduce its $170579 primarily as a of the reorganization plan which resulted in a $89600 personnel reductions were with the of 2 Enforcement that will replaced by a lower pay
000 was with the elimination of 1 new request referred to line item 101 Machinery and Equipment in the amount of $1 905 which will provide the department with 5 new laptops as well as a new noise meter
Mr Martsolf advised a decrease of $41180 in Enforcement abandoned and vacant property re-registry
In response to Commissioner Mr Martsolf advised Strategic Resource Manager Kevin Smith as well as Senior Planner Kimberleigh (Kim) Dinkins work
with Department of Environmental Protection (DEP) in regard to water planning projects for the County noted staff will holding one-on-ones with Commissioners to go over upcoming projects placed in a water planning document
It was general consensus of the Board that there are no further v to with regard the Growth budget
Development Executive Director Loretta Shaffer aPJ)eared to review departments proposed budget FY 2015-16 (page 280) She noted Tourist Development Council (TDC) approved proposed budget on May 14 201
Ms Shaffer the OcalaMarion County Visitors and Convention Bureau (VCB) team continues to more efficient fiscally responsible with collections noting to VCB bed tax collections are $900484 with an additional 3 months of
536 Book U
July 142015
collections remaining for FY 2014-1 Since 2012 the department has been operating a programmed plan to the fund balance to achieve the Strategic goals
that were forth by the and TOC for the organization Prior to the implementation of the Plan the fund totaled almost 2 pennies worth of bed tax collections which was banked and not utilized to further the mission of the organization The current plan fund balance use is and moving forward with the department operating on a revenueexpenditure
Ms Shaffer referred to line item 01 Contract - Other Misc in the amount of $1 686 which decreased by 100 from previous by removing the Outside Tourism Marketing line item in the amount of 100 However line does a Group Technological Platform line item in amount $20000 for website to develop a that allows operators wholesalers book travel with industry partners advised that line item 548101 Promotional Activities decreased by $18102 however it absorbed line item 582101 Aid to Private Organizations in the amount of $80000 This was in an effort allow the team to remain competitive in a paced RFP environment with a smaller in comparison to competing destinations The will still continue to bring all funding
uests to the for final approval per the recommendations made by the Ms stated Media Plan is budgeted $300000 which will come out of
the current budget and not use Carry Forward as in previous years is also funding in the amount of $34905 that will be provided to the County Parks
Department On May 14 2015 the directed remove as its own line item Promotions blend the amount into the overall sports funding line item that is currently at $115397 proposed change if approved by the BCC will the sports funding portion line item 101 Promotional Activities to $150302
Ms Shaffer noted there are no additional in the proposed budget stated VCB is once reflective achieving an integrated with all marketing
and sales initiatives to further advance tourism in OcalaMarion County Shaffer advised current revenues are $900484 for FY 2014-1 which is only $45552 from the end year goal with 3 months remaining in collections noting the total current roIE~CtE~a amount is $947036
In to Commissioner Zalak Ms Shaffer clarified that it was TOCs recommendation to blend for $34 for County and sports
line item 548101 Promotional Activities It was the general consensus of to concur
Commissioner Bryant advised that she staff prepare 2 different so that the Board could discuss departments direction in relation to the possibility of increasing tax noting County seen an in revenues as well as increased funding requests to the TOC expressed concern that the department will run into deficit spending which will force the County to cut back on some of its marketing Commissioner Bryant opined that marketing been working to draw visitors to Marion County through different sporting events eco-tourism
Ms presented a 3 page handout entitled TOC Approved Grant Expenditures 2014-2015 a 5 page handout entitled Proposed 3rd Penny Budget for Consideration a 5 handout entitled Proposed Budget for Consideration
a 6 page handout entitled Proposed 4th 6th Penny Budget for Consideration - Marketing a 6 handout entitled Proposed 4th 6th Penny Budget for Consideration
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July 142015
- Both Bonded a 12 handout entitled Marion County Florida Visitors and Convention Bureau a 10 page handout entitled Impact Signature Event HISE Program and a small spiral bound document entitled Marion County Tourist Development (Tourism Fee)
Ms Shaffer noted the handouts reflect various options for increasing the current 2 Development Tax also known as the tax
Chairman McClain commented on the Return on Investment (ROI) for funding requests noting if the event does not require visitors to stay in a then the County
collect tax to fund events He opined it is the responsibility the BCC ensure the events funded heads in noting only half the people that Marion County stay night Chairman McClain stated if the department is looking for him to support an in the tax staff to provide information as to how each event will increase occupancy He questioned at what occupancy do hoteliers determine when they need to add on more rooms or build another hotel (eg
occupancy) Commissioner Bryant advised that any event the TDC awards funding to is based
on in beds and organization has to provide information showing it goal Chairman McClain opined that parameters to be set and goals to be
similar to requirements established for grants Commissioner Moore commented on a previous request for staff bring back
tangible tax data as it relates to bed tax Manager Chris Kirbas that in to Tangible Personal Property
Tax there are 3 codes that affect tourism 1) hotelsmotels 2) restaurants and 3) shopping facilities stated staff works with Property Appraisers to determine on the values of those properties how much money the County actually in levied Mr Kirbas advised the total value of TPP in Marion County for 2014 was $1 billion noting the total value for those 3 codes was just over $177000000 He the taxes levied hotelsmotels were $170142 restaurants $411034 and shopping was just over 4 million
Commissioner Moore requested staff provide the total tangible that would ICHIltn if the BCC approved the 3rd 4th and 6th Mr stated he will provide that information to Commissioner Moore
discussion ensued Chairman McClain stated there is more to the goal than increasing funds
noting there is an opportunity to create an investment matrix that will attract more events and incentivize private sector invest more money into projects
Commissioner concurred that a matrix needed to help the County achieve its goals
General discussion resumed Commissioner Bryant expressed concern that without the 3rd penny bed tax
department will able to fund some of events that proven to put heads in beds in the past
In response to Commissioner Ms advised that out of $586000 that will generated from the 3rd penny tax $400000 will be allocated specifically to high impact signature events (H $100000 will be allocated into media plan and $86000 will back for Forward for FY 201 6 as recommended by Countys Fiscal She to the handout entitled High Impact Signature Event HISE Program Guidelines noting a HISE is defined as an event attracting
538 Book U
July 1 2015
national andor international audiences consecutively or as a collective of a high event To funding support as a HISE a separate application summary form proposal must be prepared as the competitive award cycle
In to Commissioner Zalak Sales and Operations Manager Sky Wheeler VCB stated approximately $150302 is proposed for sporting of which $125500 is already committed for the upcoming FY She noted that the Shows in the Sun (HITS) will coming forward with an itional request for which will over extend the current sports funding portion Promotional by approximately $25000
if County reallocated funds generated from a will the County obligated to pay the City of Ocalas portion of shared Ladies Professional Golfers Association (LPGA) Coates Golf Championship) Commissioner Bryant that is a question to be answered by the Legal department
General discussion ensued Chairman McClain questioned the VCB will have enough staff to manage
3rda $500000 in its budget Ms stated the for penny tax increase call for another employee however if the the 4th or penny there is a for an
Arnett commented on importance of building up reserves for future projects
Commissioner Zalak addressed the importance of working with the City of Ocala with regard to high impact signage)
It was the general consensus of the Board to direct staff to ule a workshop in order to a matrix for the 3rd funds as well as anticipated infrastructure
In to Commissioner Mr Tomich advised that typically the County is only allowed reserve up to 30 of Balance but is unsure whether there are any for Tourist Acts He primary concern is putting the to use in a timely fashion noting precludes local governments from stockpiling funds
Chairman McClain clarified it is the consensus of the Board to direct staff to schedule a workshop in August (after meeting on August 1 2015) to present information in form of a matrix on how the VCB will utilize the generated by the proposed penny bed tax to increase staying overnight during the off-season
bring back a matrix for 6th penny consider
with that is the County can only have a specific amount of
It was consensus of Board that there are no further questions in regard to the Tourist Development Department
There was a recess at 11 37 am The resumed at 1 pm with all present except
U Page 539
July 14 2015
has 5 he will BCC on projects department is budget is
A bid was on the Beltway uncn
hoped that the will be brought the Board on August 4 2015 which will put construction around the middle or end of August the northern is out to bid and will be open as of of next week and as discussed at the last BCC meeting the Horse Park turn will appear on the August 4 2015 The Agenda Item regarding the Park turn lanes will ress funding from Transportation Impact
District 4 if the budget is monies are in the Economic Development Incentive Grant (EDIG) Fund a budget will be done next to move that funding to the EDIG The Park turn
August 4 2015 Agenda for approval and will be added approved list of for next year The Park will be doing the design and obtaining the permit which they anticipate having everything ready by the end of this fiscal so it is possible that it can be out to bid in October for construction
Chairman McClain stated his understanding was that were going to look Capital Improvement Plan (CIP) or something as it to the Horse
noting Mr was going to what be money for the Park turn lanes was from Impact Fund Mr noted the 49th project was at the Board noting allocated for rights-of-way (ROW) acquisition At this point $300000 was taken from 49th Avenue but if the EDIG can used when the approves that budget then it will revert back He advised that mentioned 3 projects in the Transportation Improvement Plan that could and opined that 49th Avenue is the best option
Mr Bouyounes introduced Deputy County Engineers Atwell and Tracy who will review departments budget for 6 for Department Water Resources Department (page Department 41 Property amp Services (page 1 Department 4130 Construction 20 Gas Tax Department 4121 Transportation Department (page 212) Department 3390 Water Program Department (page 460)
Ms Straub advised that Department 2715 Water Department which has one employee is a General Fund and can be found on page 99 of the budget book
Commissioner Bryant returned 1 38 pm Ms Straub the budget as proposed is 235 years
and does contain the With lacoochee Regional Water Supply Authority (WRWSA) membership found in line item 554201 amp Membersh in the amount of $64116 and is a per capita assessment that changed from assessment value of $019 per capita but the amount has slightly
Commissioner Moore questioned line item 531109 Professional noting $53000 was spent and the proposed budget is in the amount of $78750 Ms Straub stated that is where the department been paying their water supply feasibility work they are under with Devo Consulting She noted money was moved in the line last year through amendments make that happen however that project is coming to a close
Mr Atwell addressed Department 4145 Property amp Engineering which has 2 employees is funded by the Fund and can be found on 133 No
Page 540 Book U
July 14 2015
significant changes have been made to Person Operating or for the FY 15-16 A decrease in spending is noted in the proposed budget of 1
Commissioner Moore questioned line item 531109 Professional Services which was $0 in 2014 but proposed budget is in amount Mr
that $1750 spent so year Mr stated the Services Contract Services items are used when dealing with
surplus properties or coming to the County where the department sometimes to care of them mowing taking care of buildings or improvements etc)
He noted funds are not always used but the money is there just in case arise Chairman McClain questioned where monies from foreclosed propertiesbank
are located in budget Mr stated those are treated as Revenue dollars offsets a portion In
McClain Mr by law have used to offset of Code noting their expenditures exceed that amount but it
is not specifically earmarked or set aside Mr Atwell addressed Department 4130 Construction-
has no employees is funded by the Gas Tax and can be found on fund road and traffic materials for County work forces
rnl~11 under this fund include limerock concrete sod striping materials light traffic signals
Atwell Department 4121 Department which is also Gas Tax and can found on proposed includes an
approximate decrease of 1 from the FY 14-15 Some of the significant personnel include a total 3 reclassifications change in job responsibilities at a
salary of $7182 as well as a new position with a salary of $31 due to increased workload which was during the planning workshop
Chairman McClain questioned the Transportation Contract Compliance position (page Mr Atwell position is involved with assembly
books processing as they are from the are also very with local program (LAP) which virtually has millions of dollars of aid and construction funds from the Florida Department of Transportation (FOOT) The position is also involved with audits field interviews opportunity documentations as required amount of material submitted to has significantly
since he started with County about 7 ago Ms Straub commented on the capital portion of the budget noting during the
planning session one of the key was the of the vehicle and replacement keep the staff equipment replaced a of $15 to $25 million year
in to keep a stable as well as keeping the equipment in operational condition The budget Board in the Capital line item 564101 Machinery and Equipment is proposed in amount of $13 million (page 218) however staff has worked with the Fleet Management Department and are now recommending further reduction to that budget of about $400000 by removing the Motor in the amount of $205183 and Widener in amount of $194931 In so doing additional monies need to to the repair contract line items In talking to
in mechanical such staff is looking to move $40000 into line item RepairsMaint - Management to cover additional repairs for those units and move the remainder slightly more than $360000 into line item
u 541
July 14 2015
01 Contract - Misc to toward contract work in particular focusing on the long line trimming efforts
In response to Chairman McClain Ms commented on long line tree trimming effort which is a big undertaking the department has further and further behind She more work is in this effort to keep it in a more routine fashion which will a lot to get caught up as they are far behind
General ensued Chairman McClain questioned what is included in line 534101 Ms stated that item the crossing
shredding for repeater installation ROW (for larger department cannot remove) as well as AITCgt
disposal (for oil grease and spill material) Chairman McClain inquired if the $360000 will be spent in next year
Ms Straub stated the amount will be as they will hit all quadrants Commissioner questioned the cost per mile Ms Straub stated did not know the per mile cost at time Mr Bouyounes noted the last time the long line trimming was done was over 2 He stated staff can provide that information to the Board
a later In Commissioner Ms Straub vendor looked each actual see the coverage they will take money
and accomplish as much as possible General discussion resumed Chairman McClain requested staff provide a report as to how much time money
and equipment is allocated to the long line trimming Ms Straub she did not have that number time but can report that information to the
General d resumed Commissioner Zalak Mr Bouyounes stated can provide a
amount of over the last five for long line trimming both and Commissioner if staff is
aware of what the Utilities (private utilities) will doing Mr Bouyounes that the Utilities did notify but it is a short however crews try avoid trimming along power lines and on other areas
General d continued Chairman McClain stated he was having a hard time giving the department another
$360000 when it is spending almost $2000000 on this work Mr Bouyounes the $360000 would go toward long line contract type work not
house tree trimming work Ms Straub noted that Marion County is a heavily treed county McClain that he will a decision today
Commissioner commented on compressed replacements where they will located Ms one of pickup trucks will Road Maintenance Supervisor (RMS) who is assigned to North but regularly runs to Fleet and the main headquarters Mr Atwell stated 2 CNG trucks will go the Engineering and Traffic 1 truck will be for the Traffic Supervisor and the other truck is for the ROW Inspector Also a replacement sign truck for Traffic will be a CNG truck Mr Bouyounes noted employees put a lot of miles on the as they drive throughout the County_
inquired if any vehicles at can be replaced CNG and the vehicles in other areas that are not near a
fueling station Mr Bouyounes stated will have to work with explore
542 Book U
July 14 15
idea Mr Kauffman questioned whether the Board wanted Ms Olsen to address the 2 Chairman McClain stated there was no to ress the this time
noting he may a question in general to RFPs Chairman McClain the $359000 is an enhancement the budget versus
what has occurred over last years as it to trimming He advised that is having with putting dollars into the budget however may be some opportunities exist that staff has not fully explored (eg working with power companies to costs) Mr Bouyounes stated staff can look at as the money will remain in fund balance Chairman McClain concurred
Commissioner Zalak inquired if can also provide information as to how far behind the long line trimming is and exactly what that $360000 can do when they bring back the report as requested earlier Mr Bouyounes stated in general the Transportation Departmentffransportation Maintenance Fund is not short on work in field as there are many maintenance that need to taken care stated will check on the trimming bring back some recommendations so Board can see where they have been and what they have so far and if there are any other opportunities with power companies then can bring forward a comprehensive plan
Chairman McClain staff to go ahead and the 2 vehicles out and switch around the budget In response to Mr Bouyounes Chairman McClain stated he is okay with moving the $40000 clarified that he is to doing what staff asked Mr Tomich stated to specific 2 vehicles been eliminated with $40000 for
Management about $360000 in Chairman McClain stated the 000 will go into their Contract Services budget Chairman McClain if there is a higher priority where this money can be
Mr Bouyounes commented on the major issues the department with on a regular basis as drainage pothole patching shoulder widening care of side of the and trimming
Commissioner Zalak commented on making sure is enough money in the material supply side (Iimerock) when doing contracted grading maintenance to crown dirt Mr Bouyounes stated it is part of the 20 Gas Tax budget as earlier by Mr Atwell In response Commissioner Zalak Mr Bouyounes every time they grade they are making improvements noting there are over 400 miles of dirt
to deal with but only about are on a routine Ms Straub stated graded roads cost about $700000 $800000 year and time material is added more money is on those dirt roads which is a significant portion of budget for such a small number of roads as compared to overall road network Commissioner Zalak questioned if County is fixing the problem noting some dirt roads better than others
General discussion Ms add Department 3390 Stormwater Program Department which
is funded and can found on 460 Staff is recommending one personnel change add a temporary seasonal employee a Summer I The budget is strategic plan focused the department really tries to concentrate its efforts on the maintenance installers which is under Capital Outlay (page 463) item 563101 Improvements Other than Buildings in the amount of $5888445 Continued efforts to reconstruct and remediate stormwater systems for both water quality
Book U Page 543
July 14 2015
and quantity can seen under line item big are identified in the Stormwater Improvement Plan (SIP) that comes before the each Also as a result of watershed management program the department a Capital Projects Privatization (CPPR) which all of to be worked on (from maintenance to capital) and is a living document that staff continues to assess watershed by watershed reprioritize based off its findings and as new findings which built into 5-Year The other item is the public education plan which staff will bringing to Board in September or early October 201
Chairman McClain noted that a little more money was to be budgeted under item 563101 and questioned if staff is on track to continue to spend this kind of money
in that budget over the next several years Ms Straub that Stormwater Engineer Gail Mowry has an excellent job at laying out a plan She opined that department will hit the $5000000 mark this year from the budget much of which is capital work and they are aiming to grow that (by projects not money) and year
Chairman McClain to Stormwater Improvement projects in the amount of $3122880 and questioned how many are included in that Ms Straub it is miscellaneous projects which includes anything from swales digging a retention pond She commented on a project list this that shows construction costs that range from $10000 to $500000 In response to Chairman McClain Mr Bouyounes the items are identified in the SI
Chairman McClain if the County is due for any big map updates in future Ms Straub in to mapping staff is in the midst of doing a Emergency Management Agency (FEMA) update right now and are waiting on Staff wants to address City of changes believes that FEMA wants to wait to include that information before moving forward they do not want to have it as an amendment but actually want to incorporate it into update County staff been told anywhere from AugustSeptember to of the
Chairman McClain commented on the Countys watershed management asked if it is something is doing on a regular basis or on 4 to 5 year life cycles that
updating Ms Straub advised that all the big watersheds are being out and at maintenance maintenance are small most of that work will done
Chairman McClain if once the maps are done is it just a of keeping them updated Stormwater Engineer Mowry stated that is correct noting the Watershed Management Program is done in to all of modeling so for the most part every watershed has a 100 year model event for then staff moves into water quality portion and the capital projects reports all of which was brought in internally Staff basically has a long range to do and incorporate into the 5-Year Staff is not doing any more Flood Insurance Rate Maps (FIRM) than the 2015 ones they are currently doing
Commissioner questioned line 552108 Operating Supplies in the amount of $17625 (page 460) Ms Straub stated and control supplies which include silt fencing and mulch as well as office supplies such as DVDs memory sticks for the camera field log books flagging stakes and water quality sampling equipment are purchased from this line item Commissioner Zalak asked if the big drivers are fencing and mulch outside office supplies Ms stated the erosionsediment control is big ticket item which runs $15000 and the sampling equipment is $1275
Commissioner Zalak questioned line item 1 Training Education in the
Page 544 Book U
July 14 2015
amount of Ms Straub advised that a slight change is Training and as the has not kept up with a items and is of online Computer-Aided Design training which 000 FOOT is no longer doing some classes for so the department is now having to pay some of items The remainder is for the continuing education that has been consistent In response to Commissioner Zalak Ms Straub that the department looks to 1 person CAD certified Ms Mowry stated there are 7 CAD users in the group and the on training course is $1 for 5 peoplepositions noted they can potentially downsize and use numbers with multiple people however the Geographical Information Systems person is supposed to cross-trained to sometime this year
projects on in the amount of by the end of Ms Mowry stated
Ms Straub stated the will not be finished construction bythe end however funds are allocated and a contractor is brought on board but
construction can be carried on into fall Ms Mowry clarified the bulk of projects on the list are currently in design or will be coming before the at the first meeting in August (August 42015)
discussion ensued to Chairman Mr Kirbas stated purchases to
date is $180505 in regard line item 561101 Chairman McClain asked if will be OU(la9tea forward in Ms Straub stated earmark that is IfI~nI1 noting Ms Mowry ROW Manager Shawn Hubbuck of upcoming
Zalak commented on the monster water pipe by Silver Springs and inquired as what the red light means Ms Straub stated it means the pump station is not properly working Ms Mowry advised that for some reason that pump station seems to be very susceptible to lightening it was thought to during this last repair however light still triggers on a fairly basis She that if the red light is on the pump is turned off Ms stated the pump is working but chambers are collecting sediment Ms Mowry concurred clarified that pump is water on other but chambers are still collecting In response Commissioner Zalak advised that FOOT is taking care of the pump station
Commissioner Zaiak inquired as to what will happen to pumping station when the road is widened Mr Bouyounes the 4-lane project was considered during the design of the pump station which will not be impacted by the improvement noted the will occur on the north side of the pump station
Commissioner Zalak questioned line item 525101 Unemployment Compensation in the amount of $3000 Mr Bouyounes this is an item that has no value in budget and it is unknown as when it is neE~aE~a
It was general consensus the that are no further issues to discuss with the County budgets
BudgetsUtilities - Marion County Utilities (MCU) Director Flip Mellinger appeared to review proposed FY 201 6 budgets for Department 7130 Utilities - Customer Service (page 594) Department 40 Utilities - Water Operations (page 598) Department 71 Utilities - Water Maintenance (page 601) Department 7150 Utilities
Book U Page
July 14 2015
Wastewater (page 604) 7155 Utilities Wastewater Maintenance (page and Department 7160 UtHities shy Engineering Construction (page 610) ACA was also present
Commissioner Zalak noted the Unemployment Compensation is to in line 526101 as Other Employment in the amount of $5665 (page
594) Mr Mellinger this is an item that is required by the Clerks Finance Director John Garri that OPEB is by the Governmental Accounting Standards Board calculate noting an Actuary is hired to calculate
value as it on overall financial unfortunately Enterprise it has to be the fund is basically of the health
insurance that the County provides to a reduced group is referred to as the implicit rate Although the County is essentially not fund say there is a subsidy that the Board provides the by allowing them to their health insurance at the group The County was required to calculate that value and start recording it on the statement a couple of years ago He noted the pension one will be coming up and will be booked as an expense For governmental funds that will be entity wide level and will not affect the budget however it will
the funds Mr Mellinger addressed MCUs as presented to
demonstrate and is about $87500 than last year without considering and debt When considering and debt budget it is
considerably less year because funds have been previously allocated to capital projects and expended project funds will be carried over into the About $19000000 is currently in the CIP and allocated toward projects and as the year rolls on those funds will draw down on payment to contractors and the balance will be carried forward on active
The budget a reclassification a Assistant I to a Assistant II (page 596) as it is a continuous revolving Commissioner questioned the overall turnover Mr Mellinger stated in 4 years MCU an overall turnover rate of 46 is quite high
The proposed includes replacing 10 of MCUs 72 vehicle at a cost of about $382000 $385000 was to purchase a Vac-Con Truck so no pickup trucks were replaced cycle has to be started as no pickup trucks been replaced
2007 MCU intends to spend about $400000 per year Also 9 computers are included in the have been by Information Technology (IT) as needing to be An additional $69 million (approximately) is planned for capital
the which are mains that will run from Golden Ocala to 200 and to the Oak Run collection system MCU to begin the design for of the Marion Regional Water facility The pressure for future projects including alternative water supply development drives
need for another rate increase in 2016 Mr Mellinger he had several proposals he would like to talk to the Board
about and inquired if are any questions Chairman McClain commented on operating budget for and wastewater
to line 534101 Contract Other - Misc of approximately $350000 questioned if those funds are meter reading Mr Mellinger concurred
noting that is down and by this fiscal should be out of the meter reading as pretty much everything has been over to automatic
546 Book U
5
In
July 14
meter which will allow 1 1 vehicle to go around and all of the MCU use have a dump station for vac-con when they were hauling grease and stuff that out of lift stations but since had to stop their use landfill or even haulers will not haul MCU is not able to properly dry material which is not authorized for transport MCU is now hiring American Pipe and Tank to come and pick stuff up or they dump the vac-cons their location which that cost quite a bit this year
Chairman McClain commented on Department 7155 Utilities shyMaintenance line item 534101 Contract - Other shy$161396 (page and questioned how much of is meter reading Mr Mellinger stated none of line item is for meter reading hauling MCU is Solid Waste to haul the the drying wastewater plant item
Misc in the amount
that it is all dumping
commented on 71 Utilities - Customer budget line 101 Contract Serv - Other in the amount of $208773 594) and if this is all meter reading Mr Mellinger stated it is not noting this line item cleaning contract bill printing service certified document shredding etc McClain inquired as to where the reading is in the budget Mr Mellinger reading is currently in 7130 although the cost has reduced money remained in the budget to continue the services for turn onoff since it is than doing so in-house Chairman McClain clarified that the reduction will continue to 7130 budget Mr Mellinger meter reading will remain in the Department 71 budget
Chairman McClain questioned if the treatment plant is Marion Oaks Mr Mellinger
CIP
would eventually per day (mgd) facility when
water reclamation plant is for Marion MCU knew that the Marion to be facility will be a 9 million it is built out which is much larger than Oak Run
Commissioner requested review of Mr Mellinger stated that is part of the noting need to address going for a bond in 16 to take on the debt MCU needs to pay for Marion Oaks Water Reclamation which will also include some improvements to the collection system at CR 484 and 1-75 He noted they have reached a point this has to be addressed as are a lot of entities talking to MCU about The existing infrastructure can handle some more flow but it will not handle all Mr Meflinger stated there is no 1 project that is large enough to take on the cost of infrastructure improvement that is Basically MCU nonc
to install a new main from CR 484 run south along to the nearest point of intersect with and into the lift SummerGlen project can $1000000 There is for anyone entity to pay for to put the money out will later be recuperated in capital to Chairman McClain Mr Mellinger stated an 8-inch main is currently 1-75 which collects (Le all of those motels restaurants etc) noting it still has some capacity but not enough to handle the numbers being proposed to MCU
General discussion ensued to Chairman McClain Mr Mellinger advised that the Bond will
neighborhood of $15000000 $16000000 He stated he would like of a 714 customer system which is 1 of 3
Book U 1 Page 547
July 14 5
owned by Mr deMenzes and is on southeast corner of the City and wraps across the road from MCUs South A purchase price of
$18 million and change has been negotiated that system MCU had Burton amp perform the financial analysis on which will not have any impact
on MCU as the majority of customers aU the way up 14000 gallons per month will see about a $3 month increase by coming to the MCU once above the 14000 gallons per month it is less than a $10 increase up to 20000 gallons and once above 20000 gallons their $539 increment kicks in and start feeling it He noted this
one of the issues Mr deMenzes has with over the past in that he does not rate structure however he one approved that goes into
10000 gallons that will be raised by $050 In response to Chairman McClain stated the purchase price is $1
McClain clarified that of will be to purchase the system lt1ltgt1011 MCU will pay out of Capital currently on hand
that back into Capital Mr Mellinger addressed the high
Mechanics noting this year the Utility turnover Field Mechanics The turnover for 3 He asked that Human for pOSitions and find out where they are people are leaving for more money Mr Mellinger requested permission use up to $75000 of the $87000 in savings this help adjust those salaries to hopefully some of the turnover
Commissioner Zalak inquired if the $87000 savings is all operational Mr Mellinger concurred Commissioner Zalak d staff to bring back a salary study
see if all of the $75000 needs to be spent Chairman McClain directed staff to cond survey noting the Board would like to have the opportunity to discuss the
Mr Mellinger concurred McClain advised that it is the Board at least explore what
475 and 475A noting some properties in that area will require the County will to figure out how to go under
side of opined that the County should it done while going out which will be worked out
Agreements noting will cover the ltgtvrlltgtn
00ltgt discussion ensued Commissioner Zalak questioned how of the Bond money will
Mellinger $12000000 will the Marion Oaks Water 101
which will start out as a 1 mgd facility at a cost of about $12 to Commissioner Zalak Mr Meliginer stated the facility needs
2017 noting the problem MCU has is that it a 220000 gallon plant at -VIYIJ
and flows need to be moved south I of building a plant at Golden right now MCU looked at where the best place to build a plant was and determined that Marion
is place Rather than spending $12000000 at Golden Ocala and another $12000000 at Marion Oaks that will be in 5 years MCU can go ahead spend the money down there and put $5000000 into a pipeline that will take from Ocala to Oak Run take Marion Oaks and SummerGlens flows of Oak Run put them back at the Marion This also gives MCU ability
Oak Run Marion vice-versa as well as run flows back Golden Ocala and MCU will want to
Book U
5 July 14
build a plant at Golden it is just the timing right now and the Marion Oaks plant is the better option of the effluent disposal opportunities even though Ocala has a commitment of 2000000 gallons of effluent that can be taken for golf course or whatever however it is unknown if Golden can get a consumptive use permit (CUP) for that amount however Golden Ocala a commitment for water that they have to on so that MCU can move flows away in to save money Eventually MCU may go and put in plant but they want
membrane that was built at Salt Springs to more comfortable with which a much smaller footprint it is believed that a
facility can be put that will be less General discussion In response to Zalak Mr Mellinger Trilogy is starting to build
homes which is driving MCU to do something now the Golden Ocala plant does not have enough capacity to take care of development Trilogy Mr Mellinger stated MCU has the Capital in its rate sufficiency analysis which is programed in so they knew they were going to to spend it they also revenues that would received and the capital will be returned with the charges it also the added customer that supports long term It will have a impact on MCUs without that northwest area In reply to Commissioner Mellinger advised that City Ocala is not a Wholesale Agreement
General Commissioner questioned how MCU is on bad debt Mr Mellinger they are still in the of making telephone and pleading with customers
as well as sending noting the customers are obviously cut off He noted the collection agencys success is not as great as one would think Mr Mellinger CTOlTtgtro
the success rate of collecting on bad debt is around 20 eventually reaches a point where it is written off advised that the County Attorney is currently reviewing proposals noting one proposal is to start placing a lien on property so that the debt can
recovered once is sold General
commented on MCU a charge even services are looking at a new some of those assumptions
are built in and from a policy standpoint if the County continue down that path or explore different opportunities He commented on bonding process and what the County has committed to as as a rate solidifies that so a choice cannot be Commissioner Zalak did not necessarily want to into a new Bond with the same presumptions if it can avoided Mr Bouyounes that the new Bond will assume what the County in the Ordinance Commissioner Zalak stated the Board should consider any to the Ordinance prior to bonding Mr Mellinger it may be a bank loan rather than a Bond Chairman McClain it is a good discussion to have at a later date Mr Mellinger commented on concerns by Burton amp in
to options General Mr Bouyounes if the Board wanted to the bonding at the next
strategic planning It was the general consensus of the Board to concur Mr Mellinger questioned if Board wanted a report from Burton amp Associates prior to the planning session Chairman McClain clarified that direction is that the Board wants explore this thought as it relates to the Bond Mr Mellinger suggested that he
Book U Page 549
July 14 2015
wait to see how fast he can get something from Burton amp Associates and then schedule a workshop Commissioner Zalak recommended that the Board look at the Ordinance and consider the options while they have the opportunity Mr Mellinger briefly commented on the base charge
Mr Garri commented on a legal issue in regard to the Reimbursement Resolution document which the Board will have to execute in order to take Bond proceeds if a bond is taken and reimburse prior expenses before the date of the Bond issue He clarified that MCU cannot start spending money now thinking it will get reimbursed unless a Reimbursement Resolution is in place which is something the County Attorney will have to prepare In response to Chairman McClain Mr Mellinger stated he understood what Mr Garri said as well as what the Board wants to discuss
Clerk Ellspermann requested an update from Mr Mellinger on returning deposits or hookup fees that is of concern to the Auditors Mr Mellinger stated he is aware that the Auditors are concerned about that money but it has not been the highest priority until this year He advised that he asked Customer Service amp Billing Manager Nancy Jarvis to drop everything and dedicate her time toward working on that list noting it is not an easy process Mr Mellinger gave his commitment that the task will be completed by the end of the calendar year December 31 2015 so that it hopefully will not go into next years audit
It was the general consensus of the Board that there are no further issues to discuss with regard to the MCUs budgets
Chairman McClain directed staff to take a comprehensive look at CR 484 purchase of the deMenzes system salary study and go ahead and start putting the timetable together for the Bond or bank loan Mr Mellinger noted that he shared the Rate Sufficiency Analysis with the Board this year
Commissioners Bryant and Moore out at 304 pm Chairman McClain advised that the Board will deviate from the schedule and
consider the MSTU budget next Commissioner Moore returned at 305 pm
BudgetsDistrictsSubdivisions - Municipal Service Taxing Unit (MSTU) Director Teresa Darnell appeared to review the departments proposed budget for FY 2015-16 for Department 4155 MSTUAssessments (page 135) Department 4156 MSTU Assessments - PA (public assistance) (page 137) Department 4600 Road Assessments (page 220) Department 4320 Marion Oaks Recreation (page 330) Department 8100 Silver Springs Shores Recreation Facility (page 339) Department 8110 Silver Springs Shores Street Lighting (page 343) Department 8200 Hills of Ocala Recreation (page 350) and Department 4930 Marion Oaks MSTU for General Services (page 476) ACA Bouyounes was also present
Ms Darnell stated Department 4155 MSTUAssessments budget found on page 135 is pretty straight forward and proposes the elimination of 3 Staff Assistant positions and create 2 new Assessment Specialists positions as previously discussed She noted the Community Services Department has taken over the low income assistance program which was also previously discussed The MSTU Department also handles postage for 30 or so County Departments and that responsibility will be shared between the Administrative Staff Assistant and the Assessment Specialist I position An Advisory Board seminar will be held in November of 2015 for new members
The MSTU is fully staffed at this time with 3 Project Coordinators Pete Hodges
Page 550 Book U
July 14 2015
who has been with the County for over 10 years Richard McClean who was previously with the OCE Stormwater Division and the 3rd Project Coordinator was brought on board and is new Marion County The department is a behind on projects and currently more than a dozen inspections which will responded to as as they can now that they are fully staffed
Commissioner Bryant at 308 pm Ms stated department is working toward greatest level
they can The first new project petitions are out for Turning Hawk which are on August 212015
Chairman McClain inquired as to the number projects MSTU is currently working on have out or are in construction Ms Darnell she not have
number in front of her but noted the department has more than a requests that they are now inspecting and preparing estimates for which not include ongoing and Municipal Service Unit (MSBU) projects noted that petitions for Turning Hawk are out right now and everything is in and they know Hgt they stand final public hearings are scheduled week Silver Springs
is a maintenance project will be brought to the Board A Change (CO) was recently approved for Marion Oaks to another 15 The Department is also getting ready to go to bid on Silver Springs Shores which is a little more than 14 miles
Darnell Department 4156 MSTUAssessments which is low income assistance program and can be found on page 1 is proposing to
that budget from $25000 to $20000 and will be going the Community Services Department noted 29 applications have been received so far this but the deadline is not until August 28 2015 year $25000 was budgeted $18000 was used
Chairman McClain asked if this budget will continue leaving Department 4156 with or move it Community at some point in the Mr Kauffman stated
is agreeable moving the budget to Community Services Chairman McClain advised that this budget will not next r
Ms Darnell Department 4600 Road Assessments found on page noting that number came way down this year from what it was last but upon review of list of it was realized that many of them had already failed petition one of which was handled privately through a homeowners association (HOA) list was pared down what might happen however it is anticipated that number will due to amount of inspection requests
Darnell Department 4320 Marion Oaks and can found on page 330 noted that Mr Tomich presented them with a financial forecast
shows they are in good until 2018 Ms Darnell commented on the improvements playground improvements possible parking expansion resealing of the courtyard basketball courts and a storage building) which the Advisory Board is exploring A conceptual drawing a proposed park was prepared by DirectorLandscape Architect Jim Couillard where that goes remains to be seen as it has a lot to do with property values and collections
Commissioner Zalak if the improvements is just money that has not yet been allocated to a Ms Darnell stated that is correct
Ms Darnell this department has 1 vacancy for a part-time Recreation Aide interviews have conducted but they have secure for the primarily due to drug testing
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July 14 2015
Chairman McClain inquired as to line item 564101 Machinery and Equipment for a golf cart in the amount of $8000 (page 332) Marion Oaks Building amp Ground Supervisor David Pierce stated it is an estimated costs for a motorized golf cart instead of an electric one which is about $1500 more than the traditional golf carts
Ms Darnell along with Chairman C J Hagins Silver Springs Shores Special Tax District Advisory Council appeared to address Department 8100 Silver Springs Shores Recreation Facility which can be found on page 339 Approximately 50 of the staff is retirement eligible The facility is aging and needs some attention It was recently learned that the Youth Center restrooms will require upgrades to become compliant IVIs Darnell noted they have met with Facilities Management Director Andy Race who suggested that the work itself will be about $25000 and an architect will be needed which will cost approximately $25000 so they are guesstimating the cost to be around $50000 Problems exist with the Youth Center pool deck that is settling and the parking lot is crumbling and is in bad condition The advisory board is leaning toward adding some computer labs in both the Community Center and Youth Center surplus computers that were upgraded this year can be used She advised that she met with IT to obtain cost estimates and opined that both can be done for about $5000
Ms Darnell noted this department has 3 vacancies the office is currently staffed by a Spherion Staffing Services person (temporary person) and a Recreation Aide is out with an injury as well as upcoming vacations She advised that she may also be monitoring at the pool this weekend Risk Management recommends certified lifeguards at the pools Silver Springs Shores has 3 swimming pools and national standards require 1 lifeguard per 50 occupants The swimming pools are currently operated with no lifeguards on duty and signage states that fact pool monitors are simply there to monitor as they are not certified Red Cross Lifeguards Staff has been used as monitors however some are not comfortable watching 50 people and feel they can only handle 25 Ms Darnell stated it has been her goal to keep all 3 pools operational and open on the weekends
Ms Darnell stated she would like to bring forth an Agenda Item in the near future to downgrade the Youth Recreation Specialist position (page 341) to a Recreation Leader II position which is more in line with the Parks amp Recreation Department this position can train up to become a Recreation Manager in the succession plan She further commented on reclassifying the General Maintenance TechLifeguard by splitting the position to a Building and Grounds Technician which will then free them up to add another part-time seasonal certified lifeguard With 3 lifeguards during the summer months it will allow for 1 full time lifeguard to work year round at the heated pool and the summer pools can be staffed with seasonal lifeguards
Ms Darnell advised that she spoke with Mr Couillard about partnering with the Parks amp Recreation Department and bringing some programs to the Youth Center She stated the Youth Director recently resigned and took a position at The Villages noting there are lots of openings
Commissioner Zalak inquired as to what the recommendation is at this point Ms Darnell opined that there could be a benefit to the citizens of Silver Springs Shores if the Community Center and swimming pools were under the Parks amp Recreation Department simply because it is a recreation facility however she does not know if they are considering this idea but there is a need for partnering
Commissioner Moore commented on the library in Silver Springs Shores Mr Hagins advised that he attended the residents meeting last night and noted one group is
Page 552 Book U
July 14 2015
generally the idea the Youth He stated are going move forward with getting in the Youth as well as the Community Center Commissioner Moore if books will moved into the Youth Center Mr Hagins it is possible Ms Darnell advised that there is a Library in the Community however children are not allowed
Commissioner Bryant commented on having Parks amp Recreation taking this over and inquired if it would still fall MSTU as as funding Mr Bouyounes noted positions from MSTU will to that facility guidance management will the Parks amp Department instead of the MSTU Department if that is direction the Board wants to go Ms Darnel stated it may be something to explore in a workshop at a later
General discussion ensued Commissioner Zalak opined that Ms Darnell to get with the Director
to figure out how to make some those mechanical pieces work they [Parks] already expertise on it is to recruit people over the summer makes no sense MSTU and manage element He recommended bring back a proposal as to how to transition working with advisory council
Chairman McClain commented on the staff positions just addressed noting the budget number staff will have to change Ms Darnell concurred and that she will bring those numbers forward in an Agenda Item the pay 13 position will be downgraded which will up funding for the seasonal position
the Maintenance TechnicianLifeguard would with no pay change as it will still be a pay 5 She budget will be minimal
Commissioner Zalak suggested staff meet with Parks Department and aHow them to look this over as well noting they may need with the Parks classifications in the transition than what is here today It was the general consensus of the Board to concur Mr Bouyounes opined that if this is on the 4 2015 Agenda and approved by the then it can in the Chairman McClain it can be included the budget with the change made
Commissioner Bryant noted Department 811 Silver Springs Street Lighting found on page 343 contains only 1 line item
Ms Darnell addressed Department 8200 Hills of Ocala Recreation which is a community park (passive park) with a meeting facility and can be found on 350 The advisory board is looking to their tennis They wanted to purchase some toddler playground equipment but are with the so they are looking new fiber around existing playground as well as replacing some benches and do some minimal other than that this budget has not The facility is currently rented by a church that has some property on CR 484 where they will building a facility so some of the rental income will be lost in future There does not seem to be any room for expansion on collections as it is pretty much a passive
Ms Darnell along with Advisory Board Chairman Levengood 4930 Marion MSTU for which can
Darnell advised Department experienced a high turnover rate currently has 4 She stated would like to bring forth an agenda item to eliminate a part-time Maintenance nician position reclassify
Book U 553
July 14 2015
Maintenance Mechanic a Medium Equipment position in staff to all maintenance responsibilities of the (page 477)
there has not been much discussion they would also like to going from 4 1 hour days to 58-hour days Currently are 2 crews one is working Monday through Thursday and is working Tuesday through Friday Going 58-hour days would not require having Supervisor staff for 2 different crews as 1 Supervisor could be Monday thru Friday Ms Darnell stated will have to speak to the HR Director about this change to see if this will be a more way to those crews
employees involved another is Marion Services
Board is asking for a salary increase for Superintendent Sloan in the amount of $3934 this is not a reclassification but a 95 request based on fact that they took over maintenance of waterfall 2 years and Ms Sloan 17 years of service with the County In response to Commissioner Bryant Ms Darnell advised that the increase is not included in the budget
In response to Commissioner Ms Levengood to the d of advisory board and stated is to in the operation of
make recommendations capital expenditures staffing and
expansions She that from the first budget that Marion Oaks Advisory Board originally prepared in March to the one the is looking at $300000 was cut from the budget and considerably lowered noting they are not yet done As Ms Darnell stated the advisory board recommended moving a part-time employee to a vacant full time position delete the part-time position which resu another savings of approximately $16000 The advisory board is also recommending reclassification of a position for the waterfall which will provide savings of $9500 total over approximately $25500 from what is before the today
Ms Levengood noted that Ms Sloan has been with Marion Oaks Services MSTU almost 18 years and is too humble to ask for a raise The number workers has from 4 to 9 as well as the amount of equipment with 90 the equipment maintenance being done Transportation assumed maintenance of Units 9 6A 6B 11 and 12 along with the other 7 Units Ms Sloan maintains for a total of about 350 which is an 118 miles just in last few years With BCC approval the board has added the waterfall which Ms Sloan also oversees
of of responsibility by Marion Oaks MSTU General Services and facts they are the raise in to the for the position be for Ms Sloan who is an exemplary that and beyond on a daily
Chairman McClain inquired if position should reclassified in order provide a raise for Ms In response to Commissioner Zalak Ms Darnell stated the pay increase was not included in the budget because she was advised to bring it to the workshop
Zalak noted it is somewhat confusing as Board Policy that adviSOry boards are not to direction employees or playa role in personnel nltgtT stated the two are different Policy is for advisory members not to direction to as to what to or not do on a day-to-day however part of their duties is to a budget and present
Page 554 Book U
July 14 2015
it to the BCC stated advisory board has every right to present a recommendation to the BCC
discussion Chairman McClain stated the Board should give them some direction as to whether
or not the position should reclassified or advise if this is okay for the advisory board to do this going forward
Mr Tomich advised that as far as is concerned it not really deal with individual employees but a time where the rd will determine recommendations that a given of position or position responsibility is appropriate to the job When the discussion turns to performance an individual in a position or whether that person doing something that is over and the of that it a matter of personnel or looking at the position itself He expressed concern with trying to do employee reviews and salary adjustments for performance as part of budget process
Chairman McClain of whether the Board considers pay adjustments during the budget mid-year or it is normally through a reclassification because more responsibility has generally been taken on by an employee It was noted that Ms Levengood Ms Sloan has certainly taken on more responsibility The BCC would prefer to consider salary adjustments as a reclassification He this is a preliminary budget workshop and suggested advisory board work with Ms Darnell
In response to Chairman McClain Mr Bouyounes noted the has a Superintendent which may be a little different in responsibilities commented on the need to capture all responsibilities addressed with HR to look job description and bring a recommendation to the BCC Chairman McClain stated tile Board would be more comfortable with a reclassification
Mr Tomicl1 stated not to specific to this issue but wanted to point out overall budget not quite $800000 in revenue and is relying on Fund Balance year He noted more than $450000 in is proposed and $400000 in operating expenditures so they will be looking at an adjustment in the assessment that area as soon as next to maintain this level of
o or~ discussion ensued Mr Bouyounes suggested bringing all those positions with a reclassification as
an agenda item for approval which will then be reflected in budget irman McClain stated jf want to do a reclassification of a position can go and
with HR present Board discussion Ms stated did not for a She advised that she does not
more positions noting the part-time employee was previously eliminated and she can work without that being changed to a full time employee Ms Darnell the position is still in budget even though it has not been filled or being advertised Chairman McClain asked if this is the General Maintenance Technician position Ms Darnell concurred In response to Chairman McClain Ms Darnell stated the position is the budget however it is Ms Sloan clarified 3 positions are open that they will filling Ms Darnell that is noting another Maintenance Technician position is also open (vacant)
Chairman McClain directed staff get with and bring back a reclassification sometime during the budget process for discussion as it relates to the budget
Book U 555
July 14 2015
Commissioner questioned the deficit next year (FY 17-18) and the millage rate Mr Tomich stated it is a fixed parcel of $30 per lot which is a levy
this point of $798000 although that full amount will not be collected something less $800000 will be collected Commissioner Zalak questioned how much in reserves
is being used today Mr Tomich advised the Carry Forward is showing at $461000 and Reserves are $205000 and approximated that over $100000 in Reserves are being
In response to Commissioner Ms clarified that the parcel vary and is for mowing and lighting and $50 for residential
for commercial and $20 condominiums for road improvements stated does not have a copy of the Ordinance with her and that it not state a maximum Commissioner Zalak it is still a deficit of $100000
Mr Tomich opined that one of the first is to look realistically which vacancies are being maintained and delete positions if that is what it takes to balance the budget It was general consensus of Board to concur Mr Tomich noted that in 2014 the actual expenditures were $700000 If 2016 is going a whole lot different than 2014 they may need a more realistic budget that can show they can operate within current -
Chairman McClain reiterated that and the advisory board have work do He them to meet with HR to address the reclassification and bring a
recommendation back to the Board It was the consensus of the Board that are no further questions in
regard to MSTU Department Commissioner Bryant out at pm
======-== - Solid Waste Director Mike appeared to review departments proposed budget for 2015-16 for Department 4230 Solid Waste Disposal (page 582) Department Solid Waste Collection (page and Department Solid Waste Recycling (page 589) introduced Operations Manager
Starkey and Budget amp Administration Coordinator Ronald Crews (who remained 0011 in the audience) ACA Bouyounes was also present
Mr Sims that Solid Waste Department is made up 3 Divisions Department 4230 is Disposal Division which basically runs the Landfill the old landfills and transfer station operations as well as all of the facilities Department 4250 is the Collection Division which also contains Litter Control Enforcement and Department 4270 is the 18 Recycling that out and around the County He provided a recap of some of departments accomplishments in the last year as a slight increase of 133000 tons of disposal waste into landfill which is over 127000 received the previous year
Commissioner Bryant returned at 348 pm Mr Sims continued recapping accomplishments noting a slight in
customer counts utilizing the Baseline Landfill facility as well as Recycling Centers by over visits department also a County recycling of completed building Newton Recycling Center and remediation project by installing a closure cover and stormwater collection system on the landfill started Davis Landfill water line extension the public drinking water system noting there are other associated programs with project and they are now trying to acquire enough ROW to move that project forward Funding in the upcoming budget will with the
556 Book U
July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
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July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
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July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
Book U 561
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
July 14 2015
Page 7-eontains several graph comparisons of the Countywide taxable property value millage rate and property tax levy for the MSTU for Law Enforcement over the past 10 years Mr Tomich stated there have been slight increases in the millage rate since FY 201314 including the proposed increase for FY 201516 from 347 mills to 384 mills which will generate a total of $41000000 He referred to page 8 which shows the analysis of the proposed budget change in millage rate for the MSTU for Law Enforcement and advised that total expenditures and required Reserves will increase the millage rate by 037 of a mill
Page 9 contains several graph comparisons of the Countywide taxable property value millage rate and property tax levy for the Fire Rescue and EMS Fund which is proposed to remain at 077 mill The increase in property values will generate approximately $400000 in property tax revenue and bring the Fund total from $81 million to $85 million
Page 10 shows a brief comparison analysis regarding the average tax levies for single family properties noted the top of the page reflects the proposed Countywide millage rate as well as the proposed millage rates for the MSTU for Law Enforcement and Fire Rescue MSTU The analysis reflects an increase in the Countywide millage rate of 041 of a mill and an increase in the MSTU for Law Enforcement of 037 of a mill The Countywide average taxable value for all single family properties (homesteaded and nonshyhomestead) went from $67927 in FY 2014-15 to an estimated $70444 in FY 2015-16 for an increase in property value of $2517 Applying the millage rates of the current year and the proposed millage rates for the upcoming year to their respective values will result in an average increase of $76 in the tax bill The average increase in the total tax levy for homesteaded single family properties will be $61 Page 11 shows a similar analysis for 9 property categories including single family homes (with and without homestead exemption) warehouses restaurants financial institutions manufacturing hotels and department stores and their respective proposed tax levy increase
In response to Commissioner Bryant Mr Tomich advised that the comparisons reflect ad valorem taxes only and do not include special assessments
Pages 12 and 13 contain several graph comparisons of the taxable property value millage rate and property tax levy for the Marion Oaks MSTU Mr Tomich stated the millage rate is proposed to remain the same at 102 mills however the MSTU was in a deficit spending mode He opined that by FY 2017-18 there will be a need to increase the millage rate from 102 to 178 mills in order to keep recurring revenues up to the level of current expendituresgt noting the maximum levy for this fund is 30 mills
Pages 14 and 15 contain several graph comparisons of the taxable property value millage rate and property tax levy for the Silver Springs Shores Special Tax District which is at its millage cap of 30 mills as provided for in the Ordinance
Page 16 shows several graph comparisons of the taxable property value millage rate and property tax levy for the Hills of Ocala MSTU for Recreation
Pages 17 and 18 contain several graph comparisons of the taxable property value millage rate property tax levy and financial forecast for the Rainbow Lakes Estates (RLE) Municipal Service District (MSD) Mr Tomich opined that the millage rate would eventually need to be increased from the current 225 mills to the maximum 30 mills by FY 2019-20 in order to maintain the level of service (LOS) in that fund
Page 19 contains several graph comparisons of the taxable property value millage rate and property tax levy for the RLE MSTU and page 20 provides a financial forecast for the RLE Community Resource Facilities MSTU Mr Tomich noted the millage rate will
Book U Page 531
1
July 14 2015
eventually need to be from the current 047 mill to 065 mill by FY in order to maintain the LOS in that fund
Page 21 an overview of the revenue adjustments going from taxable property values provided by the Property Appraisers Office on June 1
the recently July 1 2015 Certified Taxable Property Values the 95 funding level
Page contains a comparison of General Fund for FY 2006-07 through 2014-15
Cent Sales Mr Tomich advised that to the retirement there is an increase in revenue of $15 million for FY 201 5 and an itional $15 million FY 2015-16 for a total increase in revenue of $3000000 into the fund
In to Commissioner Bryant Mr Tomich stated projected growth rate is approximately 4 (2 inflation and 2 long population growth)
Page 23 contains information regarding other various fuel and State Operating Revenue for the Transportation Fund which are revenue amounts do not include amounts that were shared with municipalities in previous years He advised that this particular revenue source has corne down from its in FY 2007-08 and remained flat These are pennies gallon and no inflationary impact (price per gallon)
Chairman McClain thanked Mr Tomich and his
IrlrlCIC shy Interim County Administrator William G Kauffman presented a small spiral bound document entitled Proposed 201 6 Detailed by and provided a overview of Countys overall proposed for FY 201 He advised that County Commission departments have met the challenge from the Board to present a flat budget this year which was accomplished by a combination of the increase in property values tax revenues and reductions employee expenditures Mr Kauffman stated several key elements in reduction of budgets include from the community service home improvement partnership programs parks
services and public safety noted some of the cuts may several of the provided by the County Mr Kauffman advised that County departments utilize a combination of revenues reduction in to absorb increase in employee healthcare compensation and retirement costs estimated approximately $1 million for 6 He noted the document presented
spreadsheets department expenditures part of the process also out 7 Request for Proposals (RFPs) to consider the possibility of privatizing certain including the Neuter Commuter Fire apparatus and maintenance Fire ambulance and services Marion County Jail maintenance Countywide road grating inter-facility special standby ambulance services and Countywide tree trimming services
Mr Kauffman advised that the should received an email yesterday from Procurement Services Director Susan Olsen providing a summary of the from the RFPs
Commissioner Zalak out Mr Kauffman reiterated that are no salary increases included the budget
however is funding in the budget for proposed paramedic salary increases as provided to Union
Commissioner Zalak returned at 946 am
532 Book U
5 July 14
Commissioner Moore out at 946 am Mr Kauffman clarified that no additional funds were set in the FireRescue for firefighter salary therefore the Board will either have move funds
around to accommodate increases or increase the budget for that should the choose allow pay increases In to Commissioner Mr Kauffman stated $600000 originally
set for the Southeastern Pavilion (SELP) project was returned to the General Fund when the grant was received
Commissioner Moore returned at am (Ed Note The Deputy Clerk did not receive a copy of the email Procurement
Olsen for the record)
- Interim County Administrator Kauffman appeared to review the departments proposed budget for FY 2015-16 (page 34)
were Manager Chris Office Fiscal Director Governmental Affairs Jeannie Rickman Office of Strategic Services and Information Manager Hernandez Office of Public Information
Mr Kauffman stated this department salaries operating costs for County Administration Office of Strategic Office of Public Information and the
of Fiscal Review budget reflected are related to healthcare insurance as well as 3 salary increases as approved by the last year along with the adjustment in the County Administrators contract
It was the consensus of the Board that there are no further issues to with regard to County Administrators budget
=====-=-L=- - Mr Kauffman appeared to review the proposed 6 budget for Department 1 Courthouse Security 26) He advised
that Statute the County is responsible to provide facilities (maintenance security etc) for the Marion County Courthouse Mr Kauffman noted Giddens Security Corporation has been contracted to provide armed and unarmed security services for the Courthouse has kept cost for consistent since the original bid provided in FY 2009 noted in April 2015 Giddens requested a Consumer Price Index (CPI) rate of 3 which was approved by the
It was the consensus of the that there are no further issues to with regard to the Courthouse Security budget
=L===-=--L=--=- - Mr Kauffman appeared to review the proposed FY 201 6 budget for Department 5200 Public 144) He that this department provides and operating costs for the Assistant County Administrator (ACA) of Public and Administrative the Business and Communication Liaison as well as 1 Administrative Staff Assistant
It was general consensus of the Board that there are no further to discuss with regard to Public budget
=====-=-t=-= - Mr Kauffman appeared to review the proposed 2015-16 budget for Department 1020 Industry Development (page He advised
that $700000 in new funding was added to Economic Development Financial Incentive Grant (EDFIG) and $500000 was added to Economic Development Infrastructure Grant
Book U Page 533
July 14 2015
(EDIG) for 2015-1 addressed line item 101 Aid to Organizations noting staff anticipates the increase in fu will be needed for upcoming AI- previously approved
In response to Commissioner Zalak Mr Kauffman the total obligation for this fund is $1 million for 5-16
Mr Tomich advised there are additional obligations in future years as well In to Commissioner Zalak Mr Kauffman commented on a previous
discussion in regard utilizing some EDIG monies for the Horse Park turn project He to line item 101 Contract - Other - Misc in amount of $165000 noting funds are available in the event consultant services are for future (Le Community Redevelopment Areas (CRAs) but noted those funds can be moved if necessary
In response Chairman McClain Mr Kauffman advised that Operating Company Ansafone Communications Carriers and Hotels are some of the organizations that receive funding from line item 01 Aid to Private Organizations
Mr Tomich clarified that the line item all payment obligations through 2015-16
It was consensus of the Board are no issues to with regard to Industry Development budget
rces Director Amanda Tart Risk and proposed FY 201 6 budgets for
Department 2520 Human Resources Department Employee Health Clinic and Department 2555 and Benefit Also present were Risk amp Services
Sheri Wiley and Clinic Supervisor Robarge RN Ms addressed proposed 201 16 budget for Department
Human (page 82) In to Chairman McClain Ms Tart that the
11 Professional in the amount of is due to Florida requirements for the County to perform 2 background screenings for firefighters She the increase to line item 552106 Computer in the amount of $37500 noting the departments software provider (Alliance) is requiring an update to
system being bought out by another company (HR2 Results) which has gone a web based platform
Commissioner questioned increase to line 51 01 Regular amp Wages the amount of $288887 Ms the amount includes the 3 increases approved by the BCC year She ltgt11011 the increase in line item 555520 Training amp Ed Program amount of includes the Countywide tuition reimbursement program
Fiscal Manager Chris Kirbas referred line item Training amp Education noting County actually $1504 in 2014-15 not
Commissioner Zalak questioned how much training is involved with the new software program Ms Tart that staff been working closely with the Information Technologies (IT) and the provider noting the cost of training is included in software She there is no for licensing or maintenance the new program
Ms Robarge reviewed the proposed 201 6 budget for Department Employee Clinic (page She advised of an increase in item 534101
Book U
5 July 1
Contract - Misc from to $53535 Ms noted the lab previously utilized by the department bought out and was an increase in lab services by new provider
Ms Wiley reviewed the proposed 2015-16 budget for Department 2555 and Benefit (page 617)
Commissioner Zalak questioned departments depreciation expense in FY 2014 Mr Tomich advised that those figures come from Auditors financial
from a mod ified basis to a full and Countys not include
only the capital incurred for the purchase of equipment general consensus of Board that there are no further issues to
discuss with to the Human Employee Health Clinic and Risk and Benefit Services budgets
===~=I - Procurement Services Director Olsen appeared to review the proposed FY 2015-16 budgets Department 2530 Procurement Services and Department Medicaid HospitalsNursing Homes amp Contract Manager Procurement was also present Ms presented a 2 page handout which compared provided by County versus the cost to privatize services (ie Neuter Commuter Jail maintenance road grading
Ms Olsen the FY 201 6 budget for Department Procurement Services (page 84) commented on 116 Operating - Computer Hardware in the amount of $3000 noting need to replace computers Ms Olsen addressed 555501 Training amp Education in the amount of $3000 noted a slight in line item 554201 ampMemberships in amount $1 for the agency commodity as well as National purchasing organizations
In Commissioner Moore Ms Olsen stated in line item 534101 Contract - Other- Misc from in FY 2014 down to $100 for FY 201 16 is due to paying off the initial purchase for the contract management software noting there is a charge of $100 annually for maintenance
In response Commissioner Moore Ms Jayne advised line item 549125 Other Current - Disputes in the of $1006 for 14 was utilized to reconcile credit and the department not budget any this line item for FY 201
Ms Olsen the FY 201 6 for Department Medicaid HospitalsNursing (page 159)
In response to Chairman McClain Ms Olsen stated the Countys portion of mandated Medicaid payments are paid directly by the Finance Department
Mr Kauffman opined that the Countys portion of Medicaid HospitalsNursing Homes is a liability will continue to
It was the consensus of that there are no further issues to discuss with regard Procurement _nHr~c budget
There was a recess at 1 0 11 a m The at 1019 am with all members present
Book U Page 535
July 14 2015
iIdggsectsectampQlli-ffi~lDr]Y - County Attorney Matthew Minter appeared to review the departments proposed budget FY 2015-16 31) He of the for 2 additional full equivalents noting the County Attorneys Office will utilize
old County Attorney Library to one new attorney one assistant Mr Minter referred to line item 544101 Rentals amp - Equipment in the amount $16000 noting the $2000 increase will cover the cost of a copy machine for the new attorney He addressed for an additional attorney due to the increased workload especially in relation to zoning building Mr Minter commented on savings to the County by handling as much of the process in-house as possible
In response to Commissioner Zalak Mr Minter opined that the addition another attorney will reduce the for outside He stated new attorney will also allow the County Attorneys Office the time to review and update County Ordinances
Chairman McClain thanked Mr Minter for the he provides BCC It was the general consensus of Board that are no further questions in
regard to County Attorney
There was a recess at 1 am The meeting reconvened at 1 am with all present
====~=t - Growth Director Martsolf to review departments proposed budget for FY 2015-16 for rrrncnT 2730 Planning
Zoning 103) and Department 3440 Code (page 1 Administrative Manager Suzanne DiPietro was also
Mr Martsolf that the department was able reduce its $170579 primarily as a of the reorganization plan which resulted in a $89600 personnel reductions were with the of 2 Enforcement that will replaced by a lower pay
000 was with the elimination of 1 new request referred to line item 101 Machinery and Equipment in the amount of $1 905 which will provide the department with 5 new laptops as well as a new noise meter
Mr Martsolf advised a decrease of $41180 in Enforcement abandoned and vacant property re-registry
In response to Commissioner Mr Martsolf advised Strategic Resource Manager Kevin Smith as well as Senior Planner Kimberleigh (Kim) Dinkins work
with Department of Environmental Protection (DEP) in regard to water planning projects for the County noted staff will holding one-on-ones with Commissioners to go over upcoming projects placed in a water planning document
It was general consensus of the Board that there are no further v to with regard the Growth budget
Development Executive Director Loretta Shaffer aPJ)eared to review departments proposed budget FY 2015-16 (page 280) She noted Tourist Development Council (TDC) approved proposed budget on May 14 201
Ms Shaffer the OcalaMarion County Visitors and Convention Bureau (VCB) team continues to more efficient fiscally responsible with collections noting to VCB bed tax collections are $900484 with an additional 3 months of
536 Book U
July 142015
collections remaining for FY 2014-1 Since 2012 the department has been operating a programmed plan to the fund balance to achieve the Strategic goals
that were forth by the and TOC for the organization Prior to the implementation of the Plan the fund totaled almost 2 pennies worth of bed tax collections which was banked and not utilized to further the mission of the organization The current plan fund balance use is and moving forward with the department operating on a revenueexpenditure
Ms Shaffer referred to line item 01 Contract - Other Misc in the amount of $1 686 which decreased by 100 from previous by removing the Outside Tourism Marketing line item in the amount of 100 However line does a Group Technological Platform line item in amount $20000 for website to develop a that allows operators wholesalers book travel with industry partners advised that line item 548101 Promotional Activities decreased by $18102 however it absorbed line item 582101 Aid to Private Organizations in the amount of $80000 This was in an effort allow the team to remain competitive in a paced RFP environment with a smaller in comparison to competing destinations The will still continue to bring all funding
uests to the for final approval per the recommendations made by the Ms stated Media Plan is budgeted $300000 which will come out of
the current budget and not use Carry Forward as in previous years is also funding in the amount of $34905 that will be provided to the County Parks
Department On May 14 2015 the directed remove as its own line item Promotions blend the amount into the overall sports funding line item that is currently at $115397 proposed change if approved by the BCC will the sports funding portion line item 101 Promotional Activities to $150302
Ms Shaffer noted there are no additional in the proposed budget stated VCB is once reflective achieving an integrated with all marketing
and sales initiatives to further advance tourism in OcalaMarion County Shaffer advised current revenues are $900484 for FY 2014-1 which is only $45552 from the end year goal with 3 months remaining in collections noting the total current roIE~CtE~a amount is $947036
In to Commissioner Zalak Ms Shaffer clarified that it was TOCs recommendation to blend for $34 for County and sports
line item 548101 Promotional Activities It was the general consensus of to concur
Commissioner Bryant advised that she staff prepare 2 different so that the Board could discuss departments direction in relation to the possibility of increasing tax noting County seen an in revenues as well as increased funding requests to the TOC expressed concern that the department will run into deficit spending which will force the County to cut back on some of its marketing Commissioner Bryant opined that marketing been working to draw visitors to Marion County through different sporting events eco-tourism
Ms presented a 3 page handout entitled TOC Approved Grant Expenditures 2014-2015 a 5 page handout entitled Proposed 3rd Penny Budget for Consideration a 5 handout entitled Proposed Budget for Consideration
a 6 page handout entitled Proposed 4th 6th Penny Budget for Consideration - Marketing a 6 handout entitled Proposed 4th 6th Penny Budget for Consideration
Book U Page
July 142015
- Both Bonded a 12 handout entitled Marion County Florida Visitors and Convention Bureau a 10 page handout entitled Impact Signature Event HISE Program and a small spiral bound document entitled Marion County Tourist Development (Tourism Fee)
Ms Shaffer noted the handouts reflect various options for increasing the current 2 Development Tax also known as the tax
Chairman McClain commented on the Return on Investment (ROI) for funding requests noting if the event does not require visitors to stay in a then the County
collect tax to fund events He opined it is the responsibility the BCC ensure the events funded heads in noting only half the people that Marion County stay night Chairman McClain stated if the department is looking for him to support an in the tax staff to provide information as to how each event will increase occupancy He questioned at what occupancy do hoteliers determine when they need to add on more rooms or build another hotel (eg
occupancy) Commissioner Bryant advised that any event the TDC awards funding to is based
on in beds and organization has to provide information showing it goal Chairman McClain opined that parameters to be set and goals to be
similar to requirements established for grants Commissioner Moore commented on a previous request for staff bring back
tangible tax data as it relates to bed tax Manager Chris Kirbas that in to Tangible Personal Property
Tax there are 3 codes that affect tourism 1) hotelsmotels 2) restaurants and 3) shopping facilities stated staff works with Property Appraisers to determine on the values of those properties how much money the County actually in levied Mr Kirbas advised the total value of TPP in Marion County for 2014 was $1 billion noting the total value for those 3 codes was just over $177000000 He the taxes levied hotelsmotels were $170142 restaurants $411034 and shopping was just over 4 million
Commissioner Moore requested staff provide the total tangible that would ICHIltn if the BCC approved the 3rd 4th and 6th Mr stated he will provide that information to Commissioner Moore
discussion ensued Chairman McClain stated there is more to the goal than increasing funds
noting there is an opportunity to create an investment matrix that will attract more events and incentivize private sector invest more money into projects
Commissioner concurred that a matrix needed to help the County achieve its goals
General discussion resumed Commissioner Bryant expressed concern that without the 3rd penny bed tax
department will able to fund some of events that proven to put heads in beds in the past
In response to Commissioner Ms advised that out of $586000 that will generated from the 3rd penny tax $400000 will be allocated specifically to high impact signature events (H $100000 will be allocated into media plan and $86000 will back for Forward for FY 201 6 as recommended by Countys Fiscal She to the handout entitled High Impact Signature Event HISE Program Guidelines noting a HISE is defined as an event attracting
538 Book U
July 1 2015
national andor international audiences consecutively or as a collective of a high event To funding support as a HISE a separate application summary form proposal must be prepared as the competitive award cycle
In to Commissioner Zalak Sales and Operations Manager Sky Wheeler VCB stated approximately $150302 is proposed for sporting of which $125500 is already committed for the upcoming FY She noted that the Shows in the Sun (HITS) will coming forward with an itional request for which will over extend the current sports funding portion Promotional by approximately $25000
if County reallocated funds generated from a will the County obligated to pay the City of Ocalas portion of shared Ladies Professional Golfers Association (LPGA) Coates Golf Championship) Commissioner Bryant that is a question to be answered by the Legal department
General discussion ensued Chairman McClain questioned the VCB will have enough staff to manage
3rda $500000 in its budget Ms stated the for penny tax increase call for another employee however if the the 4th or penny there is a for an
Arnett commented on importance of building up reserves for future projects
Commissioner Zalak addressed the importance of working with the City of Ocala with regard to high impact signage)
It was the general consensus of the Board to direct staff to ule a workshop in order to a matrix for the 3rd funds as well as anticipated infrastructure
In to Commissioner Mr Tomich advised that typically the County is only allowed reserve up to 30 of Balance but is unsure whether there are any for Tourist Acts He primary concern is putting the to use in a timely fashion noting precludes local governments from stockpiling funds
Chairman McClain clarified it is the consensus of the Board to direct staff to schedule a workshop in August (after meeting on August 1 2015) to present information in form of a matrix on how the VCB will utilize the generated by the proposed penny bed tax to increase staying overnight during the off-season
bring back a matrix for 6th penny consider
with that is the County can only have a specific amount of
It was consensus of Board that there are no further questions in regard to the Tourist Development Department
There was a recess at 11 37 am The resumed at 1 pm with all present except
U Page 539
July 14 2015
has 5 he will BCC on projects department is budget is
A bid was on the Beltway uncn
hoped that the will be brought the Board on August 4 2015 which will put construction around the middle or end of August the northern is out to bid and will be open as of of next week and as discussed at the last BCC meeting the Horse Park turn will appear on the August 4 2015 The Agenda Item regarding the Park turn lanes will ress funding from Transportation Impact
District 4 if the budget is monies are in the Economic Development Incentive Grant (EDIG) Fund a budget will be done next to move that funding to the EDIG The Park turn
August 4 2015 Agenda for approval and will be added approved list of for next year The Park will be doing the design and obtaining the permit which they anticipate having everything ready by the end of this fiscal so it is possible that it can be out to bid in October for construction
Chairman McClain stated his understanding was that were going to look Capital Improvement Plan (CIP) or something as it to the Horse
noting Mr was going to what be money for the Park turn lanes was from Impact Fund Mr noted the 49th project was at the Board noting allocated for rights-of-way (ROW) acquisition At this point $300000 was taken from 49th Avenue but if the EDIG can used when the approves that budget then it will revert back He advised that mentioned 3 projects in the Transportation Improvement Plan that could and opined that 49th Avenue is the best option
Mr Bouyounes introduced Deputy County Engineers Atwell and Tracy who will review departments budget for 6 for Department Water Resources Department (page Department 41 Property amp Services (page 1 Department 4130 Construction 20 Gas Tax Department 4121 Transportation Department (page 212) Department 3390 Water Program Department (page 460)
Ms Straub advised that Department 2715 Water Department which has one employee is a General Fund and can be found on page 99 of the budget book
Commissioner Bryant returned 1 38 pm Ms Straub the budget as proposed is 235 years
and does contain the With lacoochee Regional Water Supply Authority (WRWSA) membership found in line item 554201 amp Membersh in the amount of $64116 and is a per capita assessment that changed from assessment value of $019 per capita but the amount has slightly
Commissioner Moore questioned line item 531109 Professional noting $53000 was spent and the proposed budget is in the amount of $78750 Ms Straub stated that is where the department been paying their water supply feasibility work they are under with Devo Consulting She noted money was moved in the line last year through amendments make that happen however that project is coming to a close
Mr Atwell addressed Department 4145 Property amp Engineering which has 2 employees is funded by the Fund and can be found on 133 No
Page 540 Book U
July 14 2015
significant changes have been made to Person Operating or for the FY 15-16 A decrease in spending is noted in the proposed budget of 1
Commissioner Moore questioned line item 531109 Professional Services which was $0 in 2014 but proposed budget is in amount Mr
that $1750 spent so year Mr stated the Services Contract Services items are used when dealing with
surplus properties or coming to the County where the department sometimes to care of them mowing taking care of buildings or improvements etc)
He noted funds are not always used but the money is there just in case arise Chairman McClain questioned where monies from foreclosed propertiesbank
are located in budget Mr stated those are treated as Revenue dollars offsets a portion In
McClain Mr by law have used to offset of Code noting their expenditures exceed that amount but it
is not specifically earmarked or set aside Mr Atwell addressed Department 4130 Construction-
has no employees is funded by the Gas Tax and can be found on fund road and traffic materials for County work forces
rnl~11 under this fund include limerock concrete sod striping materials light traffic signals
Atwell Department 4121 Department which is also Gas Tax and can found on proposed includes an
approximate decrease of 1 from the FY 14-15 Some of the significant personnel include a total 3 reclassifications change in job responsibilities at a
salary of $7182 as well as a new position with a salary of $31 due to increased workload which was during the planning workshop
Chairman McClain questioned the Transportation Contract Compliance position (page Mr Atwell position is involved with assembly
books processing as they are from the are also very with local program (LAP) which virtually has millions of dollars of aid and construction funds from the Florida Department of Transportation (FOOT) The position is also involved with audits field interviews opportunity documentations as required amount of material submitted to has significantly
since he started with County about 7 ago Ms Straub commented on the capital portion of the budget noting during the
planning session one of the key was the of the vehicle and replacement keep the staff equipment replaced a of $15 to $25 million year
in to keep a stable as well as keeping the equipment in operational condition The budget Board in the Capital line item 564101 Machinery and Equipment is proposed in amount of $13 million (page 218) however staff has worked with the Fleet Management Department and are now recommending further reduction to that budget of about $400000 by removing the Motor in the amount of $205183 and Widener in amount of $194931 In so doing additional monies need to to the repair contract line items In talking to
in mechanical such staff is looking to move $40000 into line item RepairsMaint - Management to cover additional repairs for those units and move the remainder slightly more than $360000 into line item
u 541
July 14 2015
01 Contract - Misc to toward contract work in particular focusing on the long line trimming efforts
In response to Chairman McClain Ms commented on long line tree trimming effort which is a big undertaking the department has further and further behind She more work is in this effort to keep it in a more routine fashion which will a lot to get caught up as they are far behind
General ensued Chairman McClain questioned what is included in line 534101 Ms stated that item the crossing
shredding for repeater installation ROW (for larger department cannot remove) as well as AITCgt
disposal (for oil grease and spill material) Chairman McClain inquired if the $360000 will be spent in next year
Ms Straub stated the amount will be as they will hit all quadrants Commissioner questioned the cost per mile Ms Straub stated did not know the per mile cost at time Mr Bouyounes noted the last time the long line trimming was done was over 2 He stated staff can provide that information to the Board
a later In Commissioner Ms Straub vendor looked each actual see the coverage they will take money
and accomplish as much as possible General discussion resumed Chairman McClain requested staff provide a report as to how much time money
and equipment is allocated to the long line trimming Ms Straub she did not have that number time but can report that information to the
General d resumed Commissioner Zalak Mr Bouyounes stated can provide a
amount of over the last five for long line trimming both and Commissioner if staff is
aware of what the Utilities (private utilities) will doing Mr Bouyounes that the Utilities did notify but it is a short however crews try avoid trimming along power lines and on other areas
General d continued Chairman McClain stated he was having a hard time giving the department another
$360000 when it is spending almost $2000000 on this work Mr Bouyounes the $360000 would go toward long line contract type work not
house tree trimming work Ms Straub noted that Marion County is a heavily treed county McClain that he will a decision today
Commissioner commented on compressed replacements where they will located Ms one of pickup trucks will Road Maintenance Supervisor (RMS) who is assigned to North but regularly runs to Fleet and the main headquarters Mr Atwell stated 2 CNG trucks will go the Engineering and Traffic 1 truck will be for the Traffic Supervisor and the other truck is for the ROW Inspector Also a replacement sign truck for Traffic will be a CNG truck Mr Bouyounes noted employees put a lot of miles on the as they drive throughout the County_
inquired if any vehicles at can be replaced CNG and the vehicles in other areas that are not near a
fueling station Mr Bouyounes stated will have to work with explore
542 Book U
July 14 15
idea Mr Kauffman questioned whether the Board wanted Ms Olsen to address the 2 Chairman McClain stated there was no to ress the this time
noting he may a question in general to RFPs Chairman McClain the $359000 is an enhancement the budget versus
what has occurred over last years as it to trimming He advised that is having with putting dollars into the budget however may be some opportunities exist that staff has not fully explored (eg working with power companies to costs) Mr Bouyounes stated staff can look at as the money will remain in fund balance Chairman McClain concurred
Commissioner Zalak inquired if can also provide information as to how far behind the long line trimming is and exactly what that $360000 can do when they bring back the report as requested earlier Mr Bouyounes stated in general the Transportation Departmentffransportation Maintenance Fund is not short on work in field as there are many maintenance that need to taken care stated will check on the trimming bring back some recommendations so Board can see where they have been and what they have so far and if there are any other opportunities with power companies then can bring forward a comprehensive plan
Chairman McClain staff to go ahead and the 2 vehicles out and switch around the budget In response to Mr Bouyounes Chairman McClain stated he is okay with moving the $40000 clarified that he is to doing what staff asked Mr Tomich stated to specific 2 vehicles been eliminated with $40000 for
Management about $360000 in Chairman McClain stated the 000 will go into their Contract Services budget Chairman McClain if there is a higher priority where this money can be
Mr Bouyounes commented on the major issues the department with on a regular basis as drainage pothole patching shoulder widening care of side of the and trimming
Commissioner Zalak commented on making sure is enough money in the material supply side (Iimerock) when doing contracted grading maintenance to crown dirt Mr Bouyounes stated it is part of the 20 Gas Tax budget as earlier by Mr Atwell In response Commissioner Zalak Mr Bouyounes every time they grade they are making improvements noting there are over 400 miles of dirt
to deal with but only about are on a routine Ms Straub stated graded roads cost about $700000 $800000 year and time material is added more money is on those dirt roads which is a significant portion of budget for such a small number of roads as compared to overall road network Commissioner Zalak questioned if County is fixing the problem noting some dirt roads better than others
General discussion Ms add Department 3390 Stormwater Program Department which
is funded and can found on 460 Staff is recommending one personnel change add a temporary seasonal employee a Summer I The budget is strategic plan focused the department really tries to concentrate its efforts on the maintenance installers which is under Capital Outlay (page 463) item 563101 Improvements Other than Buildings in the amount of $5888445 Continued efforts to reconstruct and remediate stormwater systems for both water quality
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July 14 2015
and quantity can seen under line item big are identified in the Stormwater Improvement Plan (SIP) that comes before the each Also as a result of watershed management program the department a Capital Projects Privatization (CPPR) which all of to be worked on (from maintenance to capital) and is a living document that staff continues to assess watershed by watershed reprioritize based off its findings and as new findings which built into 5-Year The other item is the public education plan which staff will bringing to Board in September or early October 201
Chairman McClain noted that a little more money was to be budgeted under item 563101 and questioned if staff is on track to continue to spend this kind of money
in that budget over the next several years Ms Straub that Stormwater Engineer Gail Mowry has an excellent job at laying out a plan She opined that department will hit the $5000000 mark this year from the budget much of which is capital work and they are aiming to grow that (by projects not money) and year
Chairman McClain to Stormwater Improvement projects in the amount of $3122880 and questioned how many are included in that Ms Straub it is miscellaneous projects which includes anything from swales digging a retention pond She commented on a project list this that shows construction costs that range from $10000 to $500000 In response to Chairman McClain Mr Bouyounes the items are identified in the SI
Chairman McClain if the County is due for any big map updates in future Ms Straub in to mapping staff is in the midst of doing a Emergency Management Agency (FEMA) update right now and are waiting on Staff wants to address City of changes believes that FEMA wants to wait to include that information before moving forward they do not want to have it as an amendment but actually want to incorporate it into update County staff been told anywhere from AugustSeptember to of the
Chairman McClain commented on the Countys watershed management asked if it is something is doing on a regular basis or on 4 to 5 year life cycles that
updating Ms Straub advised that all the big watersheds are being out and at maintenance maintenance are small most of that work will done
Chairman McClain if once the maps are done is it just a of keeping them updated Stormwater Engineer Mowry stated that is correct noting the Watershed Management Program is done in to all of modeling so for the most part every watershed has a 100 year model event for then staff moves into water quality portion and the capital projects reports all of which was brought in internally Staff basically has a long range to do and incorporate into the 5-Year Staff is not doing any more Flood Insurance Rate Maps (FIRM) than the 2015 ones they are currently doing
Commissioner questioned line 552108 Operating Supplies in the amount of $17625 (page 460) Ms Straub stated and control supplies which include silt fencing and mulch as well as office supplies such as DVDs memory sticks for the camera field log books flagging stakes and water quality sampling equipment are purchased from this line item Commissioner Zalak asked if the big drivers are fencing and mulch outside office supplies Ms stated the erosionsediment control is big ticket item which runs $15000 and the sampling equipment is $1275
Commissioner Zalak questioned line item 1 Training Education in the
Page 544 Book U
July 14 2015
amount of Ms Straub advised that a slight change is Training and as the has not kept up with a items and is of online Computer-Aided Design training which 000 FOOT is no longer doing some classes for so the department is now having to pay some of items The remainder is for the continuing education that has been consistent In response to Commissioner Zalak Ms Straub that the department looks to 1 person CAD certified Ms Mowry stated there are 7 CAD users in the group and the on training course is $1 for 5 peoplepositions noted they can potentially downsize and use numbers with multiple people however the Geographical Information Systems person is supposed to cross-trained to sometime this year
projects on in the amount of by the end of Ms Mowry stated
Ms Straub stated the will not be finished construction bythe end however funds are allocated and a contractor is brought on board but
construction can be carried on into fall Ms Mowry clarified the bulk of projects on the list are currently in design or will be coming before the at the first meeting in August (August 42015)
discussion ensued to Chairman Mr Kirbas stated purchases to
date is $180505 in regard line item 561101 Chairman McClain asked if will be OU(la9tea forward in Ms Straub stated earmark that is IfI~nI1 noting Ms Mowry ROW Manager Shawn Hubbuck of upcoming
Zalak commented on the monster water pipe by Silver Springs and inquired as what the red light means Ms Straub stated it means the pump station is not properly working Ms Mowry advised that for some reason that pump station seems to be very susceptible to lightening it was thought to during this last repair however light still triggers on a fairly basis She that if the red light is on the pump is turned off Ms stated the pump is working but chambers are collecting sediment Ms Mowry concurred clarified that pump is water on other but chambers are still collecting In response Commissioner Zalak advised that FOOT is taking care of the pump station
Commissioner Zaiak inquired as to what will happen to pumping station when the road is widened Mr Bouyounes the 4-lane project was considered during the design of the pump station which will not be impacted by the improvement noted the will occur on the north side of the pump station
Commissioner Zalak questioned line item 525101 Unemployment Compensation in the amount of $3000 Mr Bouyounes this is an item that has no value in budget and it is unknown as when it is neE~aE~a
It was general consensus the that are no further issues to discuss with the County budgets
BudgetsUtilities - Marion County Utilities (MCU) Director Flip Mellinger appeared to review proposed FY 201 6 budgets for Department 7130 Utilities - Customer Service (page 594) Department 40 Utilities - Water Operations (page 598) Department 71 Utilities - Water Maintenance (page 601) Department 7150 Utilities
Book U Page
July 14 2015
Wastewater (page 604) 7155 Utilities Wastewater Maintenance (page and Department 7160 UtHities shy Engineering Construction (page 610) ACA was also present
Commissioner Zalak noted the Unemployment Compensation is to in line 526101 as Other Employment in the amount of $5665 (page
594) Mr Mellinger this is an item that is required by the Clerks Finance Director John Garri that OPEB is by the Governmental Accounting Standards Board calculate noting an Actuary is hired to calculate
value as it on overall financial unfortunately Enterprise it has to be the fund is basically of the health
insurance that the County provides to a reduced group is referred to as the implicit rate Although the County is essentially not fund say there is a subsidy that the Board provides the by allowing them to their health insurance at the group The County was required to calculate that value and start recording it on the statement a couple of years ago He noted the pension one will be coming up and will be booked as an expense For governmental funds that will be entity wide level and will not affect the budget however it will
the funds Mr Mellinger addressed MCUs as presented to
demonstrate and is about $87500 than last year without considering and debt When considering and debt budget it is
considerably less year because funds have been previously allocated to capital projects and expended project funds will be carried over into the About $19000000 is currently in the CIP and allocated toward projects and as the year rolls on those funds will draw down on payment to contractors and the balance will be carried forward on active
The budget a reclassification a Assistant I to a Assistant II (page 596) as it is a continuous revolving Commissioner questioned the overall turnover Mr Mellinger stated in 4 years MCU an overall turnover rate of 46 is quite high
The proposed includes replacing 10 of MCUs 72 vehicle at a cost of about $382000 $385000 was to purchase a Vac-Con Truck so no pickup trucks were replaced cycle has to be started as no pickup trucks been replaced
2007 MCU intends to spend about $400000 per year Also 9 computers are included in the have been by Information Technology (IT) as needing to be An additional $69 million (approximately) is planned for capital
the which are mains that will run from Golden Ocala to 200 and to the Oak Run collection system MCU to begin the design for of the Marion Regional Water facility The pressure for future projects including alternative water supply development drives
need for another rate increase in 2016 Mr Mellinger he had several proposals he would like to talk to the Board
about and inquired if are any questions Chairman McClain commented on operating budget for and wastewater
to line 534101 Contract Other - Misc of approximately $350000 questioned if those funds are meter reading Mr Mellinger concurred
noting that is down and by this fiscal should be out of the meter reading as pretty much everything has been over to automatic
546 Book U
5
In
July 14
meter which will allow 1 1 vehicle to go around and all of the MCU use have a dump station for vac-con when they were hauling grease and stuff that out of lift stations but since had to stop their use landfill or even haulers will not haul MCU is not able to properly dry material which is not authorized for transport MCU is now hiring American Pipe and Tank to come and pick stuff up or they dump the vac-cons their location which that cost quite a bit this year
Chairman McClain commented on Department 7155 Utilities shyMaintenance line item 534101 Contract - Other shy$161396 (page and questioned how much of is meter reading Mr Mellinger stated none of line item is for meter reading hauling MCU is Solid Waste to haul the the drying wastewater plant item
Misc in the amount
that it is all dumping
commented on 71 Utilities - Customer budget line 101 Contract Serv - Other in the amount of $208773 594) and if this is all meter reading Mr Mellinger stated it is not noting this line item cleaning contract bill printing service certified document shredding etc McClain inquired as to where the reading is in the budget Mr Mellinger reading is currently in 7130 although the cost has reduced money remained in the budget to continue the services for turn onoff since it is than doing so in-house Chairman McClain clarified that the reduction will continue to 7130 budget Mr Mellinger meter reading will remain in the Department 71 budget
Chairman McClain questioned if the treatment plant is Marion Oaks Mr Mellinger
CIP
would eventually per day (mgd) facility when
water reclamation plant is for Marion MCU knew that the Marion to be facility will be a 9 million it is built out which is much larger than Oak Run
Commissioner requested review of Mr Mellinger stated that is part of the noting need to address going for a bond in 16 to take on the debt MCU needs to pay for Marion Oaks Water Reclamation which will also include some improvements to the collection system at CR 484 and 1-75 He noted they have reached a point this has to be addressed as are a lot of entities talking to MCU about The existing infrastructure can handle some more flow but it will not handle all Mr Meflinger stated there is no 1 project that is large enough to take on the cost of infrastructure improvement that is Basically MCU nonc
to install a new main from CR 484 run south along to the nearest point of intersect with and into the lift SummerGlen project can $1000000 There is for anyone entity to pay for to put the money out will later be recuperated in capital to Chairman McClain Mr Mellinger stated an 8-inch main is currently 1-75 which collects (Le all of those motels restaurants etc) noting it still has some capacity but not enough to handle the numbers being proposed to MCU
General discussion ensued to Chairman McClain Mr Mellinger advised that the Bond will
neighborhood of $15000000 $16000000 He stated he would like of a 714 customer system which is 1 of 3
Book U 1 Page 547
July 14 5
owned by Mr deMenzes and is on southeast corner of the City and wraps across the road from MCUs South A purchase price of
$18 million and change has been negotiated that system MCU had Burton amp perform the financial analysis on which will not have any impact
on MCU as the majority of customers aU the way up 14000 gallons per month will see about a $3 month increase by coming to the MCU once above the 14000 gallons per month it is less than a $10 increase up to 20000 gallons and once above 20000 gallons their $539 increment kicks in and start feeling it He noted this
one of the issues Mr deMenzes has with over the past in that he does not rate structure however he one approved that goes into
10000 gallons that will be raised by $050 In response to Chairman McClain stated the purchase price is $1
McClain clarified that of will be to purchase the system lt1ltgt1011 MCU will pay out of Capital currently on hand
that back into Capital Mr Mellinger addressed the high
Mechanics noting this year the Utility turnover Field Mechanics The turnover for 3 He asked that Human for pOSitions and find out where they are people are leaving for more money Mr Mellinger requested permission use up to $75000 of the $87000 in savings this help adjust those salaries to hopefully some of the turnover
Commissioner Zalak inquired if the $87000 savings is all operational Mr Mellinger concurred Commissioner Zalak d staff to bring back a salary study
see if all of the $75000 needs to be spent Chairman McClain directed staff to cond survey noting the Board would like to have the opportunity to discuss the
Mr Mellinger concurred McClain advised that it is the Board at least explore what
475 and 475A noting some properties in that area will require the County will to figure out how to go under
side of opined that the County should it done while going out which will be worked out
Agreements noting will cover the ltgtvrlltgtn
00ltgt discussion ensued Commissioner Zalak questioned how of the Bond money will
Mellinger $12000000 will the Marion Oaks Water 101
which will start out as a 1 mgd facility at a cost of about $12 to Commissioner Zalak Mr Meliginer stated the facility needs
2017 noting the problem MCU has is that it a 220000 gallon plant at -VIYIJ
and flows need to be moved south I of building a plant at Golden right now MCU looked at where the best place to build a plant was and determined that Marion
is place Rather than spending $12000000 at Golden Ocala and another $12000000 at Marion Oaks that will be in 5 years MCU can go ahead spend the money down there and put $5000000 into a pipeline that will take from Ocala to Oak Run take Marion Oaks and SummerGlens flows of Oak Run put them back at the Marion This also gives MCU ability
Oak Run Marion vice-versa as well as run flows back Golden Ocala and MCU will want to
Book U
5 July 14
build a plant at Golden it is just the timing right now and the Marion Oaks plant is the better option of the effluent disposal opportunities even though Ocala has a commitment of 2000000 gallons of effluent that can be taken for golf course or whatever however it is unknown if Golden can get a consumptive use permit (CUP) for that amount however Golden Ocala a commitment for water that they have to on so that MCU can move flows away in to save money Eventually MCU may go and put in plant but they want
membrane that was built at Salt Springs to more comfortable with which a much smaller footprint it is believed that a
facility can be put that will be less General discussion In response to Zalak Mr Mellinger Trilogy is starting to build
homes which is driving MCU to do something now the Golden Ocala plant does not have enough capacity to take care of development Trilogy Mr Mellinger stated MCU has the Capital in its rate sufficiency analysis which is programed in so they knew they were going to to spend it they also revenues that would received and the capital will be returned with the charges it also the added customer that supports long term It will have a impact on MCUs without that northwest area In reply to Commissioner Mellinger advised that City Ocala is not a Wholesale Agreement
General Commissioner questioned how MCU is on bad debt Mr Mellinger they are still in the of making telephone and pleading with customers
as well as sending noting the customers are obviously cut off He noted the collection agencys success is not as great as one would think Mr Mellinger CTOlTtgtro
the success rate of collecting on bad debt is around 20 eventually reaches a point where it is written off advised that the County Attorney is currently reviewing proposals noting one proposal is to start placing a lien on property so that the debt can
recovered once is sold General
commented on MCU a charge even services are looking at a new some of those assumptions
are built in and from a policy standpoint if the County continue down that path or explore different opportunities He commented on bonding process and what the County has committed to as as a rate solidifies that so a choice cannot be Commissioner Zalak did not necessarily want to into a new Bond with the same presumptions if it can avoided Mr Bouyounes that the new Bond will assume what the County in the Ordinance Commissioner Zalak stated the Board should consider any to the Ordinance prior to bonding Mr Mellinger it may be a bank loan rather than a Bond Chairman McClain it is a good discussion to have at a later date Mr Mellinger commented on concerns by Burton amp in
to options General Mr Bouyounes if the Board wanted to the bonding at the next
strategic planning It was the general consensus of the Board to concur Mr Mellinger questioned if Board wanted a report from Burton amp Associates prior to the planning session Chairman McClain clarified that direction is that the Board wants explore this thought as it relates to the Bond Mr Mellinger suggested that he
Book U Page 549
July 14 2015
wait to see how fast he can get something from Burton amp Associates and then schedule a workshop Commissioner Zalak recommended that the Board look at the Ordinance and consider the options while they have the opportunity Mr Mellinger briefly commented on the base charge
Mr Garri commented on a legal issue in regard to the Reimbursement Resolution document which the Board will have to execute in order to take Bond proceeds if a bond is taken and reimburse prior expenses before the date of the Bond issue He clarified that MCU cannot start spending money now thinking it will get reimbursed unless a Reimbursement Resolution is in place which is something the County Attorney will have to prepare In response to Chairman McClain Mr Mellinger stated he understood what Mr Garri said as well as what the Board wants to discuss
Clerk Ellspermann requested an update from Mr Mellinger on returning deposits or hookup fees that is of concern to the Auditors Mr Mellinger stated he is aware that the Auditors are concerned about that money but it has not been the highest priority until this year He advised that he asked Customer Service amp Billing Manager Nancy Jarvis to drop everything and dedicate her time toward working on that list noting it is not an easy process Mr Mellinger gave his commitment that the task will be completed by the end of the calendar year December 31 2015 so that it hopefully will not go into next years audit
It was the general consensus of the Board that there are no further issues to discuss with regard to the MCUs budgets
Chairman McClain directed staff to take a comprehensive look at CR 484 purchase of the deMenzes system salary study and go ahead and start putting the timetable together for the Bond or bank loan Mr Mellinger noted that he shared the Rate Sufficiency Analysis with the Board this year
Commissioners Bryant and Moore out at 304 pm Chairman McClain advised that the Board will deviate from the schedule and
consider the MSTU budget next Commissioner Moore returned at 305 pm
BudgetsDistrictsSubdivisions - Municipal Service Taxing Unit (MSTU) Director Teresa Darnell appeared to review the departments proposed budget for FY 2015-16 for Department 4155 MSTUAssessments (page 135) Department 4156 MSTU Assessments - PA (public assistance) (page 137) Department 4600 Road Assessments (page 220) Department 4320 Marion Oaks Recreation (page 330) Department 8100 Silver Springs Shores Recreation Facility (page 339) Department 8110 Silver Springs Shores Street Lighting (page 343) Department 8200 Hills of Ocala Recreation (page 350) and Department 4930 Marion Oaks MSTU for General Services (page 476) ACA Bouyounes was also present
Ms Darnell stated Department 4155 MSTUAssessments budget found on page 135 is pretty straight forward and proposes the elimination of 3 Staff Assistant positions and create 2 new Assessment Specialists positions as previously discussed She noted the Community Services Department has taken over the low income assistance program which was also previously discussed The MSTU Department also handles postage for 30 or so County Departments and that responsibility will be shared between the Administrative Staff Assistant and the Assessment Specialist I position An Advisory Board seminar will be held in November of 2015 for new members
The MSTU is fully staffed at this time with 3 Project Coordinators Pete Hodges
Page 550 Book U
July 14 2015
who has been with the County for over 10 years Richard McClean who was previously with the OCE Stormwater Division and the 3rd Project Coordinator was brought on board and is new Marion County The department is a behind on projects and currently more than a dozen inspections which will responded to as as they can now that they are fully staffed
Commissioner Bryant at 308 pm Ms stated department is working toward greatest level
they can The first new project petitions are out for Turning Hawk which are on August 212015
Chairman McClain inquired as to the number projects MSTU is currently working on have out or are in construction Ms Darnell she not have
number in front of her but noted the department has more than a requests that they are now inspecting and preparing estimates for which not include ongoing and Municipal Service Unit (MSBU) projects noted that petitions for Turning Hawk are out right now and everything is in and they know Hgt they stand final public hearings are scheduled week Silver Springs
is a maintenance project will be brought to the Board A Change (CO) was recently approved for Marion Oaks to another 15 The Department is also getting ready to go to bid on Silver Springs Shores which is a little more than 14 miles
Darnell Department 4156 MSTUAssessments which is low income assistance program and can be found on page 1 is proposing to
that budget from $25000 to $20000 and will be going the Community Services Department noted 29 applications have been received so far this but the deadline is not until August 28 2015 year $25000 was budgeted $18000 was used
Chairman McClain asked if this budget will continue leaving Department 4156 with or move it Community at some point in the Mr Kauffman stated
is agreeable moving the budget to Community Services Chairman McClain advised that this budget will not next r
Ms Darnell Department 4600 Road Assessments found on page noting that number came way down this year from what it was last but upon review of list of it was realized that many of them had already failed petition one of which was handled privately through a homeowners association (HOA) list was pared down what might happen however it is anticipated that number will due to amount of inspection requests
Darnell Department 4320 Marion Oaks and can found on page 330 noted that Mr Tomich presented them with a financial forecast
shows they are in good until 2018 Ms Darnell commented on the improvements playground improvements possible parking expansion resealing of the courtyard basketball courts and a storage building) which the Advisory Board is exploring A conceptual drawing a proposed park was prepared by DirectorLandscape Architect Jim Couillard where that goes remains to be seen as it has a lot to do with property values and collections
Commissioner Zalak if the improvements is just money that has not yet been allocated to a Ms Darnell stated that is correct
Ms Darnell this department has 1 vacancy for a part-time Recreation Aide interviews have conducted but they have secure for the primarily due to drug testing
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July 14 2015
Chairman McClain inquired as to line item 564101 Machinery and Equipment for a golf cart in the amount of $8000 (page 332) Marion Oaks Building amp Ground Supervisor David Pierce stated it is an estimated costs for a motorized golf cart instead of an electric one which is about $1500 more than the traditional golf carts
Ms Darnell along with Chairman C J Hagins Silver Springs Shores Special Tax District Advisory Council appeared to address Department 8100 Silver Springs Shores Recreation Facility which can be found on page 339 Approximately 50 of the staff is retirement eligible The facility is aging and needs some attention It was recently learned that the Youth Center restrooms will require upgrades to become compliant IVIs Darnell noted they have met with Facilities Management Director Andy Race who suggested that the work itself will be about $25000 and an architect will be needed which will cost approximately $25000 so they are guesstimating the cost to be around $50000 Problems exist with the Youth Center pool deck that is settling and the parking lot is crumbling and is in bad condition The advisory board is leaning toward adding some computer labs in both the Community Center and Youth Center surplus computers that were upgraded this year can be used She advised that she met with IT to obtain cost estimates and opined that both can be done for about $5000
Ms Darnell noted this department has 3 vacancies the office is currently staffed by a Spherion Staffing Services person (temporary person) and a Recreation Aide is out with an injury as well as upcoming vacations She advised that she may also be monitoring at the pool this weekend Risk Management recommends certified lifeguards at the pools Silver Springs Shores has 3 swimming pools and national standards require 1 lifeguard per 50 occupants The swimming pools are currently operated with no lifeguards on duty and signage states that fact pool monitors are simply there to monitor as they are not certified Red Cross Lifeguards Staff has been used as monitors however some are not comfortable watching 50 people and feel they can only handle 25 Ms Darnell stated it has been her goal to keep all 3 pools operational and open on the weekends
Ms Darnell stated she would like to bring forth an Agenda Item in the near future to downgrade the Youth Recreation Specialist position (page 341) to a Recreation Leader II position which is more in line with the Parks amp Recreation Department this position can train up to become a Recreation Manager in the succession plan She further commented on reclassifying the General Maintenance TechLifeguard by splitting the position to a Building and Grounds Technician which will then free them up to add another part-time seasonal certified lifeguard With 3 lifeguards during the summer months it will allow for 1 full time lifeguard to work year round at the heated pool and the summer pools can be staffed with seasonal lifeguards
Ms Darnell advised that she spoke with Mr Couillard about partnering with the Parks amp Recreation Department and bringing some programs to the Youth Center She stated the Youth Director recently resigned and took a position at The Villages noting there are lots of openings
Commissioner Zalak inquired as to what the recommendation is at this point Ms Darnell opined that there could be a benefit to the citizens of Silver Springs Shores if the Community Center and swimming pools were under the Parks amp Recreation Department simply because it is a recreation facility however she does not know if they are considering this idea but there is a need for partnering
Commissioner Moore commented on the library in Silver Springs Shores Mr Hagins advised that he attended the residents meeting last night and noted one group is
Page 552 Book U
July 14 2015
generally the idea the Youth He stated are going move forward with getting in the Youth as well as the Community Center Commissioner Moore if books will moved into the Youth Center Mr Hagins it is possible Ms Darnell advised that there is a Library in the Community however children are not allowed
Commissioner Bryant commented on having Parks amp Recreation taking this over and inquired if it would still fall MSTU as as funding Mr Bouyounes noted positions from MSTU will to that facility guidance management will the Parks amp Department instead of the MSTU Department if that is direction the Board wants to go Ms Darnel stated it may be something to explore in a workshop at a later
General discussion ensued Commissioner Zalak opined that Ms Darnell to get with the Director
to figure out how to make some those mechanical pieces work they [Parks] already expertise on it is to recruit people over the summer makes no sense MSTU and manage element He recommended bring back a proposal as to how to transition working with advisory council
Chairman McClain commented on the staff positions just addressed noting the budget number staff will have to change Ms Darnell concurred and that she will bring those numbers forward in an Agenda Item the pay 13 position will be downgraded which will up funding for the seasonal position
the Maintenance TechnicianLifeguard would with no pay change as it will still be a pay 5 She budget will be minimal
Commissioner Zalak suggested staff meet with Parks Department and aHow them to look this over as well noting they may need with the Parks classifications in the transition than what is here today It was the general consensus of the Board to concur Mr Bouyounes opined that if this is on the 4 2015 Agenda and approved by the then it can in the Chairman McClain it can be included the budget with the change made
Commissioner Bryant noted Department 811 Silver Springs Street Lighting found on page 343 contains only 1 line item
Ms Darnell addressed Department 8200 Hills of Ocala Recreation which is a community park (passive park) with a meeting facility and can be found on 350 The advisory board is looking to their tennis They wanted to purchase some toddler playground equipment but are with the so they are looking new fiber around existing playground as well as replacing some benches and do some minimal other than that this budget has not The facility is currently rented by a church that has some property on CR 484 where they will building a facility so some of the rental income will be lost in future There does not seem to be any room for expansion on collections as it is pretty much a passive
Ms Darnell along with Advisory Board Chairman Levengood 4930 Marion MSTU for which can
Darnell advised Department experienced a high turnover rate currently has 4 She stated would like to bring forth an agenda item to eliminate a part-time Maintenance nician position reclassify
Book U 553
July 14 2015
Maintenance Mechanic a Medium Equipment position in staff to all maintenance responsibilities of the (page 477)
there has not been much discussion they would also like to going from 4 1 hour days to 58-hour days Currently are 2 crews one is working Monday through Thursday and is working Tuesday through Friday Going 58-hour days would not require having Supervisor staff for 2 different crews as 1 Supervisor could be Monday thru Friday Ms Darnell stated will have to speak to the HR Director about this change to see if this will be a more way to those crews
employees involved another is Marion Services
Board is asking for a salary increase for Superintendent Sloan in the amount of $3934 this is not a reclassification but a 95 request based on fact that they took over maintenance of waterfall 2 years and Ms Sloan 17 years of service with the County In response to Commissioner Bryant Ms Darnell advised that the increase is not included in the budget
In response to Commissioner Ms Levengood to the d of advisory board and stated is to in the operation of
make recommendations capital expenditures staffing and
expansions She that from the first budget that Marion Oaks Advisory Board originally prepared in March to the one the is looking at $300000 was cut from the budget and considerably lowered noting they are not yet done As Ms Darnell stated the advisory board recommended moving a part-time employee to a vacant full time position delete the part-time position which resu another savings of approximately $16000 The advisory board is also recommending reclassification of a position for the waterfall which will provide savings of $9500 total over approximately $25500 from what is before the today
Ms Levengood noted that Ms Sloan has been with Marion Oaks Services MSTU almost 18 years and is too humble to ask for a raise The number workers has from 4 to 9 as well as the amount of equipment with 90 the equipment maintenance being done Transportation assumed maintenance of Units 9 6A 6B 11 and 12 along with the other 7 Units Ms Sloan maintains for a total of about 350 which is an 118 miles just in last few years With BCC approval the board has added the waterfall which Ms Sloan also oversees
of of responsibility by Marion Oaks MSTU General Services and facts they are the raise in to the for the position be for Ms Sloan who is an exemplary that and beyond on a daily
Chairman McClain inquired if position should reclassified in order provide a raise for Ms In response to Commissioner Zalak Ms Darnell stated the pay increase was not included in the budget because she was advised to bring it to the workshop
Zalak noted it is somewhat confusing as Board Policy that adviSOry boards are not to direction employees or playa role in personnel nltgtT stated the two are different Policy is for advisory members not to direction to as to what to or not do on a day-to-day however part of their duties is to a budget and present
Page 554 Book U
July 14 2015
it to the BCC stated advisory board has every right to present a recommendation to the BCC
discussion Chairman McClain stated the Board should give them some direction as to whether
or not the position should reclassified or advise if this is okay for the advisory board to do this going forward
Mr Tomich advised that as far as is concerned it not really deal with individual employees but a time where the rd will determine recommendations that a given of position or position responsibility is appropriate to the job When the discussion turns to performance an individual in a position or whether that person doing something that is over and the of that it a matter of personnel or looking at the position itself He expressed concern with trying to do employee reviews and salary adjustments for performance as part of budget process
Chairman McClain of whether the Board considers pay adjustments during the budget mid-year or it is normally through a reclassification because more responsibility has generally been taken on by an employee It was noted that Ms Levengood Ms Sloan has certainly taken on more responsibility The BCC would prefer to consider salary adjustments as a reclassification He this is a preliminary budget workshop and suggested advisory board work with Ms Darnell
In response to Chairman McClain Mr Bouyounes noted the has a Superintendent which may be a little different in responsibilities commented on the need to capture all responsibilities addressed with HR to look job description and bring a recommendation to the BCC Chairman McClain stated tile Board would be more comfortable with a reclassification
Mr Tomicl1 stated not to specific to this issue but wanted to point out overall budget not quite $800000 in revenue and is relying on Fund Balance year He noted more than $450000 in is proposed and $400000 in operating expenditures so they will be looking at an adjustment in the assessment that area as soon as next to maintain this level of
o or~ discussion ensued Mr Bouyounes suggested bringing all those positions with a reclassification as
an agenda item for approval which will then be reflected in budget irman McClain stated jf want to do a reclassification of a position can go and
with HR present Board discussion Ms stated did not for a She advised that she does not
more positions noting the part-time employee was previously eliminated and she can work without that being changed to a full time employee Ms Darnell the position is still in budget even though it has not been filled or being advertised Chairman McClain asked if this is the General Maintenance Technician position Ms Darnell concurred In response to Chairman McClain Ms Darnell stated the position is the budget however it is Ms Sloan clarified 3 positions are open that they will filling Ms Darnell that is noting another Maintenance Technician position is also open (vacant)
Chairman McClain directed staff get with and bring back a reclassification sometime during the budget process for discussion as it relates to the budget
Book U 555
July 14 2015
Commissioner questioned the deficit next year (FY 17-18) and the millage rate Mr Tomich stated it is a fixed parcel of $30 per lot which is a levy
this point of $798000 although that full amount will not be collected something less $800000 will be collected Commissioner Zalak questioned how much in reserves
is being used today Mr Tomich advised the Carry Forward is showing at $461000 and Reserves are $205000 and approximated that over $100000 in Reserves are being
In response to Commissioner Ms clarified that the parcel vary and is for mowing and lighting and $50 for residential
for commercial and $20 condominiums for road improvements stated does not have a copy of the Ordinance with her and that it not state a maximum Commissioner Zalak it is still a deficit of $100000
Mr Tomich opined that one of the first is to look realistically which vacancies are being maintained and delete positions if that is what it takes to balance the budget It was general consensus of Board to concur Mr Tomich noted that in 2014 the actual expenditures were $700000 If 2016 is going a whole lot different than 2014 they may need a more realistic budget that can show they can operate within current -
Chairman McClain reiterated that and the advisory board have work do He them to meet with HR to address the reclassification and bring a
recommendation back to the Board It was the consensus of the Board that are no further questions in
regard to MSTU Department Commissioner Bryant out at pm
======-== - Solid Waste Director Mike appeared to review departments proposed budget for 2015-16 for Department 4230 Solid Waste Disposal (page 582) Department Solid Waste Collection (page and Department Solid Waste Recycling (page 589) introduced Operations Manager
Starkey and Budget amp Administration Coordinator Ronald Crews (who remained 0011 in the audience) ACA Bouyounes was also present
Mr Sims that Solid Waste Department is made up 3 Divisions Department 4230 is Disposal Division which basically runs the Landfill the old landfills and transfer station operations as well as all of the facilities Department 4250 is the Collection Division which also contains Litter Control Enforcement and Department 4270 is the 18 Recycling that out and around the County He provided a recap of some of departments accomplishments in the last year as a slight increase of 133000 tons of disposal waste into landfill which is over 127000 received the previous year
Commissioner Bryant returned at 348 pm Mr Sims continued recapping accomplishments noting a slight in
customer counts utilizing the Baseline Landfill facility as well as Recycling Centers by over visits department also a County recycling of completed building Newton Recycling Center and remediation project by installing a closure cover and stormwater collection system on the landfill started Davis Landfill water line extension the public drinking water system noting there are other associated programs with project and they are now trying to acquire enough ROW to move that project forward Funding in the upcoming budget will with the
556 Book U
July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
Book U Page
July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
II
July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
Book U 561
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
1
July 14 2015
eventually need to be from the current 047 mill to 065 mill by FY in order to maintain the LOS in that fund
Page 21 an overview of the revenue adjustments going from taxable property values provided by the Property Appraisers Office on June 1
the recently July 1 2015 Certified Taxable Property Values the 95 funding level
Page contains a comparison of General Fund for FY 2006-07 through 2014-15
Cent Sales Mr Tomich advised that to the retirement there is an increase in revenue of $15 million for FY 201 5 and an itional $15 million FY 2015-16 for a total increase in revenue of $3000000 into the fund
In to Commissioner Bryant Mr Tomich stated projected growth rate is approximately 4 (2 inflation and 2 long population growth)
Page 23 contains information regarding other various fuel and State Operating Revenue for the Transportation Fund which are revenue amounts do not include amounts that were shared with municipalities in previous years He advised that this particular revenue source has corne down from its in FY 2007-08 and remained flat These are pennies gallon and no inflationary impact (price per gallon)
Chairman McClain thanked Mr Tomich and his
IrlrlCIC shy Interim County Administrator William G Kauffman presented a small spiral bound document entitled Proposed 201 6 Detailed by and provided a overview of Countys overall proposed for FY 201 He advised that County Commission departments have met the challenge from the Board to present a flat budget this year which was accomplished by a combination of the increase in property values tax revenues and reductions employee expenditures Mr Kauffman stated several key elements in reduction of budgets include from the community service home improvement partnership programs parks
services and public safety noted some of the cuts may several of the provided by the County Mr Kauffman advised that County departments utilize a combination of revenues reduction in to absorb increase in employee healthcare compensation and retirement costs estimated approximately $1 million for 6 He noted the document presented
spreadsheets department expenditures part of the process also out 7 Request for Proposals (RFPs) to consider the possibility of privatizing certain including the Neuter Commuter Fire apparatus and maintenance Fire ambulance and services Marion County Jail maintenance Countywide road grating inter-facility special standby ambulance services and Countywide tree trimming services
Mr Kauffman advised that the should received an email yesterday from Procurement Services Director Susan Olsen providing a summary of the from the RFPs
Commissioner Zalak out Mr Kauffman reiterated that are no salary increases included the budget
however is funding in the budget for proposed paramedic salary increases as provided to Union
Commissioner Zalak returned at 946 am
532 Book U
5 July 14
Commissioner Moore out at 946 am Mr Kauffman clarified that no additional funds were set in the FireRescue for firefighter salary therefore the Board will either have move funds
around to accommodate increases or increase the budget for that should the choose allow pay increases In to Commissioner Mr Kauffman stated $600000 originally
set for the Southeastern Pavilion (SELP) project was returned to the General Fund when the grant was received
Commissioner Moore returned at am (Ed Note The Deputy Clerk did not receive a copy of the email Procurement
Olsen for the record)
- Interim County Administrator Kauffman appeared to review the departments proposed budget for FY 2015-16 (page 34)
were Manager Chris Office Fiscal Director Governmental Affairs Jeannie Rickman Office of Strategic Services and Information Manager Hernandez Office of Public Information
Mr Kauffman stated this department salaries operating costs for County Administration Office of Strategic Office of Public Information and the
of Fiscal Review budget reflected are related to healthcare insurance as well as 3 salary increases as approved by the last year along with the adjustment in the County Administrators contract
It was the consensus of the Board that there are no further issues to with regard to County Administrators budget
=====-=-L=- - Mr Kauffman appeared to review the proposed 6 budget for Department 1 Courthouse Security 26) He advised
that Statute the County is responsible to provide facilities (maintenance security etc) for the Marion County Courthouse Mr Kauffman noted Giddens Security Corporation has been contracted to provide armed and unarmed security services for the Courthouse has kept cost for consistent since the original bid provided in FY 2009 noted in April 2015 Giddens requested a Consumer Price Index (CPI) rate of 3 which was approved by the
It was the consensus of the that there are no further issues to with regard to the Courthouse Security budget
=L===-=--L=--=- - Mr Kauffman appeared to review the proposed FY 201 6 budget for Department 5200 Public 144) He that this department provides and operating costs for the Assistant County Administrator (ACA) of Public and Administrative the Business and Communication Liaison as well as 1 Administrative Staff Assistant
It was general consensus of the Board that there are no further to discuss with regard to Public budget
=====-=-t=-= - Mr Kauffman appeared to review the proposed 2015-16 budget for Department 1020 Industry Development (page He advised
that $700000 in new funding was added to Economic Development Financial Incentive Grant (EDFIG) and $500000 was added to Economic Development Infrastructure Grant
Book U Page 533
July 14 2015
(EDIG) for 2015-1 addressed line item 101 Aid to Organizations noting staff anticipates the increase in fu will be needed for upcoming AI- previously approved
In response to Commissioner Zalak Mr Kauffman the total obligation for this fund is $1 million for 5-16
Mr Tomich advised there are additional obligations in future years as well In to Commissioner Zalak Mr Kauffman commented on a previous
discussion in regard utilizing some EDIG monies for the Horse Park turn project He to line item 101 Contract - Other - Misc in amount of $165000 noting funds are available in the event consultant services are for future (Le Community Redevelopment Areas (CRAs) but noted those funds can be moved if necessary
In response Chairman McClain Mr Kauffman advised that Operating Company Ansafone Communications Carriers and Hotels are some of the organizations that receive funding from line item 01 Aid to Private Organizations
Mr Tomich clarified that the line item all payment obligations through 2015-16
It was consensus of the Board are no issues to with regard to Industry Development budget
rces Director Amanda Tart Risk and proposed FY 201 6 budgets for
Department 2520 Human Resources Department Employee Health Clinic and Department 2555 and Benefit Also present were Risk amp Services
Sheri Wiley and Clinic Supervisor Robarge RN Ms addressed proposed 201 16 budget for Department
Human (page 82) In to Chairman McClain Ms Tart that the
11 Professional in the amount of is due to Florida requirements for the County to perform 2 background screenings for firefighters She the increase to line item 552106 Computer in the amount of $37500 noting the departments software provider (Alliance) is requiring an update to
system being bought out by another company (HR2 Results) which has gone a web based platform
Commissioner questioned increase to line 51 01 Regular amp Wages the amount of $288887 Ms the amount includes the 3 increases approved by the BCC year She ltgt11011 the increase in line item 555520 Training amp Ed Program amount of includes the Countywide tuition reimbursement program
Fiscal Manager Chris Kirbas referred line item Training amp Education noting County actually $1504 in 2014-15 not
Commissioner Zalak questioned how much training is involved with the new software program Ms Tart that staff been working closely with the Information Technologies (IT) and the provider noting the cost of training is included in software She there is no for licensing or maintenance the new program
Ms Robarge reviewed the proposed 201 6 budget for Department Employee Clinic (page She advised of an increase in item 534101
Book U
5 July 1
Contract - Misc from to $53535 Ms noted the lab previously utilized by the department bought out and was an increase in lab services by new provider
Ms Wiley reviewed the proposed 2015-16 budget for Department 2555 and Benefit (page 617)
Commissioner Zalak questioned departments depreciation expense in FY 2014 Mr Tomich advised that those figures come from Auditors financial
from a mod ified basis to a full and Countys not include
only the capital incurred for the purchase of equipment general consensus of Board that there are no further issues to
discuss with to the Human Employee Health Clinic and Risk and Benefit Services budgets
===~=I - Procurement Services Director Olsen appeared to review the proposed FY 2015-16 budgets Department 2530 Procurement Services and Department Medicaid HospitalsNursing Homes amp Contract Manager Procurement was also present Ms presented a 2 page handout which compared provided by County versus the cost to privatize services (ie Neuter Commuter Jail maintenance road grading
Ms Olsen the FY 201 6 budget for Department Procurement Services (page 84) commented on 116 Operating - Computer Hardware in the amount of $3000 noting need to replace computers Ms Olsen addressed 555501 Training amp Education in the amount of $3000 noted a slight in line item 554201 ampMemberships in amount $1 for the agency commodity as well as National purchasing organizations
In Commissioner Moore Ms Olsen stated in line item 534101 Contract - Other- Misc from in FY 2014 down to $100 for FY 201 16 is due to paying off the initial purchase for the contract management software noting there is a charge of $100 annually for maintenance
In response Commissioner Moore Ms Jayne advised line item 549125 Other Current - Disputes in the of $1006 for 14 was utilized to reconcile credit and the department not budget any this line item for FY 201
Ms Olsen the FY 201 6 for Department Medicaid HospitalsNursing (page 159)
In response to Chairman McClain Ms Olsen stated the Countys portion of mandated Medicaid payments are paid directly by the Finance Department
Mr Kauffman opined that the Countys portion of Medicaid HospitalsNursing Homes is a liability will continue to
It was the consensus of that there are no further issues to discuss with regard Procurement _nHr~c budget
There was a recess at 1 0 11 a m The at 1019 am with all members present
Book U Page 535
July 14 2015
iIdggsectsectampQlli-ffi~lDr]Y - County Attorney Matthew Minter appeared to review the departments proposed budget FY 2015-16 31) He of the for 2 additional full equivalents noting the County Attorneys Office will utilize
old County Attorney Library to one new attorney one assistant Mr Minter referred to line item 544101 Rentals amp - Equipment in the amount $16000 noting the $2000 increase will cover the cost of a copy machine for the new attorney He addressed for an additional attorney due to the increased workload especially in relation to zoning building Mr Minter commented on savings to the County by handling as much of the process in-house as possible
In response to Commissioner Zalak Mr Minter opined that the addition another attorney will reduce the for outside He stated new attorney will also allow the County Attorneys Office the time to review and update County Ordinances
Chairman McClain thanked Mr Minter for the he provides BCC It was the general consensus of Board that are no further questions in
regard to County Attorney
There was a recess at 1 am The meeting reconvened at 1 am with all present
====~=t - Growth Director Martsolf to review departments proposed budget for FY 2015-16 for rrrncnT 2730 Planning
Zoning 103) and Department 3440 Code (page 1 Administrative Manager Suzanne DiPietro was also
Mr Martsolf that the department was able reduce its $170579 primarily as a of the reorganization plan which resulted in a $89600 personnel reductions were with the of 2 Enforcement that will replaced by a lower pay
000 was with the elimination of 1 new request referred to line item 101 Machinery and Equipment in the amount of $1 905 which will provide the department with 5 new laptops as well as a new noise meter
Mr Martsolf advised a decrease of $41180 in Enforcement abandoned and vacant property re-registry
In response to Commissioner Mr Martsolf advised Strategic Resource Manager Kevin Smith as well as Senior Planner Kimberleigh (Kim) Dinkins work
with Department of Environmental Protection (DEP) in regard to water planning projects for the County noted staff will holding one-on-ones with Commissioners to go over upcoming projects placed in a water planning document
It was general consensus of the Board that there are no further v to with regard the Growth budget
Development Executive Director Loretta Shaffer aPJ)eared to review departments proposed budget FY 2015-16 (page 280) She noted Tourist Development Council (TDC) approved proposed budget on May 14 201
Ms Shaffer the OcalaMarion County Visitors and Convention Bureau (VCB) team continues to more efficient fiscally responsible with collections noting to VCB bed tax collections are $900484 with an additional 3 months of
536 Book U
July 142015
collections remaining for FY 2014-1 Since 2012 the department has been operating a programmed plan to the fund balance to achieve the Strategic goals
that were forth by the and TOC for the organization Prior to the implementation of the Plan the fund totaled almost 2 pennies worth of bed tax collections which was banked and not utilized to further the mission of the organization The current plan fund balance use is and moving forward with the department operating on a revenueexpenditure
Ms Shaffer referred to line item 01 Contract - Other Misc in the amount of $1 686 which decreased by 100 from previous by removing the Outside Tourism Marketing line item in the amount of 100 However line does a Group Technological Platform line item in amount $20000 for website to develop a that allows operators wholesalers book travel with industry partners advised that line item 548101 Promotional Activities decreased by $18102 however it absorbed line item 582101 Aid to Private Organizations in the amount of $80000 This was in an effort allow the team to remain competitive in a paced RFP environment with a smaller in comparison to competing destinations The will still continue to bring all funding
uests to the for final approval per the recommendations made by the Ms stated Media Plan is budgeted $300000 which will come out of
the current budget and not use Carry Forward as in previous years is also funding in the amount of $34905 that will be provided to the County Parks
Department On May 14 2015 the directed remove as its own line item Promotions blend the amount into the overall sports funding line item that is currently at $115397 proposed change if approved by the BCC will the sports funding portion line item 101 Promotional Activities to $150302
Ms Shaffer noted there are no additional in the proposed budget stated VCB is once reflective achieving an integrated with all marketing
and sales initiatives to further advance tourism in OcalaMarion County Shaffer advised current revenues are $900484 for FY 2014-1 which is only $45552 from the end year goal with 3 months remaining in collections noting the total current roIE~CtE~a amount is $947036
In to Commissioner Zalak Ms Shaffer clarified that it was TOCs recommendation to blend for $34 for County and sports
line item 548101 Promotional Activities It was the general consensus of to concur
Commissioner Bryant advised that she staff prepare 2 different so that the Board could discuss departments direction in relation to the possibility of increasing tax noting County seen an in revenues as well as increased funding requests to the TOC expressed concern that the department will run into deficit spending which will force the County to cut back on some of its marketing Commissioner Bryant opined that marketing been working to draw visitors to Marion County through different sporting events eco-tourism
Ms presented a 3 page handout entitled TOC Approved Grant Expenditures 2014-2015 a 5 page handout entitled Proposed 3rd Penny Budget for Consideration a 5 handout entitled Proposed Budget for Consideration
a 6 page handout entitled Proposed 4th 6th Penny Budget for Consideration - Marketing a 6 handout entitled Proposed 4th 6th Penny Budget for Consideration
Book U Page
July 142015
- Both Bonded a 12 handout entitled Marion County Florida Visitors and Convention Bureau a 10 page handout entitled Impact Signature Event HISE Program and a small spiral bound document entitled Marion County Tourist Development (Tourism Fee)
Ms Shaffer noted the handouts reflect various options for increasing the current 2 Development Tax also known as the tax
Chairman McClain commented on the Return on Investment (ROI) for funding requests noting if the event does not require visitors to stay in a then the County
collect tax to fund events He opined it is the responsibility the BCC ensure the events funded heads in noting only half the people that Marion County stay night Chairman McClain stated if the department is looking for him to support an in the tax staff to provide information as to how each event will increase occupancy He questioned at what occupancy do hoteliers determine when they need to add on more rooms or build another hotel (eg
occupancy) Commissioner Bryant advised that any event the TDC awards funding to is based
on in beds and organization has to provide information showing it goal Chairman McClain opined that parameters to be set and goals to be
similar to requirements established for grants Commissioner Moore commented on a previous request for staff bring back
tangible tax data as it relates to bed tax Manager Chris Kirbas that in to Tangible Personal Property
Tax there are 3 codes that affect tourism 1) hotelsmotels 2) restaurants and 3) shopping facilities stated staff works with Property Appraisers to determine on the values of those properties how much money the County actually in levied Mr Kirbas advised the total value of TPP in Marion County for 2014 was $1 billion noting the total value for those 3 codes was just over $177000000 He the taxes levied hotelsmotels were $170142 restaurants $411034 and shopping was just over 4 million
Commissioner Moore requested staff provide the total tangible that would ICHIltn if the BCC approved the 3rd 4th and 6th Mr stated he will provide that information to Commissioner Moore
discussion ensued Chairman McClain stated there is more to the goal than increasing funds
noting there is an opportunity to create an investment matrix that will attract more events and incentivize private sector invest more money into projects
Commissioner concurred that a matrix needed to help the County achieve its goals
General discussion resumed Commissioner Bryant expressed concern that without the 3rd penny bed tax
department will able to fund some of events that proven to put heads in beds in the past
In response to Commissioner Ms advised that out of $586000 that will generated from the 3rd penny tax $400000 will be allocated specifically to high impact signature events (H $100000 will be allocated into media plan and $86000 will back for Forward for FY 201 6 as recommended by Countys Fiscal She to the handout entitled High Impact Signature Event HISE Program Guidelines noting a HISE is defined as an event attracting
538 Book U
July 1 2015
national andor international audiences consecutively or as a collective of a high event To funding support as a HISE a separate application summary form proposal must be prepared as the competitive award cycle
In to Commissioner Zalak Sales and Operations Manager Sky Wheeler VCB stated approximately $150302 is proposed for sporting of which $125500 is already committed for the upcoming FY She noted that the Shows in the Sun (HITS) will coming forward with an itional request for which will over extend the current sports funding portion Promotional by approximately $25000
if County reallocated funds generated from a will the County obligated to pay the City of Ocalas portion of shared Ladies Professional Golfers Association (LPGA) Coates Golf Championship) Commissioner Bryant that is a question to be answered by the Legal department
General discussion ensued Chairman McClain questioned the VCB will have enough staff to manage
3rda $500000 in its budget Ms stated the for penny tax increase call for another employee however if the the 4th or penny there is a for an
Arnett commented on importance of building up reserves for future projects
Commissioner Zalak addressed the importance of working with the City of Ocala with regard to high impact signage)
It was the general consensus of the Board to direct staff to ule a workshop in order to a matrix for the 3rd funds as well as anticipated infrastructure
In to Commissioner Mr Tomich advised that typically the County is only allowed reserve up to 30 of Balance but is unsure whether there are any for Tourist Acts He primary concern is putting the to use in a timely fashion noting precludes local governments from stockpiling funds
Chairman McClain clarified it is the consensus of the Board to direct staff to schedule a workshop in August (after meeting on August 1 2015) to present information in form of a matrix on how the VCB will utilize the generated by the proposed penny bed tax to increase staying overnight during the off-season
bring back a matrix for 6th penny consider
with that is the County can only have a specific amount of
It was consensus of Board that there are no further questions in regard to the Tourist Development Department
There was a recess at 11 37 am The resumed at 1 pm with all present except
U Page 539
July 14 2015
has 5 he will BCC on projects department is budget is
A bid was on the Beltway uncn
hoped that the will be brought the Board on August 4 2015 which will put construction around the middle or end of August the northern is out to bid and will be open as of of next week and as discussed at the last BCC meeting the Horse Park turn will appear on the August 4 2015 The Agenda Item regarding the Park turn lanes will ress funding from Transportation Impact
District 4 if the budget is monies are in the Economic Development Incentive Grant (EDIG) Fund a budget will be done next to move that funding to the EDIG The Park turn
August 4 2015 Agenda for approval and will be added approved list of for next year The Park will be doing the design and obtaining the permit which they anticipate having everything ready by the end of this fiscal so it is possible that it can be out to bid in October for construction
Chairman McClain stated his understanding was that were going to look Capital Improvement Plan (CIP) or something as it to the Horse
noting Mr was going to what be money for the Park turn lanes was from Impact Fund Mr noted the 49th project was at the Board noting allocated for rights-of-way (ROW) acquisition At this point $300000 was taken from 49th Avenue but if the EDIG can used when the approves that budget then it will revert back He advised that mentioned 3 projects in the Transportation Improvement Plan that could and opined that 49th Avenue is the best option
Mr Bouyounes introduced Deputy County Engineers Atwell and Tracy who will review departments budget for 6 for Department Water Resources Department (page Department 41 Property amp Services (page 1 Department 4130 Construction 20 Gas Tax Department 4121 Transportation Department (page 212) Department 3390 Water Program Department (page 460)
Ms Straub advised that Department 2715 Water Department which has one employee is a General Fund and can be found on page 99 of the budget book
Commissioner Bryant returned 1 38 pm Ms Straub the budget as proposed is 235 years
and does contain the With lacoochee Regional Water Supply Authority (WRWSA) membership found in line item 554201 amp Membersh in the amount of $64116 and is a per capita assessment that changed from assessment value of $019 per capita but the amount has slightly
Commissioner Moore questioned line item 531109 Professional noting $53000 was spent and the proposed budget is in the amount of $78750 Ms Straub stated that is where the department been paying their water supply feasibility work they are under with Devo Consulting She noted money was moved in the line last year through amendments make that happen however that project is coming to a close
Mr Atwell addressed Department 4145 Property amp Engineering which has 2 employees is funded by the Fund and can be found on 133 No
Page 540 Book U
July 14 2015
significant changes have been made to Person Operating or for the FY 15-16 A decrease in spending is noted in the proposed budget of 1
Commissioner Moore questioned line item 531109 Professional Services which was $0 in 2014 but proposed budget is in amount Mr
that $1750 spent so year Mr stated the Services Contract Services items are used when dealing with
surplus properties or coming to the County where the department sometimes to care of them mowing taking care of buildings or improvements etc)
He noted funds are not always used but the money is there just in case arise Chairman McClain questioned where monies from foreclosed propertiesbank
are located in budget Mr stated those are treated as Revenue dollars offsets a portion In
McClain Mr by law have used to offset of Code noting their expenditures exceed that amount but it
is not specifically earmarked or set aside Mr Atwell addressed Department 4130 Construction-
has no employees is funded by the Gas Tax and can be found on fund road and traffic materials for County work forces
rnl~11 under this fund include limerock concrete sod striping materials light traffic signals
Atwell Department 4121 Department which is also Gas Tax and can found on proposed includes an
approximate decrease of 1 from the FY 14-15 Some of the significant personnel include a total 3 reclassifications change in job responsibilities at a
salary of $7182 as well as a new position with a salary of $31 due to increased workload which was during the planning workshop
Chairman McClain questioned the Transportation Contract Compliance position (page Mr Atwell position is involved with assembly
books processing as they are from the are also very with local program (LAP) which virtually has millions of dollars of aid and construction funds from the Florida Department of Transportation (FOOT) The position is also involved with audits field interviews opportunity documentations as required amount of material submitted to has significantly
since he started with County about 7 ago Ms Straub commented on the capital portion of the budget noting during the
planning session one of the key was the of the vehicle and replacement keep the staff equipment replaced a of $15 to $25 million year
in to keep a stable as well as keeping the equipment in operational condition The budget Board in the Capital line item 564101 Machinery and Equipment is proposed in amount of $13 million (page 218) however staff has worked with the Fleet Management Department and are now recommending further reduction to that budget of about $400000 by removing the Motor in the amount of $205183 and Widener in amount of $194931 In so doing additional monies need to to the repair contract line items In talking to
in mechanical such staff is looking to move $40000 into line item RepairsMaint - Management to cover additional repairs for those units and move the remainder slightly more than $360000 into line item
u 541
July 14 2015
01 Contract - Misc to toward contract work in particular focusing on the long line trimming efforts
In response to Chairman McClain Ms commented on long line tree trimming effort which is a big undertaking the department has further and further behind She more work is in this effort to keep it in a more routine fashion which will a lot to get caught up as they are far behind
General ensued Chairman McClain questioned what is included in line 534101 Ms stated that item the crossing
shredding for repeater installation ROW (for larger department cannot remove) as well as AITCgt
disposal (for oil grease and spill material) Chairman McClain inquired if the $360000 will be spent in next year
Ms Straub stated the amount will be as they will hit all quadrants Commissioner questioned the cost per mile Ms Straub stated did not know the per mile cost at time Mr Bouyounes noted the last time the long line trimming was done was over 2 He stated staff can provide that information to the Board
a later In Commissioner Ms Straub vendor looked each actual see the coverage they will take money
and accomplish as much as possible General discussion resumed Chairman McClain requested staff provide a report as to how much time money
and equipment is allocated to the long line trimming Ms Straub she did not have that number time but can report that information to the
General d resumed Commissioner Zalak Mr Bouyounes stated can provide a
amount of over the last five for long line trimming both and Commissioner if staff is
aware of what the Utilities (private utilities) will doing Mr Bouyounes that the Utilities did notify but it is a short however crews try avoid trimming along power lines and on other areas
General d continued Chairman McClain stated he was having a hard time giving the department another
$360000 when it is spending almost $2000000 on this work Mr Bouyounes the $360000 would go toward long line contract type work not
house tree trimming work Ms Straub noted that Marion County is a heavily treed county McClain that he will a decision today
Commissioner commented on compressed replacements where they will located Ms one of pickup trucks will Road Maintenance Supervisor (RMS) who is assigned to North but regularly runs to Fleet and the main headquarters Mr Atwell stated 2 CNG trucks will go the Engineering and Traffic 1 truck will be for the Traffic Supervisor and the other truck is for the ROW Inspector Also a replacement sign truck for Traffic will be a CNG truck Mr Bouyounes noted employees put a lot of miles on the as they drive throughout the County_
inquired if any vehicles at can be replaced CNG and the vehicles in other areas that are not near a
fueling station Mr Bouyounes stated will have to work with explore
542 Book U
July 14 15
idea Mr Kauffman questioned whether the Board wanted Ms Olsen to address the 2 Chairman McClain stated there was no to ress the this time
noting he may a question in general to RFPs Chairman McClain the $359000 is an enhancement the budget versus
what has occurred over last years as it to trimming He advised that is having with putting dollars into the budget however may be some opportunities exist that staff has not fully explored (eg working with power companies to costs) Mr Bouyounes stated staff can look at as the money will remain in fund balance Chairman McClain concurred
Commissioner Zalak inquired if can also provide information as to how far behind the long line trimming is and exactly what that $360000 can do when they bring back the report as requested earlier Mr Bouyounes stated in general the Transportation Departmentffransportation Maintenance Fund is not short on work in field as there are many maintenance that need to taken care stated will check on the trimming bring back some recommendations so Board can see where they have been and what they have so far and if there are any other opportunities with power companies then can bring forward a comprehensive plan
Chairman McClain staff to go ahead and the 2 vehicles out and switch around the budget In response to Mr Bouyounes Chairman McClain stated he is okay with moving the $40000 clarified that he is to doing what staff asked Mr Tomich stated to specific 2 vehicles been eliminated with $40000 for
Management about $360000 in Chairman McClain stated the 000 will go into their Contract Services budget Chairman McClain if there is a higher priority where this money can be
Mr Bouyounes commented on the major issues the department with on a regular basis as drainage pothole patching shoulder widening care of side of the and trimming
Commissioner Zalak commented on making sure is enough money in the material supply side (Iimerock) when doing contracted grading maintenance to crown dirt Mr Bouyounes stated it is part of the 20 Gas Tax budget as earlier by Mr Atwell In response Commissioner Zalak Mr Bouyounes every time they grade they are making improvements noting there are over 400 miles of dirt
to deal with but only about are on a routine Ms Straub stated graded roads cost about $700000 $800000 year and time material is added more money is on those dirt roads which is a significant portion of budget for such a small number of roads as compared to overall road network Commissioner Zalak questioned if County is fixing the problem noting some dirt roads better than others
General discussion Ms add Department 3390 Stormwater Program Department which
is funded and can found on 460 Staff is recommending one personnel change add a temporary seasonal employee a Summer I The budget is strategic plan focused the department really tries to concentrate its efforts on the maintenance installers which is under Capital Outlay (page 463) item 563101 Improvements Other than Buildings in the amount of $5888445 Continued efforts to reconstruct and remediate stormwater systems for both water quality
Book U Page 543
July 14 2015
and quantity can seen under line item big are identified in the Stormwater Improvement Plan (SIP) that comes before the each Also as a result of watershed management program the department a Capital Projects Privatization (CPPR) which all of to be worked on (from maintenance to capital) and is a living document that staff continues to assess watershed by watershed reprioritize based off its findings and as new findings which built into 5-Year The other item is the public education plan which staff will bringing to Board in September or early October 201
Chairman McClain noted that a little more money was to be budgeted under item 563101 and questioned if staff is on track to continue to spend this kind of money
in that budget over the next several years Ms Straub that Stormwater Engineer Gail Mowry has an excellent job at laying out a plan She opined that department will hit the $5000000 mark this year from the budget much of which is capital work and they are aiming to grow that (by projects not money) and year
Chairman McClain to Stormwater Improvement projects in the amount of $3122880 and questioned how many are included in that Ms Straub it is miscellaneous projects which includes anything from swales digging a retention pond She commented on a project list this that shows construction costs that range from $10000 to $500000 In response to Chairman McClain Mr Bouyounes the items are identified in the SI
Chairman McClain if the County is due for any big map updates in future Ms Straub in to mapping staff is in the midst of doing a Emergency Management Agency (FEMA) update right now and are waiting on Staff wants to address City of changes believes that FEMA wants to wait to include that information before moving forward they do not want to have it as an amendment but actually want to incorporate it into update County staff been told anywhere from AugustSeptember to of the
Chairman McClain commented on the Countys watershed management asked if it is something is doing on a regular basis or on 4 to 5 year life cycles that
updating Ms Straub advised that all the big watersheds are being out and at maintenance maintenance are small most of that work will done
Chairman McClain if once the maps are done is it just a of keeping them updated Stormwater Engineer Mowry stated that is correct noting the Watershed Management Program is done in to all of modeling so for the most part every watershed has a 100 year model event for then staff moves into water quality portion and the capital projects reports all of which was brought in internally Staff basically has a long range to do and incorporate into the 5-Year Staff is not doing any more Flood Insurance Rate Maps (FIRM) than the 2015 ones they are currently doing
Commissioner questioned line 552108 Operating Supplies in the amount of $17625 (page 460) Ms Straub stated and control supplies which include silt fencing and mulch as well as office supplies such as DVDs memory sticks for the camera field log books flagging stakes and water quality sampling equipment are purchased from this line item Commissioner Zalak asked if the big drivers are fencing and mulch outside office supplies Ms stated the erosionsediment control is big ticket item which runs $15000 and the sampling equipment is $1275
Commissioner Zalak questioned line item 1 Training Education in the
Page 544 Book U
July 14 2015
amount of Ms Straub advised that a slight change is Training and as the has not kept up with a items and is of online Computer-Aided Design training which 000 FOOT is no longer doing some classes for so the department is now having to pay some of items The remainder is for the continuing education that has been consistent In response to Commissioner Zalak Ms Straub that the department looks to 1 person CAD certified Ms Mowry stated there are 7 CAD users in the group and the on training course is $1 for 5 peoplepositions noted they can potentially downsize and use numbers with multiple people however the Geographical Information Systems person is supposed to cross-trained to sometime this year
projects on in the amount of by the end of Ms Mowry stated
Ms Straub stated the will not be finished construction bythe end however funds are allocated and a contractor is brought on board but
construction can be carried on into fall Ms Mowry clarified the bulk of projects on the list are currently in design or will be coming before the at the first meeting in August (August 42015)
discussion ensued to Chairman Mr Kirbas stated purchases to
date is $180505 in regard line item 561101 Chairman McClain asked if will be OU(la9tea forward in Ms Straub stated earmark that is IfI~nI1 noting Ms Mowry ROW Manager Shawn Hubbuck of upcoming
Zalak commented on the monster water pipe by Silver Springs and inquired as what the red light means Ms Straub stated it means the pump station is not properly working Ms Mowry advised that for some reason that pump station seems to be very susceptible to lightening it was thought to during this last repair however light still triggers on a fairly basis She that if the red light is on the pump is turned off Ms stated the pump is working but chambers are collecting sediment Ms Mowry concurred clarified that pump is water on other but chambers are still collecting In response Commissioner Zalak advised that FOOT is taking care of the pump station
Commissioner Zaiak inquired as to what will happen to pumping station when the road is widened Mr Bouyounes the 4-lane project was considered during the design of the pump station which will not be impacted by the improvement noted the will occur on the north side of the pump station
Commissioner Zalak questioned line item 525101 Unemployment Compensation in the amount of $3000 Mr Bouyounes this is an item that has no value in budget and it is unknown as when it is neE~aE~a
It was general consensus the that are no further issues to discuss with the County budgets
BudgetsUtilities - Marion County Utilities (MCU) Director Flip Mellinger appeared to review proposed FY 201 6 budgets for Department 7130 Utilities - Customer Service (page 594) Department 40 Utilities - Water Operations (page 598) Department 71 Utilities - Water Maintenance (page 601) Department 7150 Utilities
Book U Page
July 14 2015
Wastewater (page 604) 7155 Utilities Wastewater Maintenance (page and Department 7160 UtHities shy Engineering Construction (page 610) ACA was also present
Commissioner Zalak noted the Unemployment Compensation is to in line 526101 as Other Employment in the amount of $5665 (page
594) Mr Mellinger this is an item that is required by the Clerks Finance Director John Garri that OPEB is by the Governmental Accounting Standards Board calculate noting an Actuary is hired to calculate
value as it on overall financial unfortunately Enterprise it has to be the fund is basically of the health
insurance that the County provides to a reduced group is referred to as the implicit rate Although the County is essentially not fund say there is a subsidy that the Board provides the by allowing them to their health insurance at the group The County was required to calculate that value and start recording it on the statement a couple of years ago He noted the pension one will be coming up and will be booked as an expense For governmental funds that will be entity wide level and will not affect the budget however it will
the funds Mr Mellinger addressed MCUs as presented to
demonstrate and is about $87500 than last year without considering and debt When considering and debt budget it is
considerably less year because funds have been previously allocated to capital projects and expended project funds will be carried over into the About $19000000 is currently in the CIP and allocated toward projects and as the year rolls on those funds will draw down on payment to contractors and the balance will be carried forward on active
The budget a reclassification a Assistant I to a Assistant II (page 596) as it is a continuous revolving Commissioner questioned the overall turnover Mr Mellinger stated in 4 years MCU an overall turnover rate of 46 is quite high
The proposed includes replacing 10 of MCUs 72 vehicle at a cost of about $382000 $385000 was to purchase a Vac-Con Truck so no pickup trucks were replaced cycle has to be started as no pickup trucks been replaced
2007 MCU intends to spend about $400000 per year Also 9 computers are included in the have been by Information Technology (IT) as needing to be An additional $69 million (approximately) is planned for capital
the which are mains that will run from Golden Ocala to 200 and to the Oak Run collection system MCU to begin the design for of the Marion Regional Water facility The pressure for future projects including alternative water supply development drives
need for another rate increase in 2016 Mr Mellinger he had several proposals he would like to talk to the Board
about and inquired if are any questions Chairman McClain commented on operating budget for and wastewater
to line 534101 Contract Other - Misc of approximately $350000 questioned if those funds are meter reading Mr Mellinger concurred
noting that is down and by this fiscal should be out of the meter reading as pretty much everything has been over to automatic
546 Book U
5
In
July 14
meter which will allow 1 1 vehicle to go around and all of the MCU use have a dump station for vac-con when they were hauling grease and stuff that out of lift stations but since had to stop their use landfill or even haulers will not haul MCU is not able to properly dry material which is not authorized for transport MCU is now hiring American Pipe and Tank to come and pick stuff up or they dump the vac-cons their location which that cost quite a bit this year
Chairman McClain commented on Department 7155 Utilities shyMaintenance line item 534101 Contract - Other shy$161396 (page and questioned how much of is meter reading Mr Mellinger stated none of line item is for meter reading hauling MCU is Solid Waste to haul the the drying wastewater plant item
Misc in the amount
that it is all dumping
commented on 71 Utilities - Customer budget line 101 Contract Serv - Other in the amount of $208773 594) and if this is all meter reading Mr Mellinger stated it is not noting this line item cleaning contract bill printing service certified document shredding etc McClain inquired as to where the reading is in the budget Mr Mellinger reading is currently in 7130 although the cost has reduced money remained in the budget to continue the services for turn onoff since it is than doing so in-house Chairman McClain clarified that the reduction will continue to 7130 budget Mr Mellinger meter reading will remain in the Department 71 budget
Chairman McClain questioned if the treatment plant is Marion Oaks Mr Mellinger
CIP
would eventually per day (mgd) facility when
water reclamation plant is for Marion MCU knew that the Marion to be facility will be a 9 million it is built out which is much larger than Oak Run
Commissioner requested review of Mr Mellinger stated that is part of the noting need to address going for a bond in 16 to take on the debt MCU needs to pay for Marion Oaks Water Reclamation which will also include some improvements to the collection system at CR 484 and 1-75 He noted they have reached a point this has to be addressed as are a lot of entities talking to MCU about The existing infrastructure can handle some more flow but it will not handle all Mr Meflinger stated there is no 1 project that is large enough to take on the cost of infrastructure improvement that is Basically MCU nonc
to install a new main from CR 484 run south along to the nearest point of intersect with and into the lift SummerGlen project can $1000000 There is for anyone entity to pay for to put the money out will later be recuperated in capital to Chairman McClain Mr Mellinger stated an 8-inch main is currently 1-75 which collects (Le all of those motels restaurants etc) noting it still has some capacity but not enough to handle the numbers being proposed to MCU
General discussion ensued to Chairman McClain Mr Mellinger advised that the Bond will
neighborhood of $15000000 $16000000 He stated he would like of a 714 customer system which is 1 of 3
Book U 1 Page 547
July 14 5
owned by Mr deMenzes and is on southeast corner of the City and wraps across the road from MCUs South A purchase price of
$18 million and change has been negotiated that system MCU had Burton amp perform the financial analysis on which will not have any impact
on MCU as the majority of customers aU the way up 14000 gallons per month will see about a $3 month increase by coming to the MCU once above the 14000 gallons per month it is less than a $10 increase up to 20000 gallons and once above 20000 gallons their $539 increment kicks in and start feeling it He noted this
one of the issues Mr deMenzes has with over the past in that he does not rate structure however he one approved that goes into
10000 gallons that will be raised by $050 In response to Chairman McClain stated the purchase price is $1
McClain clarified that of will be to purchase the system lt1ltgt1011 MCU will pay out of Capital currently on hand
that back into Capital Mr Mellinger addressed the high
Mechanics noting this year the Utility turnover Field Mechanics The turnover for 3 He asked that Human for pOSitions and find out where they are people are leaving for more money Mr Mellinger requested permission use up to $75000 of the $87000 in savings this help adjust those salaries to hopefully some of the turnover
Commissioner Zalak inquired if the $87000 savings is all operational Mr Mellinger concurred Commissioner Zalak d staff to bring back a salary study
see if all of the $75000 needs to be spent Chairman McClain directed staff to cond survey noting the Board would like to have the opportunity to discuss the
Mr Mellinger concurred McClain advised that it is the Board at least explore what
475 and 475A noting some properties in that area will require the County will to figure out how to go under
side of opined that the County should it done while going out which will be worked out
Agreements noting will cover the ltgtvrlltgtn
00ltgt discussion ensued Commissioner Zalak questioned how of the Bond money will
Mellinger $12000000 will the Marion Oaks Water 101
which will start out as a 1 mgd facility at a cost of about $12 to Commissioner Zalak Mr Meliginer stated the facility needs
2017 noting the problem MCU has is that it a 220000 gallon plant at -VIYIJ
and flows need to be moved south I of building a plant at Golden right now MCU looked at where the best place to build a plant was and determined that Marion
is place Rather than spending $12000000 at Golden Ocala and another $12000000 at Marion Oaks that will be in 5 years MCU can go ahead spend the money down there and put $5000000 into a pipeline that will take from Ocala to Oak Run take Marion Oaks and SummerGlens flows of Oak Run put them back at the Marion This also gives MCU ability
Oak Run Marion vice-versa as well as run flows back Golden Ocala and MCU will want to
Book U
5 July 14
build a plant at Golden it is just the timing right now and the Marion Oaks plant is the better option of the effluent disposal opportunities even though Ocala has a commitment of 2000000 gallons of effluent that can be taken for golf course or whatever however it is unknown if Golden can get a consumptive use permit (CUP) for that amount however Golden Ocala a commitment for water that they have to on so that MCU can move flows away in to save money Eventually MCU may go and put in plant but they want
membrane that was built at Salt Springs to more comfortable with which a much smaller footprint it is believed that a
facility can be put that will be less General discussion In response to Zalak Mr Mellinger Trilogy is starting to build
homes which is driving MCU to do something now the Golden Ocala plant does not have enough capacity to take care of development Trilogy Mr Mellinger stated MCU has the Capital in its rate sufficiency analysis which is programed in so they knew they were going to to spend it they also revenues that would received and the capital will be returned with the charges it also the added customer that supports long term It will have a impact on MCUs without that northwest area In reply to Commissioner Mellinger advised that City Ocala is not a Wholesale Agreement
General Commissioner questioned how MCU is on bad debt Mr Mellinger they are still in the of making telephone and pleading with customers
as well as sending noting the customers are obviously cut off He noted the collection agencys success is not as great as one would think Mr Mellinger CTOlTtgtro
the success rate of collecting on bad debt is around 20 eventually reaches a point where it is written off advised that the County Attorney is currently reviewing proposals noting one proposal is to start placing a lien on property so that the debt can
recovered once is sold General
commented on MCU a charge even services are looking at a new some of those assumptions
are built in and from a policy standpoint if the County continue down that path or explore different opportunities He commented on bonding process and what the County has committed to as as a rate solidifies that so a choice cannot be Commissioner Zalak did not necessarily want to into a new Bond with the same presumptions if it can avoided Mr Bouyounes that the new Bond will assume what the County in the Ordinance Commissioner Zalak stated the Board should consider any to the Ordinance prior to bonding Mr Mellinger it may be a bank loan rather than a Bond Chairman McClain it is a good discussion to have at a later date Mr Mellinger commented on concerns by Burton amp in
to options General Mr Bouyounes if the Board wanted to the bonding at the next
strategic planning It was the general consensus of the Board to concur Mr Mellinger questioned if Board wanted a report from Burton amp Associates prior to the planning session Chairman McClain clarified that direction is that the Board wants explore this thought as it relates to the Bond Mr Mellinger suggested that he
Book U Page 549
July 14 2015
wait to see how fast he can get something from Burton amp Associates and then schedule a workshop Commissioner Zalak recommended that the Board look at the Ordinance and consider the options while they have the opportunity Mr Mellinger briefly commented on the base charge
Mr Garri commented on a legal issue in regard to the Reimbursement Resolution document which the Board will have to execute in order to take Bond proceeds if a bond is taken and reimburse prior expenses before the date of the Bond issue He clarified that MCU cannot start spending money now thinking it will get reimbursed unless a Reimbursement Resolution is in place which is something the County Attorney will have to prepare In response to Chairman McClain Mr Mellinger stated he understood what Mr Garri said as well as what the Board wants to discuss
Clerk Ellspermann requested an update from Mr Mellinger on returning deposits or hookup fees that is of concern to the Auditors Mr Mellinger stated he is aware that the Auditors are concerned about that money but it has not been the highest priority until this year He advised that he asked Customer Service amp Billing Manager Nancy Jarvis to drop everything and dedicate her time toward working on that list noting it is not an easy process Mr Mellinger gave his commitment that the task will be completed by the end of the calendar year December 31 2015 so that it hopefully will not go into next years audit
It was the general consensus of the Board that there are no further issues to discuss with regard to the MCUs budgets
Chairman McClain directed staff to take a comprehensive look at CR 484 purchase of the deMenzes system salary study and go ahead and start putting the timetable together for the Bond or bank loan Mr Mellinger noted that he shared the Rate Sufficiency Analysis with the Board this year
Commissioners Bryant and Moore out at 304 pm Chairman McClain advised that the Board will deviate from the schedule and
consider the MSTU budget next Commissioner Moore returned at 305 pm
BudgetsDistrictsSubdivisions - Municipal Service Taxing Unit (MSTU) Director Teresa Darnell appeared to review the departments proposed budget for FY 2015-16 for Department 4155 MSTUAssessments (page 135) Department 4156 MSTU Assessments - PA (public assistance) (page 137) Department 4600 Road Assessments (page 220) Department 4320 Marion Oaks Recreation (page 330) Department 8100 Silver Springs Shores Recreation Facility (page 339) Department 8110 Silver Springs Shores Street Lighting (page 343) Department 8200 Hills of Ocala Recreation (page 350) and Department 4930 Marion Oaks MSTU for General Services (page 476) ACA Bouyounes was also present
Ms Darnell stated Department 4155 MSTUAssessments budget found on page 135 is pretty straight forward and proposes the elimination of 3 Staff Assistant positions and create 2 new Assessment Specialists positions as previously discussed She noted the Community Services Department has taken over the low income assistance program which was also previously discussed The MSTU Department also handles postage for 30 or so County Departments and that responsibility will be shared between the Administrative Staff Assistant and the Assessment Specialist I position An Advisory Board seminar will be held in November of 2015 for new members
The MSTU is fully staffed at this time with 3 Project Coordinators Pete Hodges
Page 550 Book U
July 14 2015
who has been with the County for over 10 years Richard McClean who was previously with the OCE Stormwater Division and the 3rd Project Coordinator was brought on board and is new Marion County The department is a behind on projects and currently more than a dozen inspections which will responded to as as they can now that they are fully staffed
Commissioner Bryant at 308 pm Ms stated department is working toward greatest level
they can The first new project petitions are out for Turning Hawk which are on August 212015
Chairman McClain inquired as to the number projects MSTU is currently working on have out or are in construction Ms Darnell she not have
number in front of her but noted the department has more than a requests that they are now inspecting and preparing estimates for which not include ongoing and Municipal Service Unit (MSBU) projects noted that petitions for Turning Hawk are out right now and everything is in and they know Hgt they stand final public hearings are scheduled week Silver Springs
is a maintenance project will be brought to the Board A Change (CO) was recently approved for Marion Oaks to another 15 The Department is also getting ready to go to bid on Silver Springs Shores which is a little more than 14 miles
Darnell Department 4156 MSTUAssessments which is low income assistance program and can be found on page 1 is proposing to
that budget from $25000 to $20000 and will be going the Community Services Department noted 29 applications have been received so far this but the deadline is not until August 28 2015 year $25000 was budgeted $18000 was used
Chairman McClain asked if this budget will continue leaving Department 4156 with or move it Community at some point in the Mr Kauffman stated
is agreeable moving the budget to Community Services Chairman McClain advised that this budget will not next r
Ms Darnell Department 4600 Road Assessments found on page noting that number came way down this year from what it was last but upon review of list of it was realized that many of them had already failed petition one of which was handled privately through a homeowners association (HOA) list was pared down what might happen however it is anticipated that number will due to amount of inspection requests
Darnell Department 4320 Marion Oaks and can found on page 330 noted that Mr Tomich presented them with a financial forecast
shows they are in good until 2018 Ms Darnell commented on the improvements playground improvements possible parking expansion resealing of the courtyard basketball courts and a storage building) which the Advisory Board is exploring A conceptual drawing a proposed park was prepared by DirectorLandscape Architect Jim Couillard where that goes remains to be seen as it has a lot to do with property values and collections
Commissioner Zalak if the improvements is just money that has not yet been allocated to a Ms Darnell stated that is correct
Ms Darnell this department has 1 vacancy for a part-time Recreation Aide interviews have conducted but they have secure for the primarily due to drug testing
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July 14 2015
Chairman McClain inquired as to line item 564101 Machinery and Equipment for a golf cart in the amount of $8000 (page 332) Marion Oaks Building amp Ground Supervisor David Pierce stated it is an estimated costs for a motorized golf cart instead of an electric one which is about $1500 more than the traditional golf carts
Ms Darnell along with Chairman C J Hagins Silver Springs Shores Special Tax District Advisory Council appeared to address Department 8100 Silver Springs Shores Recreation Facility which can be found on page 339 Approximately 50 of the staff is retirement eligible The facility is aging and needs some attention It was recently learned that the Youth Center restrooms will require upgrades to become compliant IVIs Darnell noted they have met with Facilities Management Director Andy Race who suggested that the work itself will be about $25000 and an architect will be needed which will cost approximately $25000 so they are guesstimating the cost to be around $50000 Problems exist with the Youth Center pool deck that is settling and the parking lot is crumbling and is in bad condition The advisory board is leaning toward adding some computer labs in both the Community Center and Youth Center surplus computers that were upgraded this year can be used She advised that she met with IT to obtain cost estimates and opined that both can be done for about $5000
Ms Darnell noted this department has 3 vacancies the office is currently staffed by a Spherion Staffing Services person (temporary person) and a Recreation Aide is out with an injury as well as upcoming vacations She advised that she may also be monitoring at the pool this weekend Risk Management recommends certified lifeguards at the pools Silver Springs Shores has 3 swimming pools and national standards require 1 lifeguard per 50 occupants The swimming pools are currently operated with no lifeguards on duty and signage states that fact pool monitors are simply there to monitor as they are not certified Red Cross Lifeguards Staff has been used as monitors however some are not comfortable watching 50 people and feel they can only handle 25 Ms Darnell stated it has been her goal to keep all 3 pools operational and open on the weekends
Ms Darnell stated she would like to bring forth an Agenda Item in the near future to downgrade the Youth Recreation Specialist position (page 341) to a Recreation Leader II position which is more in line with the Parks amp Recreation Department this position can train up to become a Recreation Manager in the succession plan She further commented on reclassifying the General Maintenance TechLifeguard by splitting the position to a Building and Grounds Technician which will then free them up to add another part-time seasonal certified lifeguard With 3 lifeguards during the summer months it will allow for 1 full time lifeguard to work year round at the heated pool and the summer pools can be staffed with seasonal lifeguards
Ms Darnell advised that she spoke with Mr Couillard about partnering with the Parks amp Recreation Department and bringing some programs to the Youth Center She stated the Youth Director recently resigned and took a position at The Villages noting there are lots of openings
Commissioner Zalak inquired as to what the recommendation is at this point Ms Darnell opined that there could be a benefit to the citizens of Silver Springs Shores if the Community Center and swimming pools were under the Parks amp Recreation Department simply because it is a recreation facility however she does not know if they are considering this idea but there is a need for partnering
Commissioner Moore commented on the library in Silver Springs Shores Mr Hagins advised that he attended the residents meeting last night and noted one group is
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July 14 2015
generally the idea the Youth He stated are going move forward with getting in the Youth as well as the Community Center Commissioner Moore if books will moved into the Youth Center Mr Hagins it is possible Ms Darnell advised that there is a Library in the Community however children are not allowed
Commissioner Bryant commented on having Parks amp Recreation taking this over and inquired if it would still fall MSTU as as funding Mr Bouyounes noted positions from MSTU will to that facility guidance management will the Parks amp Department instead of the MSTU Department if that is direction the Board wants to go Ms Darnel stated it may be something to explore in a workshop at a later
General discussion ensued Commissioner Zalak opined that Ms Darnell to get with the Director
to figure out how to make some those mechanical pieces work they [Parks] already expertise on it is to recruit people over the summer makes no sense MSTU and manage element He recommended bring back a proposal as to how to transition working with advisory council
Chairman McClain commented on the staff positions just addressed noting the budget number staff will have to change Ms Darnell concurred and that she will bring those numbers forward in an Agenda Item the pay 13 position will be downgraded which will up funding for the seasonal position
the Maintenance TechnicianLifeguard would with no pay change as it will still be a pay 5 She budget will be minimal
Commissioner Zalak suggested staff meet with Parks Department and aHow them to look this over as well noting they may need with the Parks classifications in the transition than what is here today It was the general consensus of the Board to concur Mr Bouyounes opined that if this is on the 4 2015 Agenda and approved by the then it can in the Chairman McClain it can be included the budget with the change made
Commissioner Bryant noted Department 811 Silver Springs Street Lighting found on page 343 contains only 1 line item
Ms Darnell addressed Department 8200 Hills of Ocala Recreation which is a community park (passive park) with a meeting facility and can be found on 350 The advisory board is looking to their tennis They wanted to purchase some toddler playground equipment but are with the so they are looking new fiber around existing playground as well as replacing some benches and do some minimal other than that this budget has not The facility is currently rented by a church that has some property on CR 484 where they will building a facility so some of the rental income will be lost in future There does not seem to be any room for expansion on collections as it is pretty much a passive
Ms Darnell along with Advisory Board Chairman Levengood 4930 Marion MSTU for which can
Darnell advised Department experienced a high turnover rate currently has 4 She stated would like to bring forth an agenda item to eliminate a part-time Maintenance nician position reclassify
Book U 553
July 14 2015
Maintenance Mechanic a Medium Equipment position in staff to all maintenance responsibilities of the (page 477)
there has not been much discussion they would also like to going from 4 1 hour days to 58-hour days Currently are 2 crews one is working Monday through Thursday and is working Tuesday through Friday Going 58-hour days would not require having Supervisor staff for 2 different crews as 1 Supervisor could be Monday thru Friday Ms Darnell stated will have to speak to the HR Director about this change to see if this will be a more way to those crews
employees involved another is Marion Services
Board is asking for a salary increase for Superintendent Sloan in the amount of $3934 this is not a reclassification but a 95 request based on fact that they took over maintenance of waterfall 2 years and Ms Sloan 17 years of service with the County In response to Commissioner Bryant Ms Darnell advised that the increase is not included in the budget
In response to Commissioner Ms Levengood to the d of advisory board and stated is to in the operation of
make recommendations capital expenditures staffing and
expansions She that from the first budget that Marion Oaks Advisory Board originally prepared in March to the one the is looking at $300000 was cut from the budget and considerably lowered noting they are not yet done As Ms Darnell stated the advisory board recommended moving a part-time employee to a vacant full time position delete the part-time position which resu another savings of approximately $16000 The advisory board is also recommending reclassification of a position for the waterfall which will provide savings of $9500 total over approximately $25500 from what is before the today
Ms Levengood noted that Ms Sloan has been with Marion Oaks Services MSTU almost 18 years and is too humble to ask for a raise The number workers has from 4 to 9 as well as the amount of equipment with 90 the equipment maintenance being done Transportation assumed maintenance of Units 9 6A 6B 11 and 12 along with the other 7 Units Ms Sloan maintains for a total of about 350 which is an 118 miles just in last few years With BCC approval the board has added the waterfall which Ms Sloan also oversees
of of responsibility by Marion Oaks MSTU General Services and facts they are the raise in to the for the position be for Ms Sloan who is an exemplary that and beyond on a daily
Chairman McClain inquired if position should reclassified in order provide a raise for Ms In response to Commissioner Zalak Ms Darnell stated the pay increase was not included in the budget because she was advised to bring it to the workshop
Zalak noted it is somewhat confusing as Board Policy that adviSOry boards are not to direction employees or playa role in personnel nltgtT stated the two are different Policy is for advisory members not to direction to as to what to or not do on a day-to-day however part of their duties is to a budget and present
Page 554 Book U
July 14 2015
it to the BCC stated advisory board has every right to present a recommendation to the BCC
discussion Chairman McClain stated the Board should give them some direction as to whether
or not the position should reclassified or advise if this is okay for the advisory board to do this going forward
Mr Tomich advised that as far as is concerned it not really deal with individual employees but a time where the rd will determine recommendations that a given of position or position responsibility is appropriate to the job When the discussion turns to performance an individual in a position or whether that person doing something that is over and the of that it a matter of personnel or looking at the position itself He expressed concern with trying to do employee reviews and salary adjustments for performance as part of budget process
Chairman McClain of whether the Board considers pay adjustments during the budget mid-year or it is normally through a reclassification because more responsibility has generally been taken on by an employee It was noted that Ms Levengood Ms Sloan has certainly taken on more responsibility The BCC would prefer to consider salary adjustments as a reclassification He this is a preliminary budget workshop and suggested advisory board work with Ms Darnell
In response to Chairman McClain Mr Bouyounes noted the has a Superintendent which may be a little different in responsibilities commented on the need to capture all responsibilities addressed with HR to look job description and bring a recommendation to the BCC Chairman McClain stated tile Board would be more comfortable with a reclassification
Mr Tomicl1 stated not to specific to this issue but wanted to point out overall budget not quite $800000 in revenue and is relying on Fund Balance year He noted more than $450000 in is proposed and $400000 in operating expenditures so they will be looking at an adjustment in the assessment that area as soon as next to maintain this level of
o or~ discussion ensued Mr Bouyounes suggested bringing all those positions with a reclassification as
an agenda item for approval which will then be reflected in budget irman McClain stated jf want to do a reclassification of a position can go and
with HR present Board discussion Ms stated did not for a She advised that she does not
more positions noting the part-time employee was previously eliminated and she can work without that being changed to a full time employee Ms Darnell the position is still in budget even though it has not been filled or being advertised Chairman McClain asked if this is the General Maintenance Technician position Ms Darnell concurred In response to Chairman McClain Ms Darnell stated the position is the budget however it is Ms Sloan clarified 3 positions are open that they will filling Ms Darnell that is noting another Maintenance Technician position is also open (vacant)
Chairman McClain directed staff get with and bring back a reclassification sometime during the budget process for discussion as it relates to the budget
Book U 555
July 14 2015
Commissioner questioned the deficit next year (FY 17-18) and the millage rate Mr Tomich stated it is a fixed parcel of $30 per lot which is a levy
this point of $798000 although that full amount will not be collected something less $800000 will be collected Commissioner Zalak questioned how much in reserves
is being used today Mr Tomich advised the Carry Forward is showing at $461000 and Reserves are $205000 and approximated that over $100000 in Reserves are being
In response to Commissioner Ms clarified that the parcel vary and is for mowing and lighting and $50 for residential
for commercial and $20 condominiums for road improvements stated does not have a copy of the Ordinance with her and that it not state a maximum Commissioner Zalak it is still a deficit of $100000
Mr Tomich opined that one of the first is to look realistically which vacancies are being maintained and delete positions if that is what it takes to balance the budget It was general consensus of Board to concur Mr Tomich noted that in 2014 the actual expenditures were $700000 If 2016 is going a whole lot different than 2014 they may need a more realistic budget that can show they can operate within current -
Chairman McClain reiterated that and the advisory board have work do He them to meet with HR to address the reclassification and bring a
recommendation back to the Board It was the consensus of the Board that are no further questions in
regard to MSTU Department Commissioner Bryant out at pm
======-== - Solid Waste Director Mike appeared to review departments proposed budget for 2015-16 for Department 4230 Solid Waste Disposal (page 582) Department Solid Waste Collection (page and Department Solid Waste Recycling (page 589) introduced Operations Manager
Starkey and Budget amp Administration Coordinator Ronald Crews (who remained 0011 in the audience) ACA Bouyounes was also present
Mr Sims that Solid Waste Department is made up 3 Divisions Department 4230 is Disposal Division which basically runs the Landfill the old landfills and transfer station operations as well as all of the facilities Department 4250 is the Collection Division which also contains Litter Control Enforcement and Department 4270 is the 18 Recycling that out and around the County He provided a recap of some of departments accomplishments in the last year as a slight increase of 133000 tons of disposal waste into landfill which is over 127000 received the previous year
Commissioner Bryant returned at 348 pm Mr Sims continued recapping accomplishments noting a slight in
customer counts utilizing the Baseline Landfill facility as well as Recycling Centers by over visits department also a County recycling of completed building Newton Recycling Center and remediation project by installing a closure cover and stormwater collection system on the landfill started Davis Landfill water line extension the public drinking water system noting there are other associated programs with project and they are now trying to acquire enough ROW to move that project forward Funding in the upcoming budget will with the
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July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
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July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
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July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
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July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
5 July 14
Commissioner Moore out at 946 am Mr Kauffman clarified that no additional funds were set in the FireRescue for firefighter salary therefore the Board will either have move funds
around to accommodate increases or increase the budget for that should the choose allow pay increases In to Commissioner Mr Kauffman stated $600000 originally
set for the Southeastern Pavilion (SELP) project was returned to the General Fund when the grant was received
Commissioner Moore returned at am (Ed Note The Deputy Clerk did not receive a copy of the email Procurement
Olsen for the record)
- Interim County Administrator Kauffman appeared to review the departments proposed budget for FY 2015-16 (page 34)
were Manager Chris Office Fiscal Director Governmental Affairs Jeannie Rickman Office of Strategic Services and Information Manager Hernandez Office of Public Information
Mr Kauffman stated this department salaries operating costs for County Administration Office of Strategic Office of Public Information and the
of Fiscal Review budget reflected are related to healthcare insurance as well as 3 salary increases as approved by the last year along with the adjustment in the County Administrators contract
It was the consensus of the Board that there are no further issues to with regard to County Administrators budget
=====-=-L=- - Mr Kauffman appeared to review the proposed 6 budget for Department 1 Courthouse Security 26) He advised
that Statute the County is responsible to provide facilities (maintenance security etc) for the Marion County Courthouse Mr Kauffman noted Giddens Security Corporation has been contracted to provide armed and unarmed security services for the Courthouse has kept cost for consistent since the original bid provided in FY 2009 noted in April 2015 Giddens requested a Consumer Price Index (CPI) rate of 3 which was approved by the
It was the consensus of the that there are no further issues to with regard to the Courthouse Security budget
=L===-=--L=--=- - Mr Kauffman appeared to review the proposed FY 201 6 budget for Department 5200 Public 144) He that this department provides and operating costs for the Assistant County Administrator (ACA) of Public and Administrative the Business and Communication Liaison as well as 1 Administrative Staff Assistant
It was general consensus of the Board that there are no further to discuss with regard to Public budget
=====-=-t=-= - Mr Kauffman appeared to review the proposed 2015-16 budget for Department 1020 Industry Development (page He advised
that $700000 in new funding was added to Economic Development Financial Incentive Grant (EDFIG) and $500000 was added to Economic Development Infrastructure Grant
Book U Page 533
July 14 2015
(EDIG) for 2015-1 addressed line item 101 Aid to Organizations noting staff anticipates the increase in fu will be needed for upcoming AI- previously approved
In response to Commissioner Zalak Mr Kauffman the total obligation for this fund is $1 million for 5-16
Mr Tomich advised there are additional obligations in future years as well In to Commissioner Zalak Mr Kauffman commented on a previous
discussion in regard utilizing some EDIG monies for the Horse Park turn project He to line item 101 Contract - Other - Misc in amount of $165000 noting funds are available in the event consultant services are for future (Le Community Redevelopment Areas (CRAs) but noted those funds can be moved if necessary
In response Chairman McClain Mr Kauffman advised that Operating Company Ansafone Communications Carriers and Hotels are some of the organizations that receive funding from line item 01 Aid to Private Organizations
Mr Tomich clarified that the line item all payment obligations through 2015-16
It was consensus of the Board are no issues to with regard to Industry Development budget
rces Director Amanda Tart Risk and proposed FY 201 6 budgets for
Department 2520 Human Resources Department Employee Health Clinic and Department 2555 and Benefit Also present were Risk amp Services
Sheri Wiley and Clinic Supervisor Robarge RN Ms addressed proposed 201 16 budget for Department
Human (page 82) In to Chairman McClain Ms Tart that the
11 Professional in the amount of is due to Florida requirements for the County to perform 2 background screenings for firefighters She the increase to line item 552106 Computer in the amount of $37500 noting the departments software provider (Alliance) is requiring an update to
system being bought out by another company (HR2 Results) which has gone a web based platform
Commissioner questioned increase to line 51 01 Regular amp Wages the amount of $288887 Ms the amount includes the 3 increases approved by the BCC year She ltgt11011 the increase in line item 555520 Training amp Ed Program amount of includes the Countywide tuition reimbursement program
Fiscal Manager Chris Kirbas referred line item Training amp Education noting County actually $1504 in 2014-15 not
Commissioner Zalak questioned how much training is involved with the new software program Ms Tart that staff been working closely with the Information Technologies (IT) and the provider noting the cost of training is included in software She there is no for licensing or maintenance the new program
Ms Robarge reviewed the proposed 201 6 budget for Department Employee Clinic (page She advised of an increase in item 534101
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5 July 1
Contract - Misc from to $53535 Ms noted the lab previously utilized by the department bought out and was an increase in lab services by new provider
Ms Wiley reviewed the proposed 2015-16 budget for Department 2555 and Benefit (page 617)
Commissioner Zalak questioned departments depreciation expense in FY 2014 Mr Tomich advised that those figures come from Auditors financial
from a mod ified basis to a full and Countys not include
only the capital incurred for the purchase of equipment general consensus of Board that there are no further issues to
discuss with to the Human Employee Health Clinic and Risk and Benefit Services budgets
===~=I - Procurement Services Director Olsen appeared to review the proposed FY 2015-16 budgets Department 2530 Procurement Services and Department Medicaid HospitalsNursing Homes amp Contract Manager Procurement was also present Ms presented a 2 page handout which compared provided by County versus the cost to privatize services (ie Neuter Commuter Jail maintenance road grading
Ms Olsen the FY 201 6 budget for Department Procurement Services (page 84) commented on 116 Operating - Computer Hardware in the amount of $3000 noting need to replace computers Ms Olsen addressed 555501 Training amp Education in the amount of $3000 noted a slight in line item 554201 ampMemberships in amount $1 for the agency commodity as well as National purchasing organizations
In Commissioner Moore Ms Olsen stated in line item 534101 Contract - Other- Misc from in FY 2014 down to $100 for FY 201 16 is due to paying off the initial purchase for the contract management software noting there is a charge of $100 annually for maintenance
In response Commissioner Moore Ms Jayne advised line item 549125 Other Current - Disputes in the of $1006 for 14 was utilized to reconcile credit and the department not budget any this line item for FY 201
Ms Olsen the FY 201 6 for Department Medicaid HospitalsNursing (page 159)
In response to Chairman McClain Ms Olsen stated the Countys portion of mandated Medicaid payments are paid directly by the Finance Department
Mr Kauffman opined that the Countys portion of Medicaid HospitalsNursing Homes is a liability will continue to
It was the consensus of that there are no further issues to discuss with regard Procurement _nHr~c budget
There was a recess at 1 0 11 a m The at 1019 am with all members present
Book U Page 535
July 14 2015
iIdggsectsectampQlli-ffi~lDr]Y - County Attorney Matthew Minter appeared to review the departments proposed budget FY 2015-16 31) He of the for 2 additional full equivalents noting the County Attorneys Office will utilize
old County Attorney Library to one new attorney one assistant Mr Minter referred to line item 544101 Rentals amp - Equipment in the amount $16000 noting the $2000 increase will cover the cost of a copy machine for the new attorney He addressed for an additional attorney due to the increased workload especially in relation to zoning building Mr Minter commented on savings to the County by handling as much of the process in-house as possible
In response to Commissioner Zalak Mr Minter opined that the addition another attorney will reduce the for outside He stated new attorney will also allow the County Attorneys Office the time to review and update County Ordinances
Chairman McClain thanked Mr Minter for the he provides BCC It was the general consensus of Board that are no further questions in
regard to County Attorney
There was a recess at 1 am The meeting reconvened at 1 am with all present
====~=t - Growth Director Martsolf to review departments proposed budget for FY 2015-16 for rrrncnT 2730 Planning
Zoning 103) and Department 3440 Code (page 1 Administrative Manager Suzanne DiPietro was also
Mr Martsolf that the department was able reduce its $170579 primarily as a of the reorganization plan which resulted in a $89600 personnel reductions were with the of 2 Enforcement that will replaced by a lower pay
000 was with the elimination of 1 new request referred to line item 101 Machinery and Equipment in the amount of $1 905 which will provide the department with 5 new laptops as well as a new noise meter
Mr Martsolf advised a decrease of $41180 in Enforcement abandoned and vacant property re-registry
In response to Commissioner Mr Martsolf advised Strategic Resource Manager Kevin Smith as well as Senior Planner Kimberleigh (Kim) Dinkins work
with Department of Environmental Protection (DEP) in regard to water planning projects for the County noted staff will holding one-on-ones with Commissioners to go over upcoming projects placed in a water planning document
It was general consensus of the Board that there are no further v to with regard the Growth budget
Development Executive Director Loretta Shaffer aPJ)eared to review departments proposed budget FY 2015-16 (page 280) She noted Tourist Development Council (TDC) approved proposed budget on May 14 201
Ms Shaffer the OcalaMarion County Visitors and Convention Bureau (VCB) team continues to more efficient fiscally responsible with collections noting to VCB bed tax collections are $900484 with an additional 3 months of
536 Book U
July 142015
collections remaining for FY 2014-1 Since 2012 the department has been operating a programmed plan to the fund balance to achieve the Strategic goals
that were forth by the and TOC for the organization Prior to the implementation of the Plan the fund totaled almost 2 pennies worth of bed tax collections which was banked and not utilized to further the mission of the organization The current plan fund balance use is and moving forward with the department operating on a revenueexpenditure
Ms Shaffer referred to line item 01 Contract - Other Misc in the amount of $1 686 which decreased by 100 from previous by removing the Outside Tourism Marketing line item in the amount of 100 However line does a Group Technological Platform line item in amount $20000 for website to develop a that allows operators wholesalers book travel with industry partners advised that line item 548101 Promotional Activities decreased by $18102 however it absorbed line item 582101 Aid to Private Organizations in the amount of $80000 This was in an effort allow the team to remain competitive in a paced RFP environment with a smaller in comparison to competing destinations The will still continue to bring all funding
uests to the for final approval per the recommendations made by the Ms stated Media Plan is budgeted $300000 which will come out of
the current budget and not use Carry Forward as in previous years is also funding in the amount of $34905 that will be provided to the County Parks
Department On May 14 2015 the directed remove as its own line item Promotions blend the amount into the overall sports funding line item that is currently at $115397 proposed change if approved by the BCC will the sports funding portion line item 101 Promotional Activities to $150302
Ms Shaffer noted there are no additional in the proposed budget stated VCB is once reflective achieving an integrated with all marketing
and sales initiatives to further advance tourism in OcalaMarion County Shaffer advised current revenues are $900484 for FY 2014-1 which is only $45552 from the end year goal with 3 months remaining in collections noting the total current roIE~CtE~a amount is $947036
In to Commissioner Zalak Ms Shaffer clarified that it was TOCs recommendation to blend for $34 for County and sports
line item 548101 Promotional Activities It was the general consensus of to concur
Commissioner Bryant advised that she staff prepare 2 different so that the Board could discuss departments direction in relation to the possibility of increasing tax noting County seen an in revenues as well as increased funding requests to the TOC expressed concern that the department will run into deficit spending which will force the County to cut back on some of its marketing Commissioner Bryant opined that marketing been working to draw visitors to Marion County through different sporting events eco-tourism
Ms presented a 3 page handout entitled TOC Approved Grant Expenditures 2014-2015 a 5 page handout entitled Proposed 3rd Penny Budget for Consideration a 5 handout entitled Proposed Budget for Consideration
a 6 page handout entitled Proposed 4th 6th Penny Budget for Consideration - Marketing a 6 handout entitled Proposed 4th 6th Penny Budget for Consideration
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July 142015
- Both Bonded a 12 handout entitled Marion County Florida Visitors and Convention Bureau a 10 page handout entitled Impact Signature Event HISE Program and a small spiral bound document entitled Marion County Tourist Development (Tourism Fee)
Ms Shaffer noted the handouts reflect various options for increasing the current 2 Development Tax also known as the tax
Chairman McClain commented on the Return on Investment (ROI) for funding requests noting if the event does not require visitors to stay in a then the County
collect tax to fund events He opined it is the responsibility the BCC ensure the events funded heads in noting only half the people that Marion County stay night Chairman McClain stated if the department is looking for him to support an in the tax staff to provide information as to how each event will increase occupancy He questioned at what occupancy do hoteliers determine when they need to add on more rooms or build another hotel (eg
occupancy) Commissioner Bryant advised that any event the TDC awards funding to is based
on in beds and organization has to provide information showing it goal Chairman McClain opined that parameters to be set and goals to be
similar to requirements established for grants Commissioner Moore commented on a previous request for staff bring back
tangible tax data as it relates to bed tax Manager Chris Kirbas that in to Tangible Personal Property
Tax there are 3 codes that affect tourism 1) hotelsmotels 2) restaurants and 3) shopping facilities stated staff works with Property Appraisers to determine on the values of those properties how much money the County actually in levied Mr Kirbas advised the total value of TPP in Marion County for 2014 was $1 billion noting the total value for those 3 codes was just over $177000000 He the taxes levied hotelsmotels were $170142 restaurants $411034 and shopping was just over 4 million
Commissioner Moore requested staff provide the total tangible that would ICHIltn if the BCC approved the 3rd 4th and 6th Mr stated he will provide that information to Commissioner Moore
discussion ensued Chairman McClain stated there is more to the goal than increasing funds
noting there is an opportunity to create an investment matrix that will attract more events and incentivize private sector invest more money into projects
Commissioner concurred that a matrix needed to help the County achieve its goals
General discussion resumed Commissioner Bryant expressed concern that without the 3rd penny bed tax
department will able to fund some of events that proven to put heads in beds in the past
In response to Commissioner Ms advised that out of $586000 that will generated from the 3rd penny tax $400000 will be allocated specifically to high impact signature events (H $100000 will be allocated into media plan and $86000 will back for Forward for FY 201 6 as recommended by Countys Fiscal She to the handout entitled High Impact Signature Event HISE Program Guidelines noting a HISE is defined as an event attracting
538 Book U
July 1 2015
national andor international audiences consecutively or as a collective of a high event To funding support as a HISE a separate application summary form proposal must be prepared as the competitive award cycle
In to Commissioner Zalak Sales and Operations Manager Sky Wheeler VCB stated approximately $150302 is proposed for sporting of which $125500 is already committed for the upcoming FY She noted that the Shows in the Sun (HITS) will coming forward with an itional request for which will over extend the current sports funding portion Promotional by approximately $25000
if County reallocated funds generated from a will the County obligated to pay the City of Ocalas portion of shared Ladies Professional Golfers Association (LPGA) Coates Golf Championship) Commissioner Bryant that is a question to be answered by the Legal department
General discussion ensued Chairman McClain questioned the VCB will have enough staff to manage
3rda $500000 in its budget Ms stated the for penny tax increase call for another employee however if the the 4th or penny there is a for an
Arnett commented on importance of building up reserves for future projects
Commissioner Zalak addressed the importance of working with the City of Ocala with regard to high impact signage)
It was the general consensus of the Board to direct staff to ule a workshop in order to a matrix for the 3rd funds as well as anticipated infrastructure
In to Commissioner Mr Tomich advised that typically the County is only allowed reserve up to 30 of Balance but is unsure whether there are any for Tourist Acts He primary concern is putting the to use in a timely fashion noting precludes local governments from stockpiling funds
Chairman McClain clarified it is the consensus of the Board to direct staff to schedule a workshop in August (after meeting on August 1 2015) to present information in form of a matrix on how the VCB will utilize the generated by the proposed penny bed tax to increase staying overnight during the off-season
bring back a matrix for 6th penny consider
with that is the County can only have a specific amount of
It was consensus of Board that there are no further questions in regard to the Tourist Development Department
There was a recess at 11 37 am The resumed at 1 pm with all present except
U Page 539
July 14 2015
has 5 he will BCC on projects department is budget is
A bid was on the Beltway uncn
hoped that the will be brought the Board on August 4 2015 which will put construction around the middle or end of August the northern is out to bid and will be open as of of next week and as discussed at the last BCC meeting the Horse Park turn will appear on the August 4 2015 The Agenda Item regarding the Park turn lanes will ress funding from Transportation Impact
District 4 if the budget is monies are in the Economic Development Incentive Grant (EDIG) Fund a budget will be done next to move that funding to the EDIG The Park turn
August 4 2015 Agenda for approval and will be added approved list of for next year The Park will be doing the design and obtaining the permit which they anticipate having everything ready by the end of this fiscal so it is possible that it can be out to bid in October for construction
Chairman McClain stated his understanding was that were going to look Capital Improvement Plan (CIP) or something as it to the Horse
noting Mr was going to what be money for the Park turn lanes was from Impact Fund Mr noted the 49th project was at the Board noting allocated for rights-of-way (ROW) acquisition At this point $300000 was taken from 49th Avenue but if the EDIG can used when the approves that budget then it will revert back He advised that mentioned 3 projects in the Transportation Improvement Plan that could and opined that 49th Avenue is the best option
Mr Bouyounes introduced Deputy County Engineers Atwell and Tracy who will review departments budget for 6 for Department Water Resources Department (page Department 41 Property amp Services (page 1 Department 4130 Construction 20 Gas Tax Department 4121 Transportation Department (page 212) Department 3390 Water Program Department (page 460)
Ms Straub advised that Department 2715 Water Department which has one employee is a General Fund and can be found on page 99 of the budget book
Commissioner Bryant returned 1 38 pm Ms Straub the budget as proposed is 235 years
and does contain the With lacoochee Regional Water Supply Authority (WRWSA) membership found in line item 554201 amp Membersh in the amount of $64116 and is a per capita assessment that changed from assessment value of $019 per capita but the amount has slightly
Commissioner Moore questioned line item 531109 Professional noting $53000 was spent and the proposed budget is in the amount of $78750 Ms Straub stated that is where the department been paying their water supply feasibility work they are under with Devo Consulting She noted money was moved in the line last year through amendments make that happen however that project is coming to a close
Mr Atwell addressed Department 4145 Property amp Engineering which has 2 employees is funded by the Fund and can be found on 133 No
Page 540 Book U
July 14 2015
significant changes have been made to Person Operating or for the FY 15-16 A decrease in spending is noted in the proposed budget of 1
Commissioner Moore questioned line item 531109 Professional Services which was $0 in 2014 but proposed budget is in amount Mr
that $1750 spent so year Mr stated the Services Contract Services items are used when dealing with
surplus properties or coming to the County where the department sometimes to care of them mowing taking care of buildings or improvements etc)
He noted funds are not always used but the money is there just in case arise Chairman McClain questioned where monies from foreclosed propertiesbank
are located in budget Mr stated those are treated as Revenue dollars offsets a portion In
McClain Mr by law have used to offset of Code noting their expenditures exceed that amount but it
is not specifically earmarked or set aside Mr Atwell addressed Department 4130 Construction-
has no employees is funded by the Gas Tax and can be found on fund road and traffic materials for County work forces
rnl~11 under this fund include limerock concrete sod striping materials light traffic signals
Atwell Department 4121 Department which is also Gas Tax and can found on proposed includes an
approximate decrease of 1 from the FY 14-15 Some of the significant personnel include a total 3 reclassifications change in job responsibilities at a
salary of $7182 as well as a new position with a salary of $31 due to increased workload which was during the planning workshop
Chairman McClain questioned the Transportation Contract Compliance position (page Mr Atwell position is involved with assembly
books processing as they are from the are also very with local program (LAP) which virtually has millions of dollars of aid and construction funds from the Florida Department of Transportation (FOOT) The position is also involved with audits field interviews opportunity documentations as required amount of material submitted to has significantly
since he started with County about 7 ago Ms Straub commented on the capital portion of the budget noting during the
planning session one of the key was the of the vehicle and replacement keep the staff equipment replaced a of $15 to $25 million year
in to keep a stable as well as keeping the equipment in operational condition The budget Board in the Capital line item 564101 Machinery and Equipment is proposed in amount of $13 million (page 218) however staff has worked with the Fleet Management Department and are now recommending further reduction to that budget of about $400000 by removing the Motor in the amount of $205183 and Widener in amount of $194931 In so doing additional monies need to to the repair contract line items In talking to
in mechanical such staff is looking to move $40000 into line item RepairsMaint - Management to cover additional repairs for those units and move the remainder slightly more than $360000 into line item
u 541
July 14 2015
01 Contract - Misc to toward contract work in particular focusing on the long line trimming efforts
In response to Chairman McClain Ms commented on long line tree trimming effort which is a big undertaking the department has further and further behind She more work is in this effort to keep it in a more routine fashion which will a lot to get caught up as they are far behind
General ensued Chairman McClain questioned what is included in line 534101 Ms stated that item the crossing
shredding for repeater installation ROW (for larger department cannot remove) as well as AITCgt
disposal (for oil grease and spill material) Chairman McClain inquired if the $360000 will be spent in next year
Ms Straub stated the amount will be as they will hit all quadrants Commissioner questioned the cost per mile Ms Straub stated did not know the per mile cost at time Mr Bouyounes noted the last time the long line trimming was done was over 2 He stated staff can provide that information to the Board
a later In Commissioner Ms Straub vendor looked each actual see the coverage they will take money
and accomplish as much as possible General discussion resumed Chairman McClain requested staff provide a report as to how much time money
and equipment is allocated to the long line trimming Ms Straub she did not have that number time but can report that information to the
General d resumed Commissioner Zalak Mr Bouyounes stated can provide a
amount of over the last five for long line trimming both and Commissioner if staff is
aware of what the Utilities (private utilities) will doing Mr Bouyounes that the Utilities did notify but it is a short however crews try avoid trimming along power lines and on other areas
General d continued Chairman McClain stated he was having a hard time giving the department another
$360000 when it is spending almost $2000000 on this work Mr Bouyounes the $360000 would go toward long line contract type work not
house tree trimming work Ms Straub noted that Marion County is a heavily treed county McClain that he will a decision today
Commissioner commented on compressed replacements where they will located Ms one of pickup trucks will Road Maintenance Supervisor (RMS) who is assigned to North but regularly runs to Fleet and the main headquarters Mr Atwell stated 2 CNG trucks will go the Engineering and Traffic 1 truck will be for the Traffic Supervisor and the other truck is for the ROW Inspector Also a replacement sign truck for Traffic will be a CNG truck Mr Bouyounes noted employees put a lot of miles on the as they drive throughout the County_
inquired if any vehicles at can be replaced CNG and the vehicles in other areas that are not near a
fueling station Mr Bouyounes stated will have to work with explore
542 Book U
July 14 15
idea Mr Kauffman questioned whether the Board wanted Ms Olsen to address the 2 Chairman McClain stated there was no to ress the this time
noting he may a question in general to RFPs Chairman McClain the $359000 is an enhancement the budget versus
what has occurred over last years as it to trimming He advised that is having with putting dollars into the budget however may be some opportunities exist that staff has not fully explored (eg working with power companies to costs) Mr Bouyounes stated staff can look at as the money will remain in fund balance Chairman McClain concurred
Commissioner Zalak inquired if can also provide information as to how far behind the long line trimming is and exactly what that $360000 can do when they bring back the report as requested earlier Mr Bouyounes stated in general the Transportation Departmentffransportation Maintenance Fund is not short on work in field as there are many maintenance that need to taken care stated will check on the trimming bring back some recommendations so Board can see where they have been and what they have so far and if there are any other opportunities with power companies then can bring forward a comprehensive plan
Chairman McClain staff to go ahead and the 2 vehicles out and switch around the budget In response to Mr Bouyounes Chairman McClain stated he is okay with moving the $40000 clarified that he is to doing what staff asked Mr Tomich stated to specific 2 vehicles been eliminated with $40000 for
Management about $360000 in Chairman McClain stated the 000 will go into their Contract Services budget Chairman McClain if there is a higher priority where this money can be
Mr Bouyounes commented on the major issues the department with on a regular basis as drainage pothole patching shoulder widening care of side of the and trimming
Commissioner Zalak commented on making sure is enough money in the material supply side (Iimerock) when doing contracted grading maintenance to crown dirt Mr Bouyounes stated it is part of the 20 Gas Tax budget as earlier by Mr Atwell In response Commissioner Zalak Mr Bouyounes every time they grade they are making improvements noting there are over 400 miles of dirt
to deal with but only about are on a routine Ms Straub stated graded roads cost about $700000 $800000 year and time material is added more money is on those dirt roads which is a significant portion of budget for such a small number of roads as compared to overall road network Commissioner Zalak questioned if County is fixing the problem noting some dirt roads better than others
General discussion Ms add Department 3390 Stormwater Program Department which
is funded and can found on 460 Staff is recommending one personnel change add a temporary seasonal employee a Summer I The budget is strategic plan focused the department really tries to concentrate its efforts on the maintenance installers which is under Capital Outlay (page 463) item 563101 Improvements Other than Buildings in the amount of $5888445 Continued efforts to reconstruct and remediate stormwater systems for both water quality
Book U Page 543
July 14 2015
and quantity can seen under line item big are identified in the Stormwater Improvement Plan (SIP) that comes before the each Also as a result of watershed management program the department a Capital Projects Privatization (CPPR) which all of to be worked on (from maintenance to capital) and is a living document that staff continues to assess watershed by watershed reprioritize based off its findings and as new findings which built into 5-Year The other item is the public education plan which staff will bringing to Board in September or early October 201
Chairman McClain noted that a little more money was to be budgeted under item 563101 and questioned if staff is on track to continue to spend this kind of money
in that budget over the next several years Ms Straub that Stormwater Engineer Gail Mowry has an excellent job at laying out a plan She opined that department will hit the $5000000 mark this year from the budget much of which is capital work and they are aiming to grow that (by projects not money) and year
Chairman McClain to Stormwater Improvement projects in the amount of $3122880 and questioned how many are included in that Ms Straub it is miscellaneous projects which includes anything from swales digging a retention pond She commented on a project list this that shows construction costs that range from $10000 to $500000 In response to Chairman McClain Mr Bouyounes the items are identified in the SI
Chairman McClain if the County is due for any big map updates in future Ms Straub in to mapping staff is in the midst of doing a Emergency Management Agency (FEMA) update right now and are waiting on Staff wants to address City of changes believes that FEMA wants to wait to include that information before moving forward they do not want to have it as an amendment but actually want to incorporate it into update County staff been told anywhere from AugustSeptember to of the
Chairman McClain commented on the Countys watershed management asked if it is something is doing on a regular basis or on 4 to 5 year life cycles that
updating Ms Straub advised that all the big watersheds are being out and at maintenance maintenance are small most of that work will done
Chairman McClain if once the maps are done is it just a of keeping them updated Stormwater Engineer Mowry stated that is correct noting the Watershed Management Program is done in to all of modeling so for the most part every watershed has a 100 year model event for then staff moves into water quality portion and the capital projects reports all of which was brought in internally Staff basically has a long range to do and incorporate into the 5-Year Staff is not doing any more Flood Insurance Rate Maps (FIRM) than the 2015 ones they are currently doing
Commissioner questioned line 552108 Operating Supplies in the amount of $17625 (page 460) Ms Straub stated and control supplies which include silt fencing and mulch as well as office supplies such as DVDs memory sticks for the camera field log books flagging stakes and water quality sampling equipment are purchased from this line item Commissioner Zalak asked if the big drivers are fencing and mulch outside office supplies Ms stated the erosionsediment control is big ticket item which runs $15000 and the sampling equipment is $1275
Commissioner Zalak questioned line item 1 Training Education in the
Page 544 Book U
July 14 2015
amount of Ms Straub advised that a slight change is Training and as the has not kept up with a items and is of online Computer-Aided Design training which 000 FOOT is no longer doing some classes for so the department is now having to pay some of items The remainder is for the continuing education that has been consistent In response to Commissioner Zalak Ms Straub that the department looks to 1 person CAD certified Ms Mowry stated there are 7 CAD users in the group and the on training course is $1 for 5 peoplepositions noted they can potentially downsize and use numbers with multiple people however the Geographical Information Systems person is supposed to cross-trained to sometime this year
projects on in the amount of by the end of Ms Mowry stated
Ms Straub stated the will not be finished construction bythe end however funds are allocated and a contractor is brought on board but
construction can be carried on into fall Ms Mowry clarified the bulk of projects on the list are currently in design or will be coming before the at the first meeting in August (August 42015)
discussion ensued to Chairman Mr Kirbas stated purchases to
date is $180505 in regard line item 561101 Chairman McClain asked if will be OU(la9tea forward in Ms Straub stated earmark that is IfI~nI1 noting Ms Mowry ROW Manager Shawn Hubbuck of upcoming
Zalak commented on the monster water pipe by Silver Springs and inquired as what the red light means Ms Straub stated it means the pump station is not properly working Ms Mowry advised that for some reason that pump station seems to be very susceptible to lightening it was thought to during this last repair however light still triggers on a fairly basis She that if the red light is on the pump is turned off Ms stated the pump is working but chambers are collecting sediment Ms Mowry concurred clarified that pump is water on other but chambers are still collecting In response Commissioner Zalak advised that FOOT is taking care of the pump station
Commissioner Zaiak inquired as to what will happen to pumping station when the road is widened Mr Bouyounes the 4-lane project was considered during the design of the pump station which will not be impacted by the improvement noted the will occur on the north side of the pump station
Commissioner Zalak questioned line item 525101 Unemployment Compensation in the amount of $3000 Mr Bouyounes this is an item that has no value in budget and it is unknown as when it is neE~aE~a
It was general consensus the that are no further issues to discuss with the County budgets
BudgetsUtilities - Marion County Utilities (MCU) Director Flip Mellinger appeared to review proposed FY 201 6 budgets for Department 7130 Utilities - Customer Service (page 594) Department 40 Utilities - Water Operations (page 598) Department 71 Utilities - Water Maintenance (page 601) Department 7150 Utilities
Book U Page
July 14 2015
Wastewater (page 604) 7155 Utilities Wastewater Maintenance (page and Department 7160 UtHities shy Engineering Construction (page 610) ACA was also present
Commissioner Zalak noted the Unemployment Compensation is to in line 526101 as Other Employment in the amount of $5665 (page
594) Mr Mellinger this is an item that is required by the Clerks Finance Director John Garri that OPEB is by the Governmental Accounting Standards Board calculate noting an Actuary is hired to calculate
value as it on overall financial unfortunately Enterprise it has to be the fund is basically of the health
insurance that the County provides to a reduced group is referred to as the implicit rate Although the County is essentially not fund say there is a subsidy that the Board provides the by allowing them to their health insurance at the group The County was required to calculate that value and start recording it on the statement a couple of years ago He noted the pension one will be coming up and will be booked as an expense For governmental funds that will be entity wide level and will not affect the budget however it will
the funds Mr Mellinger addressed MCUs as presented to
demonstrate and is about $87500 than last year without considering and debt When considering and debt budget it is
considerably less year because funds have been previously allocated to capital projects and expended project funds will be carried over into the About $19000000 is currently in the CIP and allocated toward projects and as the year rolls on those funds will draw down on payment to contractors and the balance will be carried forward on active
The budget a reclassification a Assistant I to a Assistant II (page 596) as it is a continuous revolving Commissioner questioned the overall turnover Mr Mellinger stated in 4 years MCU an overall turnover rate of 46 is quite high
The proposed includes replacing 10 of MCUs 72 vehicle at a cost of about $382000 $385000 was to purchase a Vac-Con Truck so no pickup trucks were replaced cycle has to be started as no pickup trucks been replaced
2007 MCU intends to spend about $400000 per year Also 9 computers are included in the have been by Information Technology (IT) as needing to be An additional $69 million (approximately) is planned for capital
the which are mains that will run from Golden Ocala to 200 and to the Oak Run collection system MCU to begin the design for of the Marion Regional Water facility The pressure for future projects including alternative water supply development drives
need for another rate increase in 2016 Mr Mellinger he had several proposals he would like to talk to the Board
about and inquired if are any questions Chairman McClain commented on operating budget for and wastewater
to line 534101 Contract Other - Misc of approximately $350000 questioned if those funds are meter reading Mr Mellinger concurred
noting that is down and by this fiscal should be out of the meter reading as pretty much everything has been over to automatic
546 Book U
5
In
July 14
meter which will allow 1 1 vehicle to go around and all of the MCU use have a dump station for vac-con when they were hauling grease and stuff that out of lift stations but since had to stop their use landfill or even haulers will not haul MCU is not able to properly dry material which is not authorized for transport MCU is now hiring American Pipe and Tank to come and pick stuff up or they dump the vac-cons their location which that cost quite a bit this year
Chairman McClain commented on Department 7155 Utilities shyMaintenance line item 534101 Contract - Other shy$161396 (page and questioned how much of is meter reading Mr Mellinger stated none of line item is for meter reading hauling MCU is Solid Waste to haul the the drying wastewater plant item
Misc in the amount
that it is all dumping
commented on 71 Utilities - Customer budget line 101 Contract Serv - Other in the amount of $208773 594) and if this is all meter reading Mr Mellinger stated it is not noting this line item cleaning contract bill printing service certified document shredding etc McClain inquired as to where the reading is in the budget Mr Mellinger reading is currently in 7130 although the cost has reduced money remained in the budget to continue the services for turn onoff since it is than doing so in-house Chairman McClain clarified that the reduction will continue to 7130 budget Mr Mellinger meter reading will remain in the Department 71 budget
Chairman McClain questioned if the treatment plant is Marion Oaks Mr Mellinger
CIP
would eventually per day (mgd) facility when
water reclamation plant is for Marion MCU knew that the Marion to be facility will be a 9 million it is built out which is much larger than Oak Run
Commissioner requested review of Mr Mellinger stated that is part of the noting need to address going for a bond in 16 to take on the debt MCU needs to pay for Marion Oaks Water Reclamation which will also include some improvements to the collection system at CR 484 and 1-75 He noted they have reached a point this has to be addressed as are a lot of entities talking to MCU about The existing infrastructure can handle some more flow but it will not handle all Mr Meflinger stated there is no 1 project that is large enough to take on the cost of infrastructure improvement that is Basically MCU nonc
to install a new main from CR 484 run south along to the nearest point of intersect with and into the lift SummerGlen project can $1000000 There is for anyone entity to pay for to put the money out will later be recuperated in capital to Chairman McClain Mr Mellinger stated an 8-inch main is currently 1-75 which collects (Le all of those motels restaurants etc) noting it still has some capacity but not enough to handle the numbers being proposed to MCU
General discussion ensued to Chairman McClain Mr Mellinger advised that the Bond will
neighborhood of $15000000 $16000000 He stated he would like of a 714 customer system which is 1 of 3
Book U 1 Page 547
July 14 5
owned by Mr deMenzes and is on southeast corner of the City and wraps across the road from MCUs South A purchase price of
$18 million and change has been negotiated that system MCU had Burton amp perform the financial analysis on which will not have any impact
on MCU as the majority of customers aU the way up 14000 gallons per month will see about a $3 month increase by coming to the MCU once above the 14000 gallons per month it is less than a $10 increase up to 20000 gallons and once above 20000 gallons their $539 increment kicks in and start feeling it He noted this
one of the issues Mr deMenzes has with over the past in that he does not rate structure however he one approved that goes into
10000 gallons that will be raised by $050 In response to Chairman McClain stated the purchase price is $1
McClain clarified that of will be to purchase the system lt1ltgt1011 MCU will pay out of Capital currently on hand
that back into Capital Mr Mellinger addressed the high
Mechanics noting this year the Utility turnover Field Mechanics The turnover for 3 He asked that Human for pOSitions and find out where they are people are leaving for more money Mr Mellinger requested permission use up to $75000 of the $87000 in savings this help adjust those salaries to hopefully some of the turnover
Commissioner Zalak inquired if the $87000 savings is all operational Mr Mellinger concurred Commissioner Zalak d staff to bring back a salary study
see if all of the $75000 needs to be spent Chairman McClain directed staff to cond survey noting the Board would like to have the opportunity to discuss the
Mr Mellinger concurred McClain advised that it is the Board at least explore what
475 and 475A noting some properties in that area will require the County will to figure out how to go under
side of opined that the County should it done while going out which will be worked out
Agreements noting will cover the ltgtvrlltgtn
00ltgt discussion ensued Commissioner Zalak questioned how of the Bond money will
Mellinger $12000000 will the Marion Oaks Water 101
which will start out as a 1 mgd facility at a cost of about $12 to Commissioner Zalak Mr Meliginer stated the facility needs
2017 noting the problem MCU has is that it a 220000 gallon plant at -VIYIJ
and flows need to be moved south I of building a plant at Golden right now MCU looked at where the best place to build a plant was and determined that Marion
is place Rather than spending $12000000 at Golden Ocala and another $12000000 at Marion Oaks that will be in 5 years MCU can go ahead spend the money down there and put $5000000 into a pipeline that will take from Ocala to Oak Run take Marion Oaks and SummerGlens flows of Oak Run put them back at the Marion This also gives MCU ability
Oak Run Marion vice-versa as well as run flows back Golden Ocala and MCU will want to
Book U
5 July 14
build a plant at Golden it is just the timing right now and the Marion Oaks plant is the better option of the effluent disposal opportunities even though Ocala has a commitment of 2000000 gallons of effluent that can be taken for golf course or whatever however it is unknown if Golden can get a consumptive use permit (CUP) for that amount however Golden Ocala a commitment for water that they have to on so that MCU can move flows away in to save money Eventually MCU may go and put in plant but they want
membrane that was built at Salt Springs to more comfortable with which a much smaller footprint it is believed that a
facility can be put that will be less General discussion In response to Zalak Mr Mellinger Trilogy is starting to build
homes which is driving MCU to do something now the Golden Ocala plant does not have enough capacity to take care of development Trilogy Mr Mellinger stated MCU has the Capital in its rate sufficiency analysis which is programed in so they knew they were going to to spend it they also revenues that would received and the capital will be returned with the charges it also the added customer that supports long term It will have a impact on MCUs without that northwest area In reply to Commissioner Mellinger advised that City Ocala is not a Wholesale Agreement
General Commissioner questioned how MCU is on bad debt Mr Mellinger they are still in the of making telephone and pleading with customers
as well as sending noting the customers are obviously cut off He noted the collection agencys success is not as great as one would think Mr Mellinger CTOlTtgtro
the success rate of collecting on bad debt is around 20 eventually reaches a point where it is written off advised that the County Attorney is currently reviewing proposals noting one proposal is to start placing a lien on property so that the debt can
recovered once is sold General
commented on MCU a charge even services are looking at a new some of those assumptions
are built in and from a policy standpoint if the County continue down that path or explore different opportunities He commented on bonding process and what the County has committed to as as a rate solidifies that so a choice cannot be Commissioner Zalak did not necessarily want to into a new Bond with the same presumptions if it can avoided Mr Bouyounes that the new Bond will assume what the County in the Ordinance Commissioner Zalak stated the Board should consider any to the Ordinance prior to bonding Mr Mellinger it may be a bank loan rather than a Bond Chairman McClain it is a good discussion to have at a later date Mr Mellinger commented on concerns by Burton amp in
to options General Mr Bouyounes if the Board wanted to the bonding at the next
strategic planning It was the general consensus of the Board to concur Mr Mellinger questioned if Board wanted a report from Burton amp Associates prior to the planning session Chairman McClain clarified that direction is that the Board wants explore this thought as it relates to the Bond Mr Mellinger suggested that he
Book U Page 549
July 14 2015
wait to see how fast he can get something from Burton amp Associates and then schedule a workshop Commissioner Zalak recommended that the Board look at the Ordinance and consider the options while they have the opportunity Mr Mellinger briefly commented on the base charge
Mr Garri commented on a legal issue in regard to the Reimbursement Resolution document which the Board will have to execute in order to take Bond proceeds if a bond is taken and reimburse prior expenses before the date of the Bond issue He clarified that MCU cannot start spending money now thinking it will get reimbursed unless a Reimbursement Resolution is in place which is something the County Attorney will have to prepare In response to Chairman McClain Mr Mellinger stated he understood what Mr Garri said as well as what the Board wants to discuss
Clerk Ellspermann requested an update from Mr Mellinger on returning deposits or hookup fees that is of concern to the Auditors Mr Mellinger stated he is aware that the Auditors are concerned about that money but it has not been the highest priority until this year He advised that he asked Customer Service amp Billing Manager Nancy Jarvis to drop everything and dedicate her time toward working on that list noting it is not an easy process Mr Mellinger gave his commitment that the task will be completed by the end of the calendar year December 31 2015 so that it hopefully will not go into next years audit
It was the general consensus of the Board that there are no further issues to discuss with regard to the MCUs budgets
Chairman McClain directed staff to take a comprehensive look at CR 484 purchase of the deMenzes system salary study and go ahead and start putting the timetable together for the Bond or bank loan Mr Mellinger noted that he shared the Rate Sufficiency Analysis with the Board this year
Commissioners Bryant and Moore out at 304 pm Chairman McClain advised that the Board will deviate from the schedule and
consider the MSTU budget next Commissioner Moore returned at 305 pm
BudgetsDistrictsSubdivisions - Municipal Service Taxing Unit (MSTU) Director Teresa Darnell appeared to review the departments proposed budget for FY 2015-16 for Department 4155 MSTUAssessments (page 135) Department 4156 MSTU Assessments - PA (public assistance) (page 137) Department 4600 Road Assessments (page 220) Department 4320 Marion Oaks Recreation (page 330) Department 8100 Silver Springs Shores Recreation Facility (page 339) Department 8110 Silver Springs Shores Street Lighting (page 343) Department 8200 Hills of Ocala Recreation (page 350) and Department 4930 Marion Oaks MSTU for General Services (page 476) ACA Bouyounes was also present
Ms Darnell stated Department 4155 MSTUAssessments budget found on page 135 is pretty straight forward and proposes the elimination of 3 Staff Assistant positions and create 2 new Assessment Specialists positions as previously discussed She noted the Community Services Department has taken over the low income assistance program which was also previously discussed The MSTU Department also handles postage for 30 or so County Departments and that responsibility will be shared between the Administrative Staff Assistant and the Assessment Specialist I position An Advisory Board seminar will be held in November of 2015 for new members
The MSTU is fully staffed at this time with 3 Project Coordinators Pete Hodges
Page 550 Book U
July 14 2015
who has been with the County for over 10 years Richard McClean who was previously with the OCE Stormwater Division and the 3rd Project Coordinator was brought on board and is new Marion County The department is a behind on projects and currently more than a dozen inspections which will responded to as as they can now that they are fully staffed
Commissioner Bryant at 308 pm Ms stated department is working toward greatest level
they can The first new project petitions are out for Turning Hawk which are on August 212015
Chairman McClain inquired as to the number projects MSTU is currently working on have out or are in construction Ms Darnell she not have
number in front of her but noted the department has more than a requests that they are now inspecting and preparing estimates for which not include ongoing and Municipal Service Unit (MSBU) projects noted that petitions for Turning Hawk are out right now and everything is in and they know Hgt they stand final public hearings are scheduled week Silver Springs
is a maintenance project will be brought to the Board A Change (CO) was recently approved for Marion Oaks to another 15 The Department is also getting ready to go to bid on Silver Springs Shores which is a little more than 14 miles
Darnell Department 4156 MSTUAssessments which is low income assistance program and can be found on page 1 is proposing to
that budget from $25000 to $20000 and will be going the Community Services Department noted 29 applications have been received so far this but the deadline is not until August 28 2015 year $25000 was budgeted $18000 was used
Chairman McClain asked if this budget will continue leaving Department 4156 with or move it Community at some point in the Mr Kauffman stated
is agreeable moving the budget to Community Services Chairman McClain advised that this budget will not next r
Ms Darnell Department 4600 Road Assessments found on page noting that number came way down this year from what it was last but upon review of list of it was realized that many of them had already failed petition one of which was handled privately through a homeowners association (HOA) list was pared down what might happen however it is anticipated that number will due to amount of inspection requests
Darnell Department 4320 Marion Oaks and can found on page 330 noted that Mr Tomich presented them with a financial forecast
shows they are in good until 2018 Ms Darnell commented on the improvements playground improvements possible parking expansion resealing of the courtyard basketball courts and a storage building) which the Advisory Board is exploring A conceptual drawing a proposed park was prepared by DirectorLandscape Architect Jim Couillard where that goes remains to be seen as it has a lot to do with property values and collections
Commissioner Zalak if the improvements is just money that has not yet been allocated to a Ms Darnell stated that is correct
Ms Darnell this department has 1 vacancy for a part-time Recreation Aide interviews have conducted but they have secure for the primarily due to drug testing
Book U Page
July 14 2015
Chairman McClain inquired as to line item 564101 Machinery and Equipment for a golf cart in the amount of $8000 (page 332) Marion Oaks Building amp Ground Supervisor David Pierce stated it is an estimated costs for a motorized golf cart instead of an electric one which is about $1500 more than the traditional golf carts
Ms Darnell along with Chairman C J Hagins Silver Springs Shores Special Tax District Advisory Council appeared to address Department 8100 Silver Springs Shores Recreation Facility which can be found on page 339 Approximately 50 of the staff is retirement eligible The facility is aging and needs some attention It was recently learned that the Youth Center restrooms will require upgrades to become compliant IVIs Darnell noted they have met with Facilities Management Director Andy Race who suggested that the work itself will be about $25000 and an architect will be needed which will cost approximately $25000 so they are guesstimating the cost to be around $50000 Problems exist with the Youth Center pool deck that is settling and the parking lot is crumbling and is in bad condition The advisory board is leaning toward adding some computer labs in both the Community Center and Youth Center surplus computers that were upgraded this year can be used She advised that she met with IT to obtain cost estimates and opined that both can be done for about $5000
Ms Darnell noted this department has 3 vacancies the office is currently staffed by a Spherion Staffing Services person (temporary person) and a Recreation Aide is out with an injury as well as upcoming vacations She advised that she may also be monitoring at the pool this weekend Risk Management recommends certified lifeguards at the pools Silver Springs Shores has 3 swimming pools and national standards require 1 lifeguard per 50 occupants The swimming pools are currently operated with no lifeguards on duty and signage states that fact pool monitors are simply there to monitor as they are not certified Red Cross Lifeguards Staff has been used as monitors however some are not comfortable watching 50 people and feel they can only handle 25 Ms Darnell stated it has been her goal to keep all 3 pools operational and open on the weekends
Ms Darnell stated she would like to bring forth an Agenda Item in the near future to downgrade the Youth Recreation Specialist position (page 341) to a Recreation Leader II position which is more in line with the Parks amp Recreation Department this position can train up to become a Recreation Manager in the succession plan She further commented on reclassifying the General Maintenance TechLifeguard by splitting the position to a Building and Grounds Technician which will then free them up to add another part-time seasonal certified lifeguard With 3 lifeguards during the summer months it will allow for 1 full time lifeguard to work year round at the heated pool and the summer pools can be staffed with seasonal lifeguards
Ms Darnell advised that she spoke with Mr Couillard about partnering with the Parks amp Recreation Department and bringing some programs to the Youth Center She stated the Youth Director recently resigned and took a position at The Villages noting there are lots of openings
Commissioner Zalak inquired as to what the recommendation is at this point Ms Darnell opined that there could be a benefit to the citizens of Silver Springs Shores if the Community Center and swimming pools were under the Parks amp Recreation Department simply because it is a recreation facility however she does not know if they are considering this idea but there is a need for partnering
Commissioner Moore commented on the library in Silver Springs Shores Mr Hagins advised that he attended the residents meeting last night and noted one group is
Page 552 Book U
July 14 2015
generally the idea the Youth He stated are going move forward with getting in the Youth as well as the Community Center Commissioner Moore if books will moved into the Youth Center Mr Hagins it is possible Ms Darnell advised that there is a Library in the Community however children are not allowed
Commissioner Bryant commented on having Parks amp Recreation taking this over and inquired if it would still fall MSTU as as funding Mr Bouyounes noted positions from MSTU will to that facility guidance management will the Parks amp Department instead of the MSTU Department if that is direction the Board wants to go Ms Darnel stated it may be something to explore in a workshop at a later
General discussion ensued Commissioner Zalak opined that Ms Darnell to get with the Director
to figure out how to make some those mechanical pieces work they [Parks] already expertise on it is to recruit people over the summer makes no sense MSTU and manage element He recommended bring back a proposal as to how to transition working with advisory council
Chairman McClain commented on the staff positions just addressed noting the budget number staff will have to change Ms Darnell concurred and that she will bring those numbers forward in an Agenda Item the pay 13 position will be downgraded which will up funding for the seasonal position
the Maintenance TechnicianLifeguard would with no pay change as it will still be a pay 5 She budget will be minimal
Commissioner Zalak suggested staff meet with Parks Department and aHow them to look this over as well noting they may need with the Parks classifications in the transition than what is here today It was the general consensus of the Board to concur Mr Bouyounes opined that if this is on the 4 2015 Agenda and approved by the then it can in the Chairman McClain it can be included the budget with the change made
Commissioner Bryant noted Department 811 Silver Springs Street Lighting found on page 343 contains only 1 line item
Ms Darnell addressed Department 8200 Hills of Ocala Recreation which is a community park (passive park) with a meeting facility and can be found on 350 The advisory board is looking to their tennis They wanted to purchase some toddler playground equipment but are with the so they are looking new fiber around existing playground as well as replacing some benches and do some minimal other than that this budget has not The facility is currently rented by a church that has some property on CR 484 where they will building a facility so some of the rental income will be lost in future There does not seem to be any room for expansion on collections as it is pretty much a passive
Ms Darnell along with Advisory Board Chairman Levengood 4930 Marion MSTU for which can
Darnell advised Department experienced a high turnover rate currently has 4 She stated would like to bring forth an agenda item to eliminate a part-time Maintenance nician position reclassify
Book U 553
July 14 2015
Maintenance Mechanic a Medium Equipment position in staff to all maintenance responsibilities of the (page 477)
there has not been much discussion they would also like to going from 4 1 hour days to 58-hour days Currently are 2 crews one is working Monday through Thursday and is working Tuesday through Friday Going 58-hour days would not require having Supervisor staff for 2 different crews as 1 Supervisor could be Monday thru Friday Ms Darnell stated will have to speak to the HR Director about this change to see if this will be a more way to those crews
employees involved another is Marion Services
Board is asking for a salary increase for Superintendent Sloan in the amount of $3934 this is not a reclassification but a 95 request based on fact that they took over maintenance of waterfall 2 years and Ms Sloan 17 years of service with the County In response to Commissioner Bryant Ms Darnell advised that the increase is not included in the budget
In response to Commissioner Ms Levengood to the d of advisory board and stated is to in the operation of
make recommendations capital expenditures staffing and
expansions She that from the first budget that Marion Oaks Advisory Board originally prepared in March to the one the is looking at $300000 was cut from the budget and considerably lowered noting they are not yet done As Ms Darnell stated the advisory board recommended moving a part-time employee to a vacant full time position delete the part-time position which resu another savings of approximately $16000 The advisory board is also recommending reclassification of a position for the waterfall which will provide savings of $9500 total over approximately $25500 from what is before the today
Ms Levengood noted that Ms Sloan has been with Marion Oaks Services MSTU almost 18 years and is too humble to ask for a raise The number workers has from 4 to 9 as well as the amount of equipment with 90 the equipment maintenance being done Transportation assumed maintenance of Units 9 6A 6B 11 and 12 along with the other 7 Units Ms Sloan maintains for a total of about 350 which is an 118 miles just in last few years With BCC approval the board has added the waterfall which Ms Sloan also oversees
of of responsibility by Marion Oaks MSTU General Services and facts they are the raise in to the for the position be for Ms Sloan who is an exemplary that and beyond on a daily
Chairman McClain inquired if position should reclassified in order provide a raise for Ms In response to Commissioner Zalak Ms Darnell stated the pay increase was not included in the budget because she was advised to bring it to the workshop
Zalak noted it is somewhat confusing as Board Policy that adviSOry boards are not to direction employees or playa role in personnel nltgtT stated the two are different Policy is for advisory members not to direction to as to what to or not do on a day-to-day however part of their duties is to a budget and present
Page 554 Book U
July 14 2015
it to the BCC stated advisory board has every right to present a recommendation to the BCC
discussion Chairman McClain stated the Board should give them some direction as to whether
or not the position should reclassified or advise if this is okay for the advisory board to do this going forward
Mr Tomich advised that as far as is concerned it not really deal with individual employees but a time where the rd will determine recommendations that a given of position or position responsibility is appropriate to the job When the discussion turns to performance an individual in a position or whether that person doing something that is over and the of that it a matter of personnel or looking at the position itself He expressed concern with trying to do employee reviews and salary adjustments for performance as part of budget process
Chairman McClain of whether the Board considers pay adjustments during the budget mid-year or it is normally through a reclassification because more responsibility has generally been taken on by an employee It was noted that Ms Levengood Ms Sloan has certainly taken on more responsibility The BCC would prefer to consider salary adjustments as a reclassification He this is a preliminary budget workshop and suggested advisory board work with Ms Darnell
In response to Chairman McClain Mr Bouyounes noted the has a Superintendent which may be a little different in responsibilities commented on the need to capture all responsibilities addressed with HR to look job description and bring a recommendation to the BCC Chairman McClain stated tile Board would be more comfortable with a reclassification
Mr Tomicl1 stated not to specific to this issue but wanted to point out overall budget not quite $800000 in revenue and is relying on Fund Balance year He noted more than $450000 in is proposed and $400000 in operating expenditures so they will be looking at an adjustment in the assessment that area as soon as next to maintain this level of
o or~ discussion ensued Mr Bouyounes suggested bringing all those positions with a reclassification as
an agenda item for approval which will then be reflected in budget irman McClain stated jf want to do a reclassification of a position can go and
with HR present Board discussion Ms stated did not for a She advised that she does not
more positions noting the part-time employee was previously eliminated and she can work without that being changed to a full time employee Ms Darnell the position is still in budget even though it has not been filled or being advertised Chairman McClain asked if this is the General Maintenance Technician position Ms Darnell concurred In response to Chairman McClain Ms Darnell stated the position is the budget however it is Ms Sloan clarified 3 positions are open that they will filling Ms Darnell that is noting another Maintenance Technician position is also open (vacant)
Chairman McClain directed staff get with and bring back a reclassification sometime during the budget process for discussion as it relates to the budget
Book U 555
July 14 2015
Commissioner questioned the deficit next year (FY 17-18) and the millage rate Mr Tomich stated it is a fixed parcel of $30 per lot which is a levy
this point of $798000 although that full amount will not be collected something less $800000 will be collected Commissioner Zalak questioned how much in reserves
is being used today Mr Tomich advised the Carry Forward is showing at $461000 and Reserves are $205000 and approximated that over $100000 in Reserves are being
In response to Commissioner Ms clarified that the parcel vary and is for mowing and lighting and $50 for residential
for commercial and $20 condominiums for road improvements stated does not have a copy of the Ordinance with her and that it not state a maximum Commissioner Zalak it is still a deficit of $100000
Mr Tomich opined that one of the first is to look realistically which vacancies are being maintained and delete positions if that is what it takes to balance the budget It was general consensus of Board to concur Mr Tomich noted that in 2014 the actual expenditures were $700000 If 2016 is going a whole lot different than 2014 they may need a more realistic budget that can show they can operate within current -
Chairman McClain reiterated that and the advisory board have work do He them to meet with HR to address the reclassification and bring a
recommendation back to the Board It was the consensus of the Board that are no further questions in
regard to MSTU Department Commissioner Bryant out at pm
======-== - Solid Waste Director Mike appeared to review departments proposed budget for 2015-16 for Department 4230 Solid Waste Disposal (page 582) Department Solid Waste Collection (page and Department Solid Waste Recycling (page 589) introduced Operations Manager
Starkey and Budget amp Administration Coordinator Ronald Crews (who remained 0011 in the audience) ACA Bouyounes was also present
Mr Sims that Solid Waste Department is made up 3 Divisions Department 4230 is Disposal Division which basically runs the Landfill the old landfills and transfer station operations as well as all of the facilities Department 4250 is the Collection Division which also contains Litter Control Enforcement and Department 4270 is the 18 Recycling that out and around the County He provided a recap of some of departments accomplishments in the last year as a slight increase of 133000 tons of disposal waste into landfill which is over 127000 received the previous year
Commissioner Bryant returned at 348 pm Mr Sims continued recapping accomplishments noting a slight in
customer counts utilizing the Baseline Landfill facility as well as Recycling Centers by over visits department also a County recycling of completed building Newton Recycling Center and remediation project by installing a closure cover and stormwater collection system on the landfill started Davis Landfill water line extension the public drinking water system noting there are other associated programs with project and they are now trying to acquire enough ROW to move that project forward Funding in the upcoming budget will with the
556 Book U
July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
Book U Page
July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
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July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
Book U 561
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
July 14 2015
(EDIG) for 2015-1 addressed line item 101 Aid to Organizations noting staff anticipates the increase in fu will be needed for upcoming AI- previously approved
In response to Commissioner Zalak Mr Kauffman the total obligation for this fund is $1 million for 5-16
Mr Tomich advised there are additional obligations in future years as well In to Commissioner Zalak Mr Kauffman commented on a previous
discussion in regard utilizing some EDIG monies for the Horse Park turn project He to line item 101 Contract - Other - Misc in amount of $165000 noting funds are available in the event consultant services are for future (Le Community Redevelopment Areas (CRAs) but noted those funds can be moved if necessary
In response Chairman McClain Mr Kauffman advised that Operating Company Ansafone Communications Carriers and Hotels are some of the organizations that receive funding from line item 01 Aid to Private Organizations
Mr Tomich clarified that the line item all payment obligations through 2015-16
It was consensus of the Board are no issues to with regard to Industry Development budget
rces Director Amanda Tart Risk and proposed FY 201 6 budgets for
Department 2520 Human Resources Department Employee Health Clinic and Department 2555 and Benefit Also present were Risk amp Services
Sheri Wiley and Clinic Supervisor Robarge RN Ms addressed proposed 201 16 budget for Department
Human (page 82) In to Chairman McClain Ms Tart that the
11 Professional in the amount of is due to Florida requirements for the County to perform 2 background screenings for firefighters She the increase to line item 552106 Computer in the amount of $37500 noting the departments software provider (Alliance) is requiring an update to
system being bought out by another company (HR2 Results) which has gone a web based platform
Commissioner questioned increase to line 51 01 Regular amp Wages the amount of $288887 Ms the amount includes the 3 increases approved by the BCC year She ltgt11011 the increase in line item 555520 Training amp Ed Program amount of includes the Countywide tuition reimbursement program
Fiscal Manager Chris Kirbas referred line item Training amp Education noting County actually $1504 in 2014-15 not
Commissioner Zalak questioned how much training is involved with the new software program Ms Tart that staff been working closely with the Information Technologies (IT) and the provider noting the cost of training is included in software She there is no for licensing or maintenance the new program
Ms Robarge reviewed the proposed 201 6 budget for Department Employee Clinic (page She advised of an increase in item 534101
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5 July 1
Contract - Misc from to $53535 Ms noted the lab previously utilized by the department bought out and was an increase in lab services by new provider
Ms Wiley reviewed the proposed 2015-16 budget for Department 2555 and Benefit (page 617)
Commissioner Zalak questioned departments depreciation expense in FY 2014 Mr Tomich advised that those figures come from Auditors financial
from a mod ified basis to a full and Countys not include
only the capital incurred for the purchase of equipment general consensus of Board that there are no further issues to
discuss with to the Human Employee Health Clinic and Risk and Benefit Services budgets
===~=I - Procurement Services Director Olsen appeared to review the proposed FY 2015-16 budgets Department 2530 Procurement Services and Department Medicaid HospitalsNursing Homes amp Contract Manager Procurement was also present Ms presented a 2 page handout which compared provided by County versus the cost to privatize services (ie Neuter Commuter Jail maintenance road grading
Ms Olsen the FY 201 6 budget for Department Procurement Services (page 84) commented on 116 Operating - Computer Hardware in the amount of $3000 noting need to replace computers Ms Olsen addressed 555501 Training amp Education in the amount of $3000 noted a slight in line item 554201 ampMemberships in amount $1 for the agency commodity as well as National purchasing organizations
In Commissioner Moore Ms Olsen stated in line item 534101 Contract - Other- Misc from in FY 2014 down to $100 for FY 201 16 is due to paying off the initial purchase for the contract management software noting there is a charge of $100 annually for maintenance
In response Commissioner Moore Ms Jayne advised line item 549125 Other Current - Disputes in the of $1006 for 14 was utilized to reconcile credit and the department not budget any this line item for FY 201
Ms Olsen the FY 201 6 for Department Medicaid HospitalsNursing (page 159)
In response to Chairman McClain Ms Olsen stated the Countys portion of mandated Medicaid payments are paid directly by the Finance Department
Mr Kauffman opined that the Countys portion of Medicaid HospitalsNursing Homes is a liability will continue to
It was the consensus of that there are no further issues to discuss with regard Procurement _nHr~c budget
There was a recess at 1 0 11 a m The at 1019 am with all members present
Book U Page 535
July 14 2015
iIdggsectsectampQlli-ffi~lDr]Y - County Attorney Matthew Minter appeared to review the departments proposed budget FY 2015-16 31) He of the for 2 additional full equivalents noting the County Attorneys Office will utilize
old County Attorney Library to one new attorney one assistant Mr Minter referred to line item 544101 Rentals amp - Equipment in the amount $16000 noting the $2000 increase will cover the cost of a copy machine for the new attorney He addressed for an additional attorney due to the increased workload especially in relation to zoning building Mr Minter commented on savings to the County by handling as much of the process in-house as possible
In response to Commissioner Zalak Mr Minter opined that the addition another attorney will reduce the for outside He stated new attorney will also allow the County Attorneys Office the time to review and update County Ordinances
Chairman McClain thanked Mr Minter for the he provides BCC It was the general consensus of Board that are no further questions in
regard to County Attorney
There was a recess at 1 am The meeting reconvened at 1 am with all present
====~=t - Growth Director Martsolf to review departments proposed budget for FY 2015-16 for rrrncnT 2730 Planning
Zoning 103) and Department 3440 Code (page 1 Administrative Manager Suzanne DiPietro was also
Mr Martsolf that the department was able reduce its $170579 primarily as a of the reorganization plan which resulted in a $89600 personnel reductions were with the of 2 Enforcement that will replaced by a lower pay
000 was with the elimination of 1 new request referred to line item 101 Machinery and Equipment in the amount of $1 905 which will provide the department with 5 new laptops as well as a new noise meter
Mr Martsolf advised a decrease of $41180 in Enforcement abandoned and vacant property re-registry
In response to Commissioner Mr Martsolf advised Strategic Resource Manager Kevin Smith as well as Senior Planner Kimberleigh (Kim) Dinkins work
with Department of Environmental Protection (DEP) in regard to water planning projects for the County noted staff will holding one-on-ones with Commissioners to go over upcoming projects placed in a water planning document
It was general consensus of the Board that there are no further v to with regard the Growth budget
Development Executive Director Loretta Shaffer aPJ)eared to review departments proposed budget FY 2015-16 (page 280) She noted Tourist Development Council (TDC) approved proposed budget on May 14 201
Ms Shaffer the OcalaMarion County Visitors and Convention Bureau (VCB) team continues to more efficient fiscally responsible with collections noting to VCB bed tax collections are $900484 with an additional 3 months of
536 Book U
July 142015
collections remaining for FY 2014-1 Since 2012 the department has been operating a programmed plan to the fund balance to achieve the Strategic goals
that were forth by the and TOC for the organization Prior to the implementation of the Plan the fund totaled almost 2 pennies worth of bed tax collections which was banked and not utilized to further the mission of the organization The current plan fund balance use is and moving forward with the department operating on a revenueexpenditure
Ms Shaffer referred to line item 01 Contract - Other Misc in the amount of $1 686 which decreased by 100 from previous by removing the Outside Tourism Marketing line item in the amount of 100 However line does a Group Technological Platform line item in amount $20000 for website to develop a that allows operators wholesalers book travel with industry partners advised that line item 548101 Promotional Activities decreased by $18102 however it absorbed line item 582101 Aid to Private Organizations in the amount of $80000 This was in an effort allow the team to remain competitive in a paced RFP environment with a smaller in comparison to competing destinations The will still continue to bring all funding
uests to the for final approval per the recommendations made by the Ms stated Media Plan is budgeted $300000 which will come out of
the current budget and not use Carry Forward as in previous years is also funding in the amount of $34905 that will be provided to the County Parks
Department On May 14 2015 the directed remove as its own line item Promotions blend the amount into the overall sports funding line item that is currently at $115397 proposed change if approved by the BCC will the sports funding portion line item 101 Promotional Activities to $150302
Ms Shaffer noted there are no additional in the proposed budget stated VCB is once reflective achieving an integrated with all marketing
and sales initiatives to further advance tourism in OcalaMarion County Shaffer advised current revenues are $900484 for FY 2014-1 which is only $45552 from the end year goal with 3 months remaining in collections noting the total current roIE~CtE~a amount is $947036
In to Commissioner Zalak Ms Shaffer clarified that it was TOCs recommendation to blend for $34 for County and sports
line item 548101 Promotional Activities It was the general consensus of to concur
Commissioner Bryant advised that she staff prepare 2 different so that the Board could discuss departments direction in relation to the possibility of increasing tax noting County seen an in revenues as well as increased funding requests to the TOC expressed concern that the department will run into deficit spending which will force the County to cut back on some of its marketing Commissioner Bryant opined that marketing been working to draw visitors to Marion County through different sporting events eco-tourism
Ms presented a 3 page handout entitled TOC Approved Grant Expenditures 2014-2015 a 5 page handout entitled Proposed 3rd Penny Budget for Consideration a 5 handout entitled Proposed Budget for Consideration
a 6 page handout entitled Proposed 4th 6th Penny Budget for Consideration - Marketing a 6 handout entitled Proposed 4th 6th Penny Budget for Consideration
Book U Page
July 142015
- Both Bonded a 12 handout entitled Marion County Florida Visitors and Convention Bureau a 10 page handout entitled Impact Signature Event HISE Program and a small spiral bound document entitled Marion County Tourist Development (Tourism Fee)
Ms Shaffer noted the handouts reflect various options for increasing the current 2 Development Tax also known as the tax
Chairman McClain commented on the Return on Investment (ROI) for funding requests noting if the event does not require visitors to stay in a then the County
collect tax to fund events He opined it is the responsibility the BCC ensure the events funded heads in noting only half the people that Marion County stay night Chairman McClain stated if the department is looking for him to support an in the tax staff to provide information as to how each event will increase occupancy He questioned at what occupancy do hoteliers determine when they need to add on more rooms or build another hotel (eg
occupancy) Commissioner Bryant advised that any event the TDC awards funding to is based
on in beds and organization has to provide information showing it goal Chairman McClain opined that parameters to be set and goals to be
similar to requirements established for grants Commissioner Moore commented on a previous request for staff bring back
tangible tax data as it relates to bed tax Manager Chris Kirbas that in to Tangible Personal Property
Tax there are 3 codes that affect tourism 1) hotelsmotels 2) restaurants and 3) shopping facilities stated staff works with Property Appraisers to determine on the values of those properties how much money the County actually in levied Mr Kirbas advised the total value of TPP in Marion County for 2014 was $1 billion noting the total value for those 3 codes was just over $177000000 He the taxes levied hotelsmotels were $170142 restaurants $411034 and shopping was just over 4 million
Commissioner Moore requested staff provide the total tangible that would ICHIltn if the BCC approved the 3rd 4th and 6th Mr stated he will provide that information to Commissioner Moore
discussion ensued Chairman McClain stated there is more to the goal than increasing funds
noting there is an opportunity to create an investment matrix that will attract more events and incentivize private sector invest more money into projects
Commissioner concurred that a matrix needed to help the County achieve its goals
General discussion resumed Commissioner Bryant expressed concern that without the 3rd penny bed tax
department will able to fund some of events that proven to put heads in beds in the past
In response to Commissioner Ms advised that out of $586000 that will generated from the 3rd penny tax $400000 will be allocated specifically to high impact signature events (H $100000 will be allocated into media plan and $86000 will back for Forward for FY 201 6 as recommended by Countys Fiscal She to the handout entitled High Impact Signature Event HISE Program Guidelines noting a HISE is defined as an event attracting
538 Book U
July 1 2015
national andor international audiences consecutively or as a collective of a high event To funding support as a HISE a separate application summary form proposal must be prepared as the competitive award cycle
In to Commissioner Zalak Sales and Operations Manager Sky Wheeler VCB stated approximately $150302 is proposed for sporting of which $125500 is already committed for the upcoming FY She noted that the Shows in the Sun (HITS) will coming forward with an itional request for which will over extend the current sports funding portion Promotional by approximately $25000
if County reallocated funds generated from a will the County obligated to pay the City of Ocalas portion of shared Ladies Professional Golfers Association (LPGA) Coates Golf Championship) Commissioner Bryant that is a question to be answered by the Legal department
General discussion ensued Chairman McClain questioned the VCB will have enough staff to manage
3rda $500000 in its budget Ms stated the for penny tax increase call for another employee however if the the 4th or penny there is a for an
Arnett commented on importance of building up reserves for future projects
Commissioner Zalak addressed the importance of working with the City of Ocala with regard to high impact signage)
It was the general consensus of the Board to direct staff to ule a workshop in order to a matrix for the 3rd funds as well as anticipated infrastructure
In to Commissioner Mr Tomich advised that typically the County is only allowed reserve up to 30 of Balance but is unsure whether there are any for Tourist Acts He primary concern is putting the to use in a timely fashion noting precludes local governments from stockpiling funds
Chairman McClain clarified it is the consensus of the Board to direct staff to schedule a workshop in August (after meeting on August 1 2015) to present information in form of a matrix on how the VCB will utilize the generated by the proposed penny bed tax to increase staying overnight during the off-season
bring back a matrix for 6th penny consider
with that is the County can only have a specific amount of
It was consensus of Board that there are no further questions in regard to the Tourist Development Department
There was a recess at 11 37 am The resumed at 1 pm with all present except
U Page 539
July 14 2015
has 5 he will BCC on projects department is budget is
A bid was on the Beltway uncn
hoped that the will be brought the Board on August 4 2015 which will put construction around the middle or end of August the northern is out to bid and will be open as of of next week and as discussed at the last BCC meeting the Horse Park turn will appear on the August 4 2015 The Agenda Item regarding the Park turn lanes will ress funding from Transportation Impact
District 4 if the budget is monies are in the Economic Development Incentive Grant (EDIG) Fund a budget will be done next to move that funding to the EDIG The Park turn
August 4 2015 Agenda for approval and will be added approved list of for next year The Park will be doing the design and obtaining the permit which they anticipate having everything ready by the end of this fiscal so it is possible that it can be out to bid in October for construction
Chairman McClain stated his understanding was that were going to look Capital Improvement Plan (CIP) or something as it to the Horse
noting Mr was going to what be money for the Park turn lanes was from Impact Fund Mr noted the 49th project was at the Board noting allocated for rights-of-way (ROW) acquisition At this point $300000 was taken from 49th Avenue but if the EDIG can used when the approves that budget then it will revert back He advised that mentioned 3 projects in the Transportation Improvement Plan that could and opined that 49th Avenue is the best option
Mr Bouyounes introduced Deputy County Engineers Atwell and Tracy who will review departments budget for 6 for Department Water Resources Department (page Department 41 Property amp Services (page 1 Department 4130 Construction 20 Gas Tax Department 4121 Transportation Department (page 212) Department 3390 Water Program Department (page 460)
Ms Straub advised that Department 2715 Water Department which has one employee is a General Fund and can be found on page 99 of the budget book
Commissioner Bryant returned 1 38 pm Ms Straub the budget as proposed is 235 years
and does contain the With lacoochee Regional Water Supply Authority (WRWSA) membership found in line item 554201 amp Membersh in the amount of $64116 and is a per capita assessment that changed from assessment value of $019 per capita but the amount has slightly
Commissioner Moore questioned line item 531109 Professional noting $53000 was spent and the proposed budget is in the amount of $78750 Ms Straub stated that is where the department been paying their water supply feasibility work they are under with Devo Consulting She noted money was moved in the line last year through amendments make that happen however that project is coming to a close
Mr Atwell addressed Department 4145 Property amp Engineering which has 2 employees is funded by the Fund and can be found on 133 No
Page 540 Book U
July 14 2015
significant changes have been made to Person Operating or for the FY 15-16 A decrease in spending is noted in the proposed budget of 1
Commissioner Moore questioned line item 531109 Professional Services which was $0 in 2014 but proposed budget is in amount Mr
that $1750 spent so year Mr stated the Services Contract Services items are used when dealing with
surplus properties or coming to the County where the department sometimes to care of them mowing taking care of buildings or improvements etc)
He noted funds are not always used but the money is there just in case arise Chairman McClain questioned where monies from foreclosed propertiesbank
are located in budget Mr stated those are treated as Revenue dollars offsets a portion In
McClain Mr by law have used to offset of Code noting their expenditures exceed that amount but it
is not specifically earmarked or set aside Mr Atwell addressed Department 4130 Construction-
has no employees is funded by the Gas Tax and can be found on fund road and traffic materials for County work forces
rnl~11 under this fund include limerock concrete sod striping materials light traffic signals
Atwell Department 4121 Department which is also Gas Tax and can found on proposed includes an
approximate decrease of 1 from the FY 14-15 Some of the significant personnel include a total 3 reclassifications change in job responsibilities at a
salary of $7182 as well as a new position with a salary of $31 due to increased workload which was during the planning workshop
Chairman McClain questioned the Transportation Contract Compliance position (page Mr Atwell position is involved with assembly
books processing as they are from the are also very with local program (LAP) which virtually has millions of dollars of aid and construction funds from the Florida Department of Transportation (FOOT) The position is also involved with audits field interviews opportunity documentations as required amount of material submitted to has significantly
since he started with County about 7 ago Ms Straub commented on the capital portion of the budget noting during the
planning session one of the key was the of the vehicle and replacement keep the staff equipment replaced a of $15 to $25 million year
in to keep a stable as well as keeping the equipment in operational condition The budget Board in the Capital line item 564101 Machinery and Equipment is proposed in amount of $13 million (page 218) however staff has worked with the Fleet Management Department and are now recommending further reduction to that budget of about $400000 by removing the Motor in the amount of $205183 and Widener in amount of $194931 In so doing additional monies need to to the repair contract line items In talking to
in mechanical such staff is looking to move $40000 into line item RepairsMaint - Management to cover additional repairs for those units and move the remainder slightly more than $360000 into line item
u 541
July 14 2015
01 Contract - Misc to toward contract work in particular focusing on the long line trimming efforts
In response to Chairman McClain Ms commented on long line tree trimming effort which is a big undertaking the department has further and further behind She more work is in this effort to keep it in a more routine fashion which will a lot to get caught up as they are far behind
General ensued Chairman McClain questioned what is included in line 534101 Ms stated that item the crossing
shredding for repeater installation ROW (for larger department cannot remove) as well as AITCgt
disposal (for oil grease and spill material) Chairman McClain inquired if the $360000 will be spent in next year
Ms Straub stated the amount will be as they will hit all quadrants Commissioner questioned the cost per mile Ms Straub stated did not know the per mile cost at time Mr Bouyounes noted the last time the long line trimming was done was over 2 He stated staff can provide that information to the Board
a later In Commissioner Ms Straub vendor looked each actual see the coverage they will take money
and accomplish as much as possible General discussion resumed Chairman McClain requested staff provide a report as to how much time money
and equipment is allocated to the long line trimming Ms Straub she did not have that number time but can report that information to the
General d resumed Commissioner Zalak Mr Bouyounes stated can provide a
amount of over the last five for long line trimming both and Commissioner if staff is
aware of what the Utilities (private utilities) will doing Mr Bouyounes that the Utilities did notify but it is a short however crews try avoid trimming along power lines and on other areas
General d continued Chairman McClain stated he was having a hard time giving the department another
$360000 when it is spending almost $2000000 on this work Mr Bouyounes the $360000 would go toward long line contract type work not
house tree trimming work Ms Straub noted that Marion County is a heavily treed county McClain that he will a decision today
Commissioner commented on compressed replacements where they will located Ms one of pickup trucks will Road Maintenance Supervisor (RMS) who is assigned to North but regularly runs to Fleet and the main headquarters Mr Atwell stated 2 CNG trucks will go the Engineering and Traffic 1 truck will be for the Traffic Supervisor and the other truck is for the ROW Inspector Also a replacement sign truck for Traffic will be a CNG truck Mr Bouyounes noted employees put a lot of miles on the as they drive throughout the County_
inquired if any vehicles at can be replaced CNG and the vehicles in other areas that are not near a
fueling station Mr Bouyounes stated will have to work with explore
542 Book U
July 14 15
idea Mr Kauffman questioned whether the Board wanted Ms Olsen to address the 2 Chairman McClain stated there was no to ress the this time
noting he may a question in general to RFPs Chairman McClain the $359000 is an enhancement the budget versus
what has occurred over last years as it to trimming He advised that is having with putting dollars into the budget however may be some opportunities exist that staff has not fully explored (eg working with power companies to costs) Mr Bouyounes stated staff can look at as the money will remain in fund balance Chairman McClain concurred
Commissioner Zalak inquired if can also provide information as to how far behind the long line trimming is and exactly what that $360000 can do when they bring back the report as requested earlier Mr Bouyounes stated in general the Transportation Departmentffransportation Maintenance Fund is not short on work in field as there are many maintenance that need to taken care stated will check on the trimming bring back some recommendations so Board can see where they have been and what they have so far and if there are any other opportunities with power companies then can bring forward a comprehensive plan
Chairman McClain staff to go ahead and the 2 vehicles out and switch around the budget In response to Mr Bouyounes Chairman McClain stated he is okay with moving the $40000 clarified that he is to doing what staff asked Mr Tomich stated to specific 2 vehicles been eliminated with $40000 for
Management about $360000 in Chairman McClain stated the 000 will go into their Contract Services budget Chairman McClain if there is a higher priority where this money can be
Mr Bouyounes commented on the major issues the department with on a regular basis as drainage pothole patching shoulder widening care of side of the and trimming
Commissioner Zalak commented on making sure is enough money in the material supply side (Iimerock) when doing contracted grading maintenance to crown dirt Mr Bouyounes stated it is part of the 20 Gas Tax budget as earlier by Mr Atwell In response Commissioner Zalak Mr Bouyounes every time they grade they are making improvements noting there are over 400 miles of dirt
to deal with but only about are on a routine Ms Straub stated graded roads cost about $700000 $800000 year and time material is added more money is on those dirt roads which is a significant portion of budget for such a small number of roads as compared to overall road network Commissioner Zalak questioned if County is fixing the problem noting some dirt roads better than others
General discussion Ms add Department 3390 Stormwater Program Department which
is funded and can found on 460 Staff is recommending one personnel change add a temporary seasonal employee a Summer I The budget is strategic plan focused the department really tries to concentrate its efforts on the maintenance installers which is under Capital Outlay (page 463) item 563101 Improvements Other than Buildings in the amount of $5888445 Continued efforts to reconstruct and remediate stormwater systems for both water quality
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July 14 2015
and quantity can seen under line item big are identified in the Stormwater Improvement Plan (SIP) that comes before the each Also as a result of watershed management program the department a Capital Projects Privatization (CPPR) which all of to be worked on (from maintenance to capital) and is a living document that staff continues to assess watershed by watershed reprioritize based off its findings and as new findings which built into 5-Year The other item is the public education plan which staff will bringing to Board in September or early October 201
Chairman McClain noted that a little more money was to be budgeted under item 563101 and questioned if staff is on track to continue to spend this kind of money
in that budget over the next several years Ms Straub that Stormwater Engineer Gail Mowry has an excellent job at laying out a plan She opined that department will hit the $5000000 mark this year from the budget much of which is capital work and they are aiming to grow that (by projects not money) and year
Chairman McClain to Stormwater Improvement projects in the amount of $3122880 and questioned how many are included in that Ms Straub it is miscellaneous projects which includes anything from swales digging a retention pond She commented on a project list this that shows construction costs that range from $10000 to $500000 In response to Chairman McClain Mr Bouyounes the items are identified in the SI
Chairman McClain if the County is due for any big map updates in future Ms Straub in to mapping staff is in the midst of doing a Emergency Management Agency (FEMA) update right now and are waiting on Staff wants to address City of changes believes that FEMA wants to wait to include that information before moving forward they do not want to have it as an amendment but actually want to incorporate it into update County staff been told anywhere from AugustSeptember to of the
Chairman McClain commented on the Countys watershed management asked if it is something is doing on a regular basis or on 4 to 5 year life cycles that
updating Ms Straub advised that all the big watersheds are being out and at maintenance maintenance are small most of that work will done
Chairman McClain if once the maps are done is it just a of keeping them updated Stormwater Engineer Mowry stated that is correct noting the Watershed Management Program is done in to all of modeling so for the most part every watershed has a 100 year model event for then staff moves into water quality portion and the capital projects reports all of which was brought in internally Staff basically has a long range to do and incorporate into the 5-Year Staff is not doing any more Flood Insurance Rate Maps (FIRM) than the 2015 ones they are currently doing
Commissioner questioned line 552108 Operating Supplies in the amount of $17625 (page 460) Ms Straub stated and control supplies which include silt fencing and mulch as well as office supplies such as DVDs memory sticks for the camera field log books flagging stakes and water quality sampling equipment are purchased from this line item Commissioner Zalak asked if the big drivers are fencing and mulch outside office supplies Ms stated the erosionsediment control is big ticket item which runs $15000 and the sampling equipment is $1275
Commissioner Zalak questioned line item 1 Training Education in the
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amount of Ms Straub advised that a slight change is Training and as the has not kept up with a items and is of online Computer-Aided Design training which 000 FOOT is no longer doing some classes for so the department is now having to pay some of items The remainder is for the continuing education that has been consistent In response to Commissioner Zalak Ms Straub that the department looks to 1 person CAD certified Ms Mowry stated there are 7 CAD users in the group and the on training course is $1 for 5 peoplepositions noted they can potentially downsize and use numbers with multiple people however the Geographical Information Systems person is supposed to cross-trained to sometime this year
projects on in the amount of by the end of Ms Mowry stated
Ms Straub stated the will not be finished construction bythe end however funds are allocated and a contractor is brought on board but
construction can be carried on into fall Ms Mowry clarified the bulk of projects on the list are currently in design or will be coming before the at the first meeting in August (August 42015)
discussion ensued to Chairman Mr Kirbas stated purchases to
date is $180505 in regard line item 561101 Chairman McClain asked if will be OU(la9tea forward in Ms Straub stated earmark that is IfI~nI1 noting Ms Mowry ROW Manager Shawn Hubbuck of upcoming
Zalak commented on the monster water pipe by Silver Springs and inquired as what the red light means Ms Straub stated it means the pump station is not properly working Ms Mowry advised that for some reason that pump station seems to be very susceptible to lightening it was thought to during this last repair however light still triggers on a fairly basis She that if the red light is on the pump is turned off Ms stated the pump is working but chambers are collecting sediment Ms Mowry concurred clarified that pump is water on other but chambers are still collecting In response Commissioner Zalak advised that FOOT is taking care of the pump station
Commissioner Zaiak inquired as to what will happen to pumping station when the road is widened Mr Bouyounes the 4-lane project was considered during the design of the pump station which will not be impacted by the improvement noted the will occur on the north side of the pump station
Commissioner Zalak questioned line item 525101 Unemployment Compensation in the amount of $3000 Mr Bouyounes this is an item that has no value in budget and it is unknown as when it is neE~aE~a
It was general consensus the that are no further issues to discuss with the County budgets
BudgetsUtilities - Marion County Utilities (MCU) Director Flip Mellinger appeared to review proposed FY 201 6 budgets for Department 7130 Utilities - Customer Service (page 594) Department 40 Utilities - Water Operations (page 598) Department 71 Utilities - Water Maintenance (page 601) Department 7150 Utilities
Book U Page
July 14 2015
Wastewater (page 604) 7155 Utilities Wastewater Maintenance (page and Department 7160 UtHities shy Engineering Construction (page 610) ACA was also present
Commissioner Zalak noted the Unemployment Compensation is to in line 526101 as Other Employment in the amount of $5665 (page
594) Mr Mellinger this is an item that is required by the Clerks Finance Director John Garri that OPEB is by the Governmental Accounting Standards Board calculate noting an Actuary is hired to calculate
value as it on overall financial unfortunately Enterprise it has to be the fund is basically of the health
insurance that the County provides to a reduced group is referred to as the implicit rate Although the County is essentially not fund say there is a subsidy that the Board provides the by allowing them to their health insurance at the group The County was required to calculate that value and start recording it on the statement a couple of years ago He noted the pension one will be coming up and will be booked as an expense For governmental funds that will be entity wide level and will not affect the budget however it will
the funds Mr Mellinger addressed MCUs as presented to
demonstrate and is about $87500 than last year without considering and debt When considering and debt budget it is
considerably less year because funds have been previously allocated to capital projects and expended project funds will be carried over into the About $19000000 is currently in the CIP and allocated toward projects and as the year rolls on those funds will draw down on payment to contractors and the balance will be carried forward on active
The budget a reclassification a Assistant I to a Assistant II (page 596) as it is a continuous revolving Commissioner questioned the overall turnover Mr Mellinger stated in 4 years MCU an overall turnover rate of 46 is quite high
The proposed includes replacing 10 of MCUs 72 vehicle at a cost of about $382000 $385000 was to purchase a Vac-Con Truck so no pickup trucks were replaced cycle has to be started as no pickup trucks been replaced
2007 MCU intends to spend about $400000 per year Also 9 computers are included in the have been by Information Technology (IT) as needing to be An additional $69 million (approximately) is planned for capital
the which are mains that will run from Golden Ocala to 200 and to the Oak Run collection system MCU to begin the design for of the Marion Regional Water facility The pressure for future projects including alternative water supply development drives
need for another rate increase in 2016 Mr Mellinger he had several proposals he would like to talk to the Board
about and inquired if are any questions Chairman McClain commented on operating budget for and wastewater
to line 534101 Contract Other - Misc of approximately $350000 questioned if those funds are meter reading Mr Mellinger concurred
noting that is down and by this fiscal should be out of the meter reading as pretty much everything has been over to automatic
546 Book U
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In
July 14
meter which will allow 1 1 vehicle to go around and all of the MCU use have a dump station for vac-con when they were hauling grease and stuff that out of lift stations but since had to stop their use landfill or even haulers will not haul MCU is not able to properly dry material which is not authorized for transport MCU is now hiring American Pipe and Tank to come and pick stuff up or they dump the vac-cons their location which that cost quite a bit this year
Chairman McClain commented on Department 7155 Utilities shyMaintenance line item 534101 Contract - Other shy$161396 (page and questioned how much of is meter reading Mr Mellinger stated none of line item is for meter reading hauling MCU is Solid Waste to haul the the drying wastewater plant item
Misc in the amount
that it is all dumping
commented on 71 Utilities - Customer budget line 101 Contract Serv - Other in the amount of $208773 594) and if this is all meter reading Mr Mellinger stated it is not noting this line item cleaning contract bill printing service certified document shredding etc McClain inquired as to where the reading is in the budget Mr Mellinger reading is currently in 7130 although the cost has reduced money remained in the budget to continue the services for turn onoff since it is than doing so in-house Chairman McClain clarified that the reduction will continue to 7130 budget Mr Mellinger meter reading will remain in the Department 71 budget
Chairman McClain questioned if the treatment plant is Marion Oaks Mr Mellinger
CIP
would eventually per day (mgd) facility when
water reclamation plant is for Marion MCU knew that the Marion to be facility will be a 9 million it is built out which is much larger than Oak Run
Commissioner requested review of Mr Mellinger stated that is part of the noting need to address going for a bond in 16 to take on the debt MCU needs to pay for Marion Oaks Water Reclamation which will also include some improvements to the collection system at CR 484 and 1-75 He noted they have reached a point this has to be addressed as are a lot of entities talking to MCU about The existing infrastructure can handle some more flow but it will not handle all Mr Meflinger stated there is no 1 project that is large enough to take on the cost of infrastructure improvement that is Basically MCU nonc
to install a new main from CR 484 run south along to the nearest point of intersect with and into the lift SummerGlen project can $1000000 There is for anyone entity to pay for to put the money out will later be recuperated in capital to Chairman McClain Mr Mellinger stated an 8-inch main is currently 1-75 which collects (Le all of those motels restaurants etc) noting it still has some capacity but not enough to handle the numbers being proposed to MCU
General discussion ensued to Chairman McClain Mr Mellinger advised that the Bond will
neighborhood of $15000000 $16000000 He stated he would like of a 714 customer system which is 1 of 3
Book U 1 Page 547
July 14 5
owned by Mr deMenzes and is on southeast corner of the City and wraps across the road from MCUs South A purchase price of
$18 million and change has been negotiated that system MCU had Burton amp perform the financial analysis on which will not have any impact
on MCU as the majority of customers aU the way up 14000 gallons per month will see about a $3 month increase by coming to the MCU once above the 14000 gallons per month it is less than a $10 increase up to 20000 gallons and once above 20000 gallons their $539 increment kicks in and start feeling it He noted this
one of the issues Mr deMenzes has with over the past in that he does not rate structure however he one approved that goes into
10000 gallons that will be raised by $050 In response to Chairman McClain stated the purchase price is $1
McClain clarified that of will be to purchase the system lt1ltgt1011 MCU will pay out of Capital currently on hand
that back into Capital Mr Mellinger addressed the high
Mechanics noting this year the Utility turnover Field Mechanics The turnover for 3 He asked that Human for pOSitions and find out where they are people are leaving for more money Mr Mellinger requested permission use up to $75000 of the $87000 in savings this help adjust those salaries to hopefully some of the turnover
Commissioner Zalak inquired if the $87000 savings is all operational Mr Mellinger concurred Commissioner Zalak d staff to bring back a salary study
see if all of the $75000 needs to be spent Chairman McClain directed staff to cond survey noting the Board would like to have the opportunity to discuss the
Mr Mellinger concurred McClain advised that it is the Board at least explore what
475 and 475A noting some properties in that area will require the County will to figure out how to go under
side of opined that the County should it done while going out which will be worked out
Agreements noting will cover the ltgtvrlltgtn
00ltgt discussion ensued Commissioner Zalak questioned how of the Bond money will
Mellinger $12000000 will the Marion Oaks Water 101
which will start out as a 1 mgd facility at a cost of about $12 to Commissioner Zalak Mr Meliginer stated the facility needs
2017 noting the problem MCU has is that it a 220000 gallon plant at -VIYIJ
and flows need to be moved south I of building a plant at Golden right now MCU looked at where the best place to build a plant was and determined that Marion
is place Rather than spending $12000000 at Golden Ocala and another $12000000 at Marion Oaks that will be in 5 years MCU can go ahead spend the money down there and put $5000000 into a pipeline that will take from Ocala to Oak Run take Marion Oaks and SummerGlens flows of Oak Run put them back at the Marion This also gives MCU ability
Oak Run Marion vice-versa as well as run flows back Golden Ocala and MCU will want to
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5 July 14
build a plant at Golden it is just the timing right now and the Marion Oaks plant is the better option of the effluent disposal opportunities even though Ocala has a commitment of 2000000 gallons of effluent that can be taken for golf course or whatever however it is unknown if Golden can get a consumptive use permit (CUP) for that amount however Golden Ocala a commitment for water that they have to on so that MCU can move flows away in to save money Eventually MCU may go and put in plant but they want
membrane that was built at Salt Springs to more comfortable with which a much smaller footprint it is believed that a
facility can be put that will be less General discussion In response to Zalak Mr Mellinger Trilogy is starting to build
homes which is driving MCU to do something now the Golden Ocala plant does not have enough capacity to take care of development Trilogy Mr Mellinger stated MCU has the Capital in its rate sufficiency analysis which is programed in so they knew they were going to to spend it they also revenues that would received and the capital will be returned with the charges it also the added customer that supports long term It will have a impact on MCUs without that northwest area In reply to Commissioner Mellinger advised that City Ocala is not a Wholesale Agreement
General Commissioner questioned how MCU is on bad debt Mr Mellinger they are still in the of making telephone and pleading with customers
as well as sending noting the customers are obviously cut off He noted the collection agencys success is not as great as one would think Mr Mellinger CTOlTtgtro
the success rate of collecting on bad debt is around 20 eventually reaches a point where it is written off advised that the County Attorney is currently reviewing proposals noting one proposal is to start placing a lien on property so that the debt can
recovered once is sold General
commented on MCU a charge even services are looking at a new some of those assumptions
are built in and from a policy standpoint if the County continue down that path or explore different opportunities He commented on bonding process and what the County has committed to as as a rate solidifies that so a choice cannot be Commissioner Zalak did not necessarily want to into a new Bond with the same presumptions if it can avoided Mr Bouyounes that the new Bond will assume what the County in the Ordinance Commissioner Zalak stated the Board should consider any to the Ordinance prior to bonding Mr Mellinger it may be a bank loan rather than a Bond Chairman McClain it is a good discussion to have at a later date Mr Mellinger commented on concerns by Burton amp in
to options General Mr Bouyounes if the Board wanted to the bonding at the next
strategic planning It was the general consensus of the Board to concur Mr Mellinger questioned if Board wanted a report from Burton amp Associates prior to the planning session Chairman McClain clarified that direction is that the Board wants explore this thought as it relates to the Bond Mr Mellinger suggested that he
Book U Page 549
July 14 2015
wait to see how fast he can get something from Burton amp Associates and then schedule a workshop Commissioner Zalak recommended that the Board look at the Ordinance and consider the options while they have the opportunity Mr Mellinger briefly commented on the base charge
Mr Garri commented on a legal issue in regard to the Reimbursement Resolution document which the Board will have to execute in order to take Bond proceeds if a bond is taken and reimburse prior expenses before the date of the Bond issue He clarified that MCU cannot start spending money now thinking it will get reimbursed unless a Reimbursement Resolution is in place which is something the County Attorney will have to prepare In response to Chairman McClain Mr Mellinger stated he understood what Mr Garri said as well as what the Board wants to discuss
Clerk Ellspermann requested an update from Mr Mellinger on returning deposits or hookup fees that is of concern to the Auditors Mr Mellinger stated he is aware that the Auditors are concerned about that money but it has not been the highest priority until this year He advised that he asked Customer Service amp Billing Manager Nancy Jarvis to drop everything and dedicate her time toward working on that list noting it is not an easy process Mr Mellinger gave his commitment that the task will be completed by the end of the calendar year December 31 2015 so that it hopefully will not go into next years audit
It was the general consensus of the Board that there are no further issues to discuss with regard to the MCUs budgets
Chairman McClain directed staff to take a comprehensive look at CR 484 purchase of the deMenzes system salary study and go ahead and start putting the timetable together for the Bond or bank loan Mr Mellinger noted that he shared the Rate Sufficiency Analysis with the Board this year
Commissioners Bryant and Moore out at 304 pm Chairman McClain advised that the Board will deviate from the schedule and
consider the MSTU budget next Commissioner Moore returned at 305 pm
BudgetsDistrictsSubdivisions - Municipal Service Taxing Unit (MSTU) Director Teresa Darnell appeared to review the departments proposed budget for FY 2015-16 for Department 4155 MSTUAssessments (page 135) Department 4156 MSTU Assessments - PA (public assistance) (page 137) Department 4600 Road Assessments (page 220) Department 4320 Marion Oaks Recreation (page 330) Department 8100 Silver Springs Shores Recreation Facility (page 339) Department 8110 Silver Springs Shores Street Lighting (page 343) Department 8200 Hills of Ocala Recreation (page 350) and Department 4930 Marion Oaks MSTU for General Services (page 476) ACA Bouyounes was also present
Ms Darnell stated Department 4155 MSTUAssessments budget found on page 135 is pretty straight forward and proposes the elimination of 3 Staff Assistant positions and create 2 new Assessment Specialists positions as previously discussed She noted the Community Services Department has taken over the low income assistance program which was also previously discussed The MSTU Department also handles postage for 30 or so County Departments and that responsibility will be shared between the Administrative Staff Assistant and the Assessment Specialist I position An Advisory Board seminar will be held in November of 2015 for new members
The MSTU is fully staffed at this time with 3 Project Coordinators Pete Hodges
Page 550 Book U
July 14 2015
who has been with the County for over 10 years Richard McClean who was previously with the OCE Stormwater Division and the 3rd Project Coordinator was brought on board and is new Marion County The department is a behind on projects and currently more than a dozen inspections which will responded to as as they can now that they are fully staffed
Commissioner Bryant at 308 pm Ms stated department is working toward greatest level
they can The first new project petitions are out for Turning Hawk which are on August 212015
Chairman McClain inquired as to the number projects MSTU is currently working on have out or are in construction Ms Darnell she not have
number in front of her but noted the department has more than a requests that they are now inspecting and preparing estimates for which not include ongoing and Municipal Service Unit (MSBU) projects noted that petitions for Turning Hawk are out right now and everything is in and they know Hgt they stand final public hearings are scheduled week Silver Springs
is a maintenance project will be brought to the Board A Change (CO) was recently approved for Marion Oaks to another 15 The Department is also getting ready to go to bid on Silver Springs Shores which is a little more than 14 miles
Darnell Department 4156 MSTUAssessments which is low income assistance program and can be found on page 1 is proposing to
that budget from $25000 to $20000 and will be going the Community Services Department noted 29 applications have been received so far this but the deadline is not until August 28 2015 year $25000 was budgeted $18000 was used
Chairman McClain asked if this budget will continue leaving Department 4156 with or move it Community at some point in the Mr Kauffman stated
is agreeable moving the budget to Community Services Chairman McClain advised that this budget will not next r
Ms Darnell Department 4600 Road Assessments found on page noting that number came way down this year from what it was last but upon review of list of it was realized that many of them had already failed petition one of which was handled privately through a homeowners association (HOA) list was pared down what might happen however it is anticipated that number will due to amount of inspection requests
Darnell Department 4320 Marion Oaks and can found on page 330 noted that Mr Tomich presented them with a financial forecast
shows they are in good until 2018 Ms Darnell commented on the improvements playground improvements possible parking expansion resealing of the courtyard basketball courts and a storage building) which the Advisory Board is exploring A conceptual drawing a proposed park was prepared by DirectorLandscape Architect Jim Couillard where that goes remains to be seen as it has a lot to do with property values and collections
Commissioner Zalak if the improvements is just money that has not yet been allocated to a Ms Darnell stated that is correct
Ms Darnell this department has 1 vacancy for a part-time Recreation Aide interviews have conducted but they have secure for the primarily due to drug testing
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July 14 2015
Chairman McClain inquired as to line item 564101 Machinery and Equipment for a golf cart in the amount of $8000 (page 332) Marion Oaks Building amp Ground Supervisor David Pierce stated it is an estimated costs for a motorized golf cart instead of an electric one which is about $1500 more than the traditional golf carts
Ms Darnell along with Chairman C J Hagins Silver Springs Shores Special Tax District Advisory Council appeared to address Department 8100 Silver Springs Shores Recreation Facility which can be found on page 339 Approximately 50 of the staff is retirement eligible The facility is aging and needs some attention It was recently learned that the Youth Center restrooms will require upgrades to become compliant IVIs Darnell noted they have met with Facilities Management Director Andy Race who suggested that the work itself will be about $25000 and an architect will be needed which will cost approximately $25000 so they are guesstimating the cost to be around $50000 Problems exist with the Youth Center pool deck that is settling and the parking lot is crumbling and is in bad condition The advisory board is leaning toward adding some computer labs in both the Community Center and Youth Center surplus computers that were upgraded this year can be used She advised that she met with IT to obtain cost estimates and opined that both can be done for about $5000
Ms Darnell noted this department has 3 vacancies the office is currently staffed by a Spherion Staffing Services person (temporary person) and a Recreation Aide is out with an injury as well as upcoming vacations She advised that she may also be monitoring at the pool this weekend Risk Management recommends certified lifeguards at the pools Silver Springs Shores has 3 swimming pools and national standards require 1 lifeguard per 50 occupants The swimming pools are currently operated with no lifeguards on duty and signage states that fact pool monitors are simply there to monitor as they are not certified Red Cross Lifeguards Staff has been used as monitors however some are not comfortable watching 50 people and feel they can only handle 25 Ms Darnell stated it has been her goal to keep all 3 pools operational and open on the weekends
Ms Darnell stated she would like to bring forth an Agenda Item in the near future to downgrade the Youth Recreation Specialist position (page 341) to a Recreation Leader II position which is more in line with the Parks amp Recreation Department this position can train up to become a Recreation Manager in the succession plan She further commented on reclassifying the General Maintenance TechLifeguard by splitting the position to a Building and Grounds Technician which will then free them up to add another part-time seasonal certified lifeguard With 3 lifeguards during the summer months it will allow for 1 full time lifeguard to work year round at the heated pool and the summer pools can be staffed with seasonal lifeguards
Ms Darnell advised that she spoke with Mr Couillard about partnering with the Parks amp Recreation Department and bringing some programs to the Youth Center She stated the Youth Director recently resigned and took a position at The Villages noting there are lots of openings
Commissioner Zalak inquired as to what the recommendation is at this point Ms Darnell opined that there could be a benefit to the citizens of Silver Springs Shores if the Community Center and swimming pools were under the Parks amp Recreation Department simply because it is a recreation facility however she does not know if they are considering this idea but there is a need for partnering
Commissioner Moore commented on the library in Silver Springs Shores Mr Hagins advised that he attended the residents meeting last night and noted one group is
Page 552 Book U
July 14 2015
generally the idea the Youth He stated are going move forward with getting in the Youth as well as the Community Center Commissioner Moore if books will moved into the Youth Center Mr Hagins it is possible Ms Darnell advised that there is a Library in the Community however children are not allowed
Commissioner Bryant commented on having Parks amp Recreation taking this over and inquired if it would still fall MSTU as as funding Mr Bouyounes noted positions from MSTU will to that facility guidance management will the Parks amp Department instead of the MSTU Department if that is direction the Board wants to go Ms Darnel stated it may be something to explore in a workshop at a later
General discussion ensued Commissioner Zalak opined that Ms Darnell to get with the Director
to figure out how to make some those mechanical pieces work they [Parks] already expertise on it is to recruit people over the summer makes no sense MSTU and manage element He recommended bring back a proposal as to how to transition working with advisory council
Chairman McClain commented on the staff positions just addressed noting the budget number staff will have to change Ms Darnell concurred and that she will bring those numbers forward in an Agenda Item the pay 13 position will be downgraded which will up funding for the seasonal position
the Maintenance TechnicianLifeguard would with no pay change as it will still be a pay 5 She budget will be minimal
Commissioner Zalak suggested staff meet with Parks Department and aHow them to look this over as well noting they may need with the Parks classifications in the transition than what is here today It was the general consensus of the Board to concur Mr Bouyounes opined that if this is on the 4 2015 Agenda and approved by the then it can in the Chairman McClain it can be included the budget with the change made
Commissioner Bryant noted Department 811 Silver Springs Street Lighting found on page 343 contains only 1 line item
Ms Darnell addressed Department 8200 Hills of Ocala Recreation which is a community park (passive park) with a meeting facility and can be found on 350 The advisory board is looking to their tennis They wanted to purchase some toddler playground equipment but are with the so they are looking new fiber around existing playground as well as replacing some benches and do some minimal other than that this budget has not The facility is currently rented by a church that has some property on CR 484 where they will building a facility so some of the rental income will be lost in future There does not seem to be any room for expansion on collections as it is pretty much a passive
Ms Darnell along with Advisory Board Chairman Levengood 4930 Marion MSTU for which can
Darnell advised Department experienced a high turnover rate currently has 4 She stated would like to bring forth an agenda item to eliminate a part-time Maintenance nician position reclassify
Book U 553
July 14 2015
Maintenance Mechanic a Medium Equipment position in staff to all maintenance responsibilities of the (page 477)
there has not been much discussion they would also like to going from 4 1 hour days to 58-hour days Currently are 2 crews one is working Monday through Thursday and is working Tuesday through Friday Going 58-hour days would not require having Supervisor staff for 2 different crews as 1 Supervisor could be Monday thru Friday Ms Darnell stated will have to speak to the HR Director about this change to see if this will be a more way to those crews
employees involved another is Marion Services
Board is asking for a salary increase for Superintendent Sloan in the amount of $3934 this is not a reclassification but a 95 request based on fact that they took over maintenance of waterfall 2 years and Ms Sloan 17 years of service with the County In response to Commissioner Bryant Ms Darnell advised that the increase is not included in the budget
In response to Commissioner Ms Levengood to the d of advisory board and stated is to in the operation of
make recommendations capital expenditures staffing and
expansions She that from the first budget that Marion Oaks Advisory Board originally prepared in March to the one the is looking at $300000 was cut from the budget and considerably lowered noting they are not yet done As Ms Darnell stated the advisory board recommended moving a part-time employee to a vacant full time position delete the part-time position which resu another savings of approximately $16000 The advisory board is also recommending reclassification of a position for the waterfall which will provide savings of $9500 total over approximately $25500 from what is before the today
Ms Levengood noted that Ms Sloan has been with Marion Oaks Services MSTU almost 18 years and is too humble to ask for a raise The number workers has from 4 to 9 as well as the amount of equipment with 90 the equipment maintenance being done Transportation assumed maintenance of Units 9 6A 6B 11 and 12 along with the other 7 Units Ms Sloan maintains for a total of about 350 which is an 118 miles just in last few years With BCC approval the board has added the waterfall which Ms Sloan also oversees
of of responsibility by Marion Oaks MSTU General Services and facts they are the raise in to the for the position be for Ms Sloan who is an exemplary that and beyond on a daily
Chairman McClain inquired if position should reclassified in order provide a raise for Ms In response to Commissioner Zalak Ms Darnell stated the pay increase was not included in the budget because she was advised to bring it to the workshop
Zalak noted it is somewhat confusing as Board Policy that adviSOry boards are not to direction employees or playa role in personnel nltgtT stated the two are different Policy is for advisory members not to direction to as to what to or not do on a day-to-day however part of their duties is to a budget and present
Page 554 Book U
July 14 2015
it to the BCC stated advisory board has every right to present a recommendation to the BCC
discussion Chairman McClain stated the Board should give them some direction as to whether
or not the position should reclassified or advise if this is okay for the advisory board to do this going forward
Mr Tomich advised that as far as is concerned it not really deal with individual employees but a time where the rd will determine recommendations that a given of position or position responsibility is appropriate to the job When the discussion turns to performance an individual in a position or whether that person doing something that is over and the of that it a matter of personnel or looking at the position itself He expressed concern with trying to do employee reviews and salary adjustments for performance as part of budget process
Chairman McClain of whether the Board considers pay adjustments during the budget mid-year or it is normally through a reclassification because more responsibility has generally been taken on by an employee It was noted that Ms Levengood Ms Sloan has certainly taken on more responsibility The BCC would prefer to consider salary adjustments as a reclassification He this is a preliminary budget workshop and suggested advisory board work with Ms Darnell
In response to Chairman McClain Mr Bouyounes noted the has a Superintendent which may be a little different in responsibilities commented on the need to capture all responsibilities addressed with HR to look job description and bring a recommendation to the BCC Chairman McClain stated tile Board would be more comfortable with a reclassification
Mr Tomicl1 stated not to specific to this issue but wanted to point out overall budget not quite $800000 in revenue and is relying on Fund Balance year He noted more than $450000 in is proposed and $400000 in operating expenditures so they will be looking at an adjustment in the assessment that area as soon as next to maintain this level of
o or~ discussion ensued Mr Bouyounes suggested bringing all those positions with a reclassification as
an agenda item for approval which will then be reflected in budget irman McClain stated jf want to do a reclassification of a position can go and
with HR present Board discussion Ms stated did not for a She advised that she does not
more positions noting the part-time employee was previously eliminated and she can work without that being changed to a full time employee Ms Darnell the position is still in budget even though it has not been filled or being advertised Chairman McClain asked if this is the General Maintenance Technician position Ms Darnell concurred In response to Chairman McClain Ms Darnell stated the position is the budget however it is Ms Sloan clarified 3 positions are open that they will filling Ms Darnell that is noting another Maintenance Technician position is also open (vacant)
Chairman McClain directed staff get with and bring back a reclassification sometime during the budget process for discussion as it relates to the budget
Book U 555
July 14 2015
Commissioner questioned the deficit next year (FY 17-18) and the millage rate Mr Tomich stated it is a fixed parcel of $30 per lot which is a levy
this point of $798000 although that full amount will not be collected something less $800000 will be collected Commissioner Zalak questioned how much in reserves
is being used today Mr Tomich advised the Carry Forward is showing at $461000 and Reserves are $205000 and approximated that over $100000 in Reserves are being
In response to Commissioner Ms clarified that the parcel vary and is for mowing and lighting and $50 for residential
for commercial and $20 condominiums for road improvements stated does not have a copy of the Ordinance with her and that it not state a maximum Commissioner Zalak it is still a deficit of $100000
Mr Tomich opined that one of the first is to look realistically which vacancies are being maintained and delete positions if that is what it takes to balance the budget It was general consensus of Board to concur Mr Tomich noted that in 2014 the actual expenditures were $700000 If 2016 is going a whole lot different than 2014 they may need a more realistic budget that can show they can operate within current -
Chairman McClain reiterated that and the advisory board have work do He them to meet with HR to address the reclassification and bring a
recommendation back to the Board It was the consensus of the Board that are no further questions in
regard to MSTU Department Commissioner Bryant out at pm
======-== - Solid Waste Director Mike appeared to review departments proposed budget for 2015-16 for Department 4230 Solid Waste Disposal (page 582) Department Solid Waste Collection (page and Department Solid Waste Recycling (page 589) introduced Operations Manager
Starkey and Budget amp Administration Coordinator Ronald Crews (who remained 0011 in the audience) ACA Bouyounes was also present
Mr Sims that Solid Waste Department is made up 3 Divisions Department 4230 is Disposal Division which basically runs the Landfill the old landfills and transfer station operations as well as all of the facilities Department 4250 is the Collection Division which also contains Litter Control Enforcement and Department 4270 is the 18 Recycling that out and around the County He provided a recap of some of departments accomplishments in the last year as a slight increase of 133000 tons of disposal waste into landfill which is over 127000 received the previous year
Commissioner Bryant returned at 348 pm Mr Sims continued recapping accomplishments noting a slight in
customer counts utilizing the Baseline Landfill facility as well as Recycling Centers by over visits department also a County recycling of completed building Newton Recycling Center and remediation project by installing a closure cover and stormwater collection system on the landfill started Davis Landfill water line extension the public drinking water system noting there are other associated programs with project and they are now trying to acquire enough ROW to move that project forward Funding in the upcoming budget will with the
556 Book U
July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
Book U Page
July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
II
July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
Book U 561
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
5 July 1
Contract - Misc from to $53535 Ms noted the lab previously utilized by the department bought out and was an increase in lab services by new provider
Ms Wiley reviewed the proposed 2015-16 budget for Department 2555 and Benefit (page 617)
Commissioner Zalak questioned departments depreciation expense in FY 2014 Mr Tomich advised that those figures come from Auditors financial
from a mod ified basis to a full and Countys not include
only the capital incurred for the purchase of equipment general consensus of Board that there are no further issues to
discuss with to the Human Employee Health Clinic and Risk and Benefit Services budgets
===~=I - Procurement Services Director Olsen appeared to review the proposed FY 2015-16 budgets Department 2530 Procurement Services and Department Medicaid HospitalsNursing Homes amp Contract Manager Procurement was also present Ms presented a 2 page handout which compared provided by County versus the cost to privatize services (ie Neuter Commuter Jail maintenance road grading
Ms Olsen the FY 201 6 budget for Department Procurement Services (page 84) commented on 116 Operating - Computer Hardware in the amount of $3000 noting need to replace computers Ms Olsen addressed 555501 Training amp Education in the amount of $3000 noted a slight in line item 554201 ampMemberships in amount $1 for the agency commodity as well as National purchasing organizations
In Commissioner Moore Ms Olsen stated in line item 534101 Contract - Other- Misc from in FY 2014 down to $100 for FY 201 16 is due to paying off the initial purchase for the contract management software noting there is a charge of $100 annually for maintenance
In response Commissioner Moore Ms Jayne advised line item 549125 Other Current - Disputes in the of $1006 for 14 was utilized to reconcile credit and the department not budget any this line item for FY 201
Ms Olsen the FY 201 6 for Department Medicaid HospitalsNursing (page 159)
In response to Chairman McClain Ms Olsen stated the Countys portion of mandated Medicaid payments are paid directly by the Finance Department
Mr Kauffman opined that the Countys portion of Medicaid HospitalsNursing Homes is a liability will continue to
It was the consensus of that there are no further issues to discuss with regard Procurement _nHr~c budget
There was a recess at 1 0 11 a m The at 1019 am with all members present
Book U Page 535
July 14 2015
iIdggsectsectampQlli-ffi~lDr]Y - County Attorney Matthew Minter appeared to review the departments proposed budget FY 2015-16 31) He of the for 2 additional full equivalents noting the County Attorneys Office will utilize
old County Attorney Library to one new attorney one assistant Mr Minter referred to line item 544101 Rentals amp - Equipment in the amount $16000 noting the $2000 increase will cover the cost of a copy machine for the new attorney He addressed for an additional attorney due to the increased workload especially in relation to zoning building Mr Minter commented on savings to the County by handling as much of the process in-house as possible
In response to Commissioner Zalak Mr Minter opined that the addition another attorney will reduce the for outside He stated new attorney will also allow the County Attorneys Office the time to review and update County Ordinances
Chairman McClain thanked Mr Minter for the he provides BCC It was the general consensus of Board that are no further questions in
regard to County Attorney
There was a recess at 1 am The meeting reconvened at 1 am with all present
====~=t - Growth Director Martsolf to review departments proposed budget for FY 2015-16 for rrrncnT 2730 Planning
Zoning 103) and Department 3440 Code (page 1 Administrative Manager Suzanne DiPietro was also
Mr Martsolf that the department was able reduce its $170579 primarily as a of the reorganization plan which resulted in a $89600 personnel reductions were with the of 2 Enforcement that will replaced by a lower pay
000 was with the elimination of 1 new request referred to line item 101 Machinery and Equipment in the amount of $1 905 which will provide the department with 5 new laptops as well as a new noise meter
Mr Martsolf advised a decrease of $41180 in Enforcement abandoned and vacant property re-registry
In response to Commissioner Mr Martsolf advised Strategic Resource Manager Kevin Smith as well as Senior Planner Kimberleigh (Kim) Dinkins work
with Department of Environmental Protection (DEP) in regard to water planning projects for the County noted staff will holding one-on-ones with Commissioners to go over upcoming projects placed in a water planning document
It was general consensus of the Board that there are no further v to with regard the Growth budget
Development Executive Director Loretta Shaffer aPJ)eared to review departments proposed budget FY 2015-16 (page 280) She noted Tourist Development Council (TDC) approved proposed budget on May 14 201
Ms Shaffer the OcalaMarion County Visitors and Convention Bureau (VCB) team continues to more efficient fiscally responsible with collections noting to VCB bed tax collections are $900484 with an additional 3 months of
536 Book U
July 142015
collections remaining for FY 2014-1 Since 2012 the department has been operating a programmed plan to the fund balance to achieve the Strategic goals
that were forth by the and TOC for the organization Prior to the implementation of the Plan the fund totaled almost 2 pennies worth of bed tax collections which was banked and not utilized to further the mission of the organization The current plan fund balance use is and moving forward with the department operating on a revenueexpenditure
Ms Shaffer referred to line item 01 Contract - Other Misc in the amount of $1 686 which decreased by 100 from previous by removing the Outside Tourism Marketing line item in the amount of 100 However line does a Group Technological Platform line item in amount $20000 for website to develop a that allows operators wholesalers book travel with industry partners advised that line item 548101 Promotional Activities decreased by $18102 however it absorbed line item 582101 Aid to Private Organizations in the amount of $80000 This was in an effort allow the team to remain competitive in a paced RFP environment with a smaller in comparison to competing destinations The will still continue to bring all funding
uests to the for final approval per the recommendations made by the Ms stated Media Plan is budgeted $300000 which will come out of
the current budget and not use Carry Forward as in previous years is also funding in the amount of $34905 that will be provided to the County Parks
Department On May 14 2015 the directed remove as its own line item Promotions blend the amount into the overall sports funding line item that is currently at $115397 proposed change if approved by the BCC will the sports funding portion line item 101 Promotional Activities to $150302
Ms Shaffer noted there are no additional in the proposed budget stated VCB is once reflective achieving an integrated with all marketing
and sales initiatives to further advance tourism in OcalaMarion County Shaffer advised current revenues are $900484 for FY 2014-1 which is only $45552 from the end year goal with 3 months remaining in collections noting the total current roIE~CtE~a amount is $947036
In to Commissioner Zalak Ms Shaffer clarified that it was TOCs recommendation to blend for $34 for County and sports
line item 548101 Promotional Activities It was the general consensus of to concur
Commissioner Bryant advised that she staff prepare 2 different so that the Board could discuss departments direction in relation to the possibility of increasing tax noting County seen an in revenues as well as increased funding requests to the TOC expressed concern that the department will run into deficit spending which will force the County to cut back on some of its marketing Commissioner Bryant opined that marketing been working to draw visitors to Marion County through different sporting events eco-tourism
Ms presented a 3 page handout entitled TOC Approved Grant Expenditures 2014-2015 a 5 page handout entitled Proposed 3rd Penny Budget for Consideration a 5 handout entitled Proposed Budget for Consideration
a 6 page handout entitled Proposed 4th 6th Penny Budget for Consideration - Marketing a 6 handout entitled Proposed 4th 6th Penny Budget for Consideration
Book U Page
July 142015
- Both Bonded a 12 handout entitled Marion County Florida Visitors and Convention Bureau a 10 page handout entitled Impact Signature Event HISE Program and a small spiral bound document entitled Marion County Tourist Development (Tourism Fee)
Ms Shaffer noted the handouts reflect various options for increasing the current 2 Development Tax also known as the tax
Chairman McClain commented on the Return on Investment (ROI) for funding requests noting if the event does not require visitors to stay in a then the County
collect tax to fund events He opined it is the responsibility the BCC ensure the events funded heads in noting only half the people that Marion County stay night Chairman McClain stated if the department is looking for him to support an in the tax staff to provide information as to how each event will increase occupancy He questioned at what occupancy do hoteliers determine when they need to add on more rooms or build another hotel (eg
occupancy) Commissioner Bryant advised that any event the TDC awards funding to is based
on in beds and organization has to provide information showing it goal Chairman McClain opined that parameters to be set and goals to be
similar to requirements established for grants Commissioner Moore commented on a previous request for staff bring back
tangible tax data as it relates to bed tax Manager Chris Kirbas that in to Tangible Personal Property
Tax there are 3 codes that affect tourism 1) hotelsmotels 2) restaurants and 3) shopping facilities stated staff works with Property Appraisers to determine on the values of those properties how much money the County actually in levied Mr Kirbas advised the total value of TPP in Marion County for 2014 was $1 billion noting the total value for those 3 codes was just over $177000000 He the taxes levied hotelsmotels were $170142 restaurants $411034 and shopping was just over 4 million
Commissioner Moore requested staff provide the total tangible that would ICHIltn if the BCC approved the 3rd 4th and 6th Mr stated he will provide that information to Commissioner Moore
discussion ensued Chairman McClain stated there is more to the goal than increasing funds
noting there is an opportunity to create an investment matrix that will attract more events and incentivize private sector invest more money into projects
Commissioner concurred that a matrix needed to help the County achieve its goals
General discussion resumed Commissioner Bryant expressed concern that without the 3rd penny bed tax
department will able to fund some of events that proven to put heads in beds in the past
In response to Commissioner Ms advised that out of $586000 that will generated from the 3rd penny tax $400000 will be allocated specifically to high impact signature events (H $100000 will be allocated into media plan and $86000 will back for Forward for FY 201 6 as recommended by Countys Fiscal She to the handout entitled High Impact Signature Event HISE Program Guidelines noting a HISE is defined as an event attracting
538 Book U
July 1 2015
national andor international audiences consecutively or as a collective of a high event To funding support as a HISE a separate application summary form proposal must be prepared as the competitive award cycle
In to Commissioner Zalak Sales and Operations Manager Sky Wheeler VCB stated approximately $150302 is proposed for sporting of which $125500 is already committed for the upcoming FY She noted that the Shows in the Sun (HITS) will coming forward with an itional request for which will over extend the current sports funding portion Promotional by approximately $25000
if County reallocated funds generated from a will the County obligated to pay the City of Ocalas portion of shared Ladies Professional Golfers Association (LPGA) Coates Golf Championship) Commissioner Bryant that is a question to be answered by the Legal department
General discussion ensued Chairman McClain questioned the VCB will have enough staff to manage
3rda $500000 in its budget Ms stated the for penny tax increase call for another employee however if the the 4th or penny there is a for an
Arnett commented on importance of building up reserves for future projects
Commissioner Zalak addressed the importance of working with the City of Ocala with regard to high impact signage)
It was the general consensus of the Board to direct staff to ule a workshop in order to a matrix for the 3rd funds as well as anticipated infrastructure
In to Commissioner Mr Tomich advised that typically the County is only allowed reserve up to 30 of Balance but is unsure whether there are any for Tourist Acts He primary concern is putting the to use in a timely fashion noting precludes local governments from stockpiling funds
Chairman McClain clarified it is the consensus of the Board to direct staff to schedule a workshop in August (after meeting on August 1 2015) to present information in form of a matrix on how the VCB will utilize the generated by the proposed penny bed tax to increase staying overnight during the off-season
bring back a matrix for 6th penny consider
with that is the County can only have a specific amount of
It was consensus of Board that there are no further questions in regard to the Tourist Development Department
There was a recess at 11 37 am The resumed at 1 pm with all present except
U Page 539
July 14 2015
has 5 he will BCC on projects department is budget is
A bid was on the Beltway uncn
hoped that the will be brought the Board on August 4 2015 which will put construction around the middle or end of August the northern is out to bid and will be open as of of next week and as discussed at the last BCC meeting the Horse Park turn will appear on the August 4 2015 The Agenda Item regarding the Park turn lanes will ress funding from Transportation Impact
District 4 if the budget is monies are in the Economic Development Incentive Grant (EDIG) Fund a budget will be done next to move that funding to the EDIG The Park turn
August 4 2015 Agenda for approval and will be added approved list of for next year The Park will be doing the design and obtaining the permit which they anticipate having everything ready by the end of this fiscal so it is possible that it can be out to bid in October for construction
Chairman McClain stated his understanding was that were going to look Capital Improvement Plan (CIP) or something as it to the Horse
noting Mr was going to what be money for the Park turn lanes was from Impact Fund Mr noted the 49th project was at the Board noting allocated for rights-of-way (ROW) acquisition At this point $300000 was taken from 49th Avenue but if the EDIG can used when the approves that budget then it will revert back He advised that mentioned 3 projects in the Transportation Improvement Plan that could and opined that 49th Avenue is the best option
Mr Bouyounes introduced Deputy County Engineers Atwell and Tracy who will review departments budget for 6 for Department Water Resources Department (page Department 41 Property amp Services (page 1 Department 4130 Construction 20 Gas Tax Department 4121 Transportation Department (page 212) Department 3390 Water Program Department (page 460)
Ms Straub advised that Department 2715 Water Department which has one employee is a General Fund and can be found on page 99 of the budget book
Commissioner Bryant returned 1 38 pm Ms Straub the budget as proposed is 235 years
and does contain the With lacoochee Regional Water Supply Authority (WRWSA) membership found in line item 554201 amp Membersh in the amount of $64116 and is a per capita assessment that changed from assessment value of $019 per capita but the amount has slightly
Commissioner Moore questioned line item 531109 Professional noting $53000 was spent and the proposed budget is in the amount of $78750 Ms Straub stated that is where the department been paying their water supply feasibility work they are under with Devo Consulting She noted money was moved in the line last year through amendments make that happen however that project is coming to a close
Mr Atwell addressed Department 4145 Property amp Engineering which has 2 employees is funded by the Fund and can be found on 133 No
Page 540 Book U
July 14 2015
significant changes have been made to Person Operating or for the FY 15-16 A decrease in spending is noted in the proposed budget of 1
Commissioner Moore questioned line item 531109 Professional Services which was $0 in 2014 but proposed budget is in amount Mr
that $1750 spent so year Mr stated the Services Contract Services items are used when dealing with
surplus properties or coming to the County where the department sometimes to care of them mowing taking care of buildings or improvements etc)
He noted funds are not always used but the money is there just in case arise Chairman McClain questioned where monies from foreclosed propertiesbank
are located in budget Mr stated those are treated as Revenue dollars offsets a portion In
McClain Mr by law have used to offset of Code noting their expenditures exceed that amount but it
is not specifically earmarked or set aside Mr Atwell addressed Department 4130 Construction-
has no employees is funded by the Gas Tax and can be found on fund road and traffic materials for County work forces
rnl~11 under this fund include limerock concrete sod striping materials light traffic signals
Atwell Department 4121 Department which is also Gas Tax and can found on proposed includes an
approximate decrease of 1 from the FY 14-15 Some of the significant personnel include a total 3 reclassifications change in job responsibilities at a
salary of $7182 as well as a new position with a salary of $31 due to increased workload which was during the planning workshop
Chairman McClain questioned the Transportation Contract Compliance position (page Mr Atwell position is involved with assembly
books processing as they are from the are also very with local program (LAP) which virtually has millions of dollars of aid and construction funds from the Florida Department of Transportation (FOOT) The position is also involved with audits field interviews opportunity documentations as required amount of material submitted to has significantly
since he started with County about 7 ago Ms Straub commented on the capital portion of the budget noting during the
planning session one of the key was the of the vehicle and replacement keep the staff equipment replaced a of $15 to $25 million year
in to keep a stable as well as keeping the equipment in operational condition The budget Board in the Capital line item 564101 Machinery and Equipment is proposed in amount of $13 million (page 218) however staff has worked with the Fleet Management Department and are now recommending further reduction to that budget of about $400000 by removing the Motor in the amount of $205183 and Widener in amount of $194931 In so doing additional monies need to to the repair contract line items In talking to
in mechanical such staff is looking to move $40000 into line item RepairsMaint - Management to cover additional repairs for those units and move the remainder slightly more than $360000 into line item
u 541
July 14 2015
01 Contract - Misc to toward contract work in particular focusing on the long line trimming efforts
In response to Chairman McClain Ms commented on long line tree trimming effort which is a big undertaking the department has further and further behind She more work is in this effort to keep it in a more routine fashion which will a lot to get caught up as they are far behind
General ensued Chairman McClain questioned what is included in line 534101 Ms stated that item the crossing
shredding for repeater installation ROW (for larger department cannot remove) as well as AITCgt
disposal (for oil grease and spill material) Chairman McClain inquired if the $360000 will be spent in next year
Ms Straub stated the amount will be as they will hit all quadrants Commissioner questioned the cost per mile Ms Straub stated did not know the per mile cost at time Mr Bouyounes noted the last time the long line trimming was done was over 2 He stated staff can provide that information to the Board
a later In Commissioner Ms Straub vendor looked each actual see the coverage they will take money
and accomplish as much as possible General discussion resumed Chairman McClain requested staff provide a report as to how much time money
and equipment is allocated to the long line trimming Ms Straub she did not have that number time but can report that information to the
General d resumed Commissioner Zalak Mr Bouyounes stated can provide a
amount of over the last five for long line trimming both and Commissioner if staff is
aware of what the Utilities (private utilities) will doing Mr Bouyounes that the Utilities did notify but it is a short however crews try avoid trimming along power lines and on other areas
General d continued Chairman McClain stated he was having a hard time giving the department another
$360000 when it is spending almost $2000000 on this work Mr Bouyounes the $360000 would go toward long line contract type work not
house tree trimming work Ms Straub noted that Marion County is a heavily treed county McClain that he will a decision today
Commissioner commented on compressed replacements where they will located Ms one of pickup trucks will Road Maintenance Supervisor (RMS) who is assigned to North but regularly runs to Fleet and the main headquarters Mr Atwell stated 2 CNG trucks will go the Engineering and Traffic 1 truck will be for the Traffic Supervisor and the other truck is for the ROW Inspector Also a replacement sign truck for Traffic will be a CNG truck Mr Bouyounes noted employees put a lot of miles on the as they drive throughout the County_
inquired if any vehicles at can be replaced CNG and the vehicles in other areas that are not near a
fueling station Mr Bouyounes stated will have to work with explore
542 Book U
July 14 15
idea Mr Kauffman questioned whether the Board wanted Ms Olsen to address the 2 Chairman McClain stated there was no to ress the this time
noting he may a question in general to RFPs Chairman McClain the $359000 is an enhancement the budget versus
what has occurred over last years as it to trimming He advised that is having with putting dollars into the budget however may be some opportunities exist that staff has not fully explored (eg working with power companies to costs) Mr Bouyounes stated staff can look at as the money will remain in fund balance Chairman McClain concurred
Commissioner Zalak inquired if can also provide information as to how far behind the long line trimming is and exactly what that $360000 can do when they bring back the report as requested earlier Mr Bouyounes stated in general the Transportation Departmentffransportation Maintenance Fund is not short on work in field as there are many maintenance that need to taken care stated will check on the trimming bring back some recommendations so Board can see where they have been and what they have so far and if there are any other opportunities with power companies then can bring forward a comprehensive plan
Chairman McClain staff to go ahead and the 2 vehicles out and switch around the budget In response to Mr Bouyounes Chairman McClain stated he is okay with moving the $40000 clarified that he is to doing what staff asked Mr Tomich stated to specific 2 vehicles been eliminated with $40000 for
Management about $360000 in Chairman McClain stated the 000 will go into their Contract Services budget Chairman McClain if there is a higher priority where this money can be
Mr Bouyounes commented on the major issues the department with on a regular basis as drainage pothole patching shoulder widening care of side of the and trimming
Commissioner Zalak commented on making sure is enough money in the material supply side (Iimerock) when doing contracted grading maintenance to crown dirt Mr Bouyounes stated it is part of the 20 Gas Tax budget as earlier by Mr Atwell In response Commissioner Zalak Mr Bouyounes every time they grade they are making improvements noting there are over 400 miles of dirt
to deal with but only about are on a routine Ms Straub stated graded roads cost about $700000 $800000 year and time material is added more money is on those dirt roads which is a significant portion of budget for such a small number of roads as compared to overall road network Commissioner Zalak questioned if County is fixing the problem noting some dirt roads better than others
General discussion Ms add Department 3390 Stormwater Program Department which
is funded and can found on 460 Staff is recommending one personnel change add a temporary seasonal employee a Summer I The budget is strategic plan focused the department really tries to concentrate its efforts on the maintenance installers which is under Capital Outlay (page 463) item 563101 Improvements Other than Buildings in the amount of $5888445 Continued efforts to reconstruct and remediate stormwater systems for both water quality
Book U Page 543
July 14 2015
and quantity can seen under line item big are identified in the Stormwater Improvement Plan (SIP) that comes before the each Also as a result of watershed management program the department a Capital Projects Privatization (CPPR) which all of to be worked on (from maintenance to capital) and is a living document that staff continues to assess watershed by watershed reprioritize based off its findings and as new findings which built into 5-Year The other item is the public education plan which staff will bringing to Board in September or early October 201
Chairman McClain noted that a little more money was to be budgeted under item 563101 and questioned if staff is on track to continue to spend this kind of money
in that budget over the next several years Ms Straub that Stormwater Engineer Gail Mowry has an excellent job at laying out a plan She opined that department will hit the $5000000 mark this year from the budget much of which is capital work and they are aiming to grow that (by projects not money) and year
Chairman McClain to Stormwater Improvement projects in the amount of $3122880 and questioned how many are included in that Ms Straub it is miscellaneous projects which includes anything from swales digging a retention pond She commented on a project list this that shows construction costs that range from $10000 to $500000 In response to Chairman McClain Mr Bouyounes the items are identified in the SI
Chairman McClain if the County is due for any big map updates in future Ms Straub in to mapping staff is in the midst of doing a Emergency Management Agency (FEMA) update right now and are waiting on Staff wants to address City of changes believes that FEMA wants to wait to include that information before moving forward they do not want to have it as an amendment but actually want to incorporate it into update County staff been told anywhere from AugustSeptember to of the
Chairman McClain commented on the Countys watershed management asked if it is something is doing on a regular basis or on 4 to 5 year life cycles that
updating Ms Straub advised that all the big watersheds are being out and at maintenance maintenance are small most of that work will done
Chairman McClain if once the maps are done is it just a of keeping them updated Stormwater Engineer Mowry stated that is correct noting the Watershed Management Program is done in to all of modeling so for the most part every watershed has a 100 year model event for then staff moves into water quality portion and the capital projects reports all of which was brought in internally Staff basically has a long range to do and incorporate into the 5-Year Staff is not doing any more Flood Insurance Rate Maps (FIRM) than the 2015 ones they are currently doing
Commissioner questioned line 552108 Operating Supplies in the amount of $17625 (page 460) Ms Straub stated and control supplies which include silt fencing and mulch as well as office supplies such as DVDs memory sticks for the camera field log books flagging stakes and water quality sampling equipment are purchased from this line item Commissioner Zalak asked if the big drivers are fencing and mulch outside office supplies Ms stated the erosionsediment control is big ticket item which runs $15000 and the sampling equipment is $1275
Commissioner Zalak questioned line item 1 Training Education in the
Page 544 Book U
July 14 2015
amount of Ms Straub advised that a slight change is Training and as the has not kept up with a items and is of online Computer-Aided Design training which 000 FOOT is no longer doing some classes for so the department is now having to pay some of items The remainder is for the continuing education that has been consistent In response to Commissioner Zalak Ms Straub that the department looks to 1 person CAD certified Ms Mowry stated there are 7 CAD users in the group and the on training course is $1 for 5 peoplepositions noted they can potentially downsize and use numbers with multiple people however the Geographical Information Systems person is supposed to cross-trained to sometime this year
projects on in the amount of by the end of Ms Mowry stated
Ms Straub stated the will not be finished construction bythe end however funds are allocated and a contractor is brought on board but
construction can be carried on into fall Ms Mowry clarified the bulk of projects on the list are currently in design or will be coming before the at the first meeting in August (August 42015)
discussion ensued to Chairman Mr Kirbas stated purchases to
date is $180505 in regard line item 561101 Chairman McClain asked if will be OU(la9tea forward in Ms Straub stated earmark that is IfI~nI1 noting Ms Mowry ROW Manager Shawn Hubbuck of upcoming
Zalak commented on the monster water pipe by Silver Springs and inquired as what the red light means Ms Straub stated it means the pump station is not properly working Ms Mowry advised that for some reason that pump station seems to be very susceptible to lightening it was thought to during this last repair however light still triggers on a fairly basis She that if the red light is on the pump is turned off Ms stated the pump is working but chambers are collecting sediment Ms Mowry concurred clarified that pump is water on other but chambers are still collecting In response Commissioner Zalak advised that FOOT is taking care of the pump station
Commissioner Zaiak inquired as to what will happen to pumping station when the road is widened Mr Bouyounes the 4-lane project was considered during the design of the pump station which will not be impacted by the improvement noted the will occur on the north side of the pump station
Commissioner Zalak questioned line item 525101 Unemployment Compensation in the amount of $3000 Mr Bouyounes this is an item that has no value in budget and it is unknown as when it is neE~aE~a
It was general consensus the that are no further issues to discuss with the County budgets
BudgetsUtilities - Marion County Utilities (MCU) Director Flip Mellinger appeared to review proposed FY 201 6 budgets for Department 7130 Utilities - Customer Service (page 594) Department 40 Utilities - Water Operations (page 598) Department 71 Utilities - Water Maintenance (page 601) Department 7150 Utilities
Book U Page
July 14 2015
Wastewater (page 604) 7155 Utilities Wastewater Maintenance (page and Department 7160 UtHities shy Engineering Construction (page 610) ACA was also present
Commissioner Zalak noted the Unemployment Compensation is to in line 526101 as Other Employment in the amount of $5665 (page
594) Mr Mellinger this is an item that is required by the Clerks Finance Director John Garri that OPEB is by the Governmental Accounting Standards Board calculate noting an Actuary is hired to calculate
value as it on overall financial unfortunately Enterprise it has to be the fund is basically of the health
insurance that the County provides to a reduced group is referred to as the implicit rate Although the County is essentially not fund say there is a subsidy that the Board provides the by allowing them to their health insurance at the group The County was required to calculate that value and start recording it on the statement a couple of years ago He noted the pension one will be coming up and will be booked as an expense For governmental funds that will be entity wide level and will not affect the budget however it will
the funds Mr Mellinger addressed MCUs as presented to
demonstrate and is about $87500 than last year without considering and debt When considering and debt budget it is
considerably less year because funds have been previously allocated to capital projects and expended project funds will be carried over into the About $19000000 is currently in the CIP and allocated toward projects and as the year rolls on those funds will draw down on payment to contractors and the balance will be carried forward on active
The budget a reclassification a Assistant I to a Assistant II (page 596) as it is a continuous revolving Commissioner questioned the overall turnover Mr Mellinger stated in 4 years MCU an overall turnover rate of 46 is quite high
The proposed includes replacing 10 of MCUs 72 vehicle at a cost of about $382000 $385000 was to purchase a Vac-Con Truck so no pickup trucks were replaced cycle has to be started as no pickup trucks been replaced
2007 MCU intends to spend about $400000 per year Also 9 computers are included in the have been by Information Technology (IT) as needing to be An additional $69 million (approximately) is planned for capital
the which are mains that will run from Golden Ocala to 200 and to the Oak Run collection system MCU to begin the design for of the Marion Regional Water facility The pressure for future projects including alternative water supply development drives
need for another rate increase in 2016 Mr Mellinger he had several proposals he would like to talk to the Board
about and inquired if are any questions Chairman McClain commented on operating budget for and wastewater
to line 534101 Contract Other - Misc of approximately $350000 questioned if those funds are meter reading Mr Mellinger concurred
noting that is down and by this fiscal should be out of the meter reading as pretty much everything has been over to automatic
546 Book U
5
In
July 14
meter which will allow 1 1 vehicle to go around and all of the MCU use have a dump station for vac-con when they were hauling grease and stuff that out of lift stations but since had to stop their use landfill or even haulers will not haul MCU is not able to properly dry material which is not authorized for transport MCU is now hiring American Pipe and Tank to come and pick stuff up or they dump the vac-cons their location which that cost quite a bit this year
Chairman McClain commented on Department 7155 Utilities shyMaintenance line item 534101 Contract - Other shy$161396 (page and questioned how much of is meter reading Mr Mellinger stated none of line item is for meter reading hauling MCU is Solid Waste to haul the the drying wastewater plant item
Misc in the amount
that it is all dumping
commented on 71 Utilities - Customer budget line 101 Contract Serv - Other in the amount of $208773 594) and if this is all meter reading Mr Mellinger stated it is not noting this line item cleaning contract bill printing service certified document shredding etc McClain inquired as to where the reading is in the budget Mr Mellinger reading is currently in 7130 although the cost has reduced money remained in the budget to continue the services for turn onoff since it is than doing so in-house Chairman McClain clarified that the reduction will continue to 7130 budget Mr Mellinger meter reading will remain in the Department 71 budget
Chairman McClain questioned if the treatment plant is Marion Oaks Mr Mellinger
CIP
would eventually per day (mgd) facility when
water reclamation plant is for Marion MCU knew that the Marion to be facility will be a 9 million it is built out which is much larger than Oak Run
Commissioner requested review of Mr Mellinger stated that is part of the noting need to address going for a bond in 16 to take on the debt MCU needs to pay for Marion Oaks Water Reclamation which will also include some improvements to the collection system at CR 484 and 1-75 He noted they have reached a point this has to be addressed as are a lot of entities talking to MCU about The existing infrastructure can handle some more flow but it will not handle all Mr Meflinger stated there is no 1 project that is large enough to take on the cost of infrastructure improvement that is Basically MCU nonc
to install a new main from CR 484 run south along to the nearest point of intersect with and into the lift SummerGlen project can $1000000 There is for anyone entity to pay for to put the money out will later be recuperated in capital to Chairman McClain Mr Mellinger stated an 8-inch main is currently 1-75 which collects (Le all of those motels restaurants etc) noting it still has some capacity but not enough to handle the numbers being proposed to MCU
General discussion ensued to Chairman McClain Mr Mellinger advised that the Bond will
neighborhood of $15000000 $16000000 He stated he would like of a 714 customer system which is 1 of 3
Book U 1 Page 547
July 14 5
owned by Mr deMenzes and is on southeast corner of the City and wraps across the road from MCUs South A purchase price of
$18 million and change has been negotiated that system MCU had Burton amp perform the financial analysis on which will not have any impact
on MCU as the majority of customers aU the way up 14000 gallons per month will see about a $3 month increase by coming to the MCU once above the 14000 gallons per month it is less than a $10 increase up to 20000 gallons and once above 20000 gallons their $539 increment kicks in and start feeling it He noted this
one of the issues Mr deMenzes has with over the past in that he does not rate structure however he one approved that goes into
10000 gallons that will be raised by $050 In response to Chairman McClain stated the purchase price is $1
McClain clarified that of will be to purchase the system lt1ltgt1011 MCU will pay out of Capital currently on hand
that back into Capital Mr Mellinger addressed the high
Mechanics noting this year the Utility turnover Field Mechanics The turnover for 3 He asked that Human for pOSitions and find out where they are people are leaving for more money Mr Mellinger requested permission use up to $75000 of the $87000 in savings this help adjust those salaries to hopefully some of the turnover
Commissioner Zalak inquired if the $87000 savings is all operational Mr Mellinger concurred Commissioner Zalak d staff to bring back a salary study
see if all of the $75000 needs to be spent Chairman McClain directed staff to cond survey noting the Board would like to have the opportunity to discuss the
Mr Mellinger concurred McClain advised that it is the Board at least explore what
475 and 475A noting some properties in that area will require the County will to figure out how to go under
side of opined that the County should it done while going out which will be worked out
Agreements noting will cover the ltgtvrlltgtn
00ltgt discussion ensued Commissioner Zalak questioned how of the Bond money will
Mellinger $12000000 will the Marion Oaks Water 101
which will start out as a 1 mgd facility at a cost of about $12 to Commissioner Zalak Mr Meliginer stated the facility needs
2017 noting the problem MCU has is that it a 220000 gallon plant at -VIYIJ
and flows need to be moved south I of building a plant at Golden right now MCU looked at where the best place to build a plant was and determined that Marion
is place Rather than spending $12000000 at Golden Ocala and another $12000000 at Marion Oaks that will be in 5 years MCU can go ahead spend the money down there and put $5000000 into a pipeline that will take from Ocala to Oak Run take Marion Oaks and SummerGlens flows of Oak Run put them back at the Marion This also gives MCU ability
Oak Run Marion vice-versa as well as run flows back Golden Ocala and MCU will want to
Book U
5 July 14
build a plant at Golden it is just the timing right now and the Marion Oaks plant is the better option of the effluent disposal opportunities even though Ocala has a commitment of 2000000 gallons of effluent that can be taken for golf course or whatever however it is unknown if Golden can get a consumptive use permit (CUP) for that amount however Golden Ocala a commitment for water that they have to on so that MCU can move flows away in to save money Eventually MCU may go and put in plant but they want
membrane that was built at Salt Springs to more comfortable with which a much smaller footprint it is believed that a
facility can be put that will be less General discussion In response to Zalak Mr Mellinger Trilogy is starting to build
homes which is driving MCU to do something now the Golden Ocala plant does not have enough capacity to take care of development Trilogy Mr Mellinger stated MCU has the Capital in its rate sufficiency analysis which is programed in so they knew they were going to to spend it they also revenues that would received and the capital will be returned with the charges it also the added customer that supports long term It will have a impact on MCUs without that northwest area In reply to Commissioner Mellinger advised that City Ocala is not a Wholesale Agreement
General Commissioner questioned how MCU is on bad debt Mr Mellinger they are still in the of making telephone and pleading with customers
as well as sending noting the customers are obviously cut off He noted the collection agencys success is not as great as one would think Mr Mellinger CTOlTtgtro
the success rate of collecting on bad debt is around 20 eventually reaches a point where it is written off advised that the County Attorney is currently reviewing proposals noting one proposal is to start placing a lien on property so that the debt can
recovered once is sold General
commented on MCU a charge even services are looking at a new some of those assumptions
are built in and from a policy standpoint if the County continue down that path or explore different opportunities He commented on bonding process and what the County has committed to as as a rate solidifies that so a choice cannot be Commissioner Zalak did not necessarily want to into a new Bond with the same presumptions if it can avoided Mr Bouyounes that the new Bond will assume what the County in the Ordinance Commissioner Zalak stated the Board should consider any to the Ordinance prior to bonding Mr Mellinger it may be a bank loan rather than a Bond Chairman McClain it is a good discussion to have at a later date Mr Mellinger commented on concerns by Burton amp in
to options General Mr Bouyounes if the Board wanted to the bonding at the next
strategic planning It was the general consensus of the Board to concur Mr Mellinger questioned if Board wanted a report from Burton amp Associates prior to the planning session Chairman McClain clarified that direction is that the Board wants explore this thought as it relates to the Bond Mr Mellinger suggested that he
Book U Page 549
July 14 2015
wait to see how fast he can get something from Burton amp Associates and then schedule a workshop Commissioner Zalak recommended that the Board look at the Ordinance and consider the options while they have the opportunity Mr Mellinger briefly commented on the base charge
Mr Garri commented on a legal issue in regard to the Reimbursement Resolution document which the Board will have to execute in order to take Bond proceeds if a bond is taken and reimburse prior expenses before the date of the Bond issue He clarified that MCU cannot start spending money now thinking it will get reimbursed unless a Reimbursement Resolution is in place which is something the County Attorney will have to prepare In response to Chairman McClain Mr Mellinger stated he understood what Mr Garri said as well as what the Board wants to discuss
Clerk Ellspermann requested an update from Mr Mellinger on returning deposits or hookup fees that is of concern to the Auditors Mr Mellinger stated he is aware that the Auditors are concerned about that money but it has not been the highest priority until this year He advised that he asked Customer Service amp Billing Manager Nancy Jarvis to drop everything and dedicate her time toward working on that list noting it is not an easy process Mr Mellinger gave his commitment that the task will be completed by the end of the calendar year December 31 2015 so that it hopefully will not go into next years audit
It was the general consensus of the Board that there are no further issues to discuss with regard to the MCUs budgets
Chairman McClain directed staff to take a comprehensive look at CR 484 purchase of the deMenzes system salary study and go ahead and start putting the timetable together for the Bond or bank loan Mr Mellinger noted that he shared the Rate Sufficiency Analysis with the Board this year
Commissioners Bryant and Moore out at 304 pm Chairman McClain advised that the Board will deviate from the schedule and
consider the MSTU budget next Commissioner Moore returned at 305 pm
BudgetsDistrictsSubdivisions - Municipal Service Taxing Unit (MSTU) Director Teresa Darnell appeared to review the departments proposed budget for FY 2015-16 for Department 4155 MSTUAssessments (page 135) Department 4156 MSTU Assessments - PA (public assistance) (page 137) Department 4600 Road Assessments (page 220) Department 4320 Marion Oaks Recreation (page 330) Department 8100 Silver Springs Shores Recreation Facility (page 339) Department 8110 Silver Springs Shores Street Lighting (page 343) Department 8200 Hills of Ocala Recreation (page 350) and Department 4930 Marion Oaks MSTU for General Services (page 476) ACA Bouyounes was also present
Ms Darnell stated Department 4155 MSTUAssessments budget found on page 135 is pretty straight forward and proposes the elimination of 3 Staff Assistant positions and create 2 new Assessment Specialists positions as previously discussed She noted the Community Services Department has taken over the low income assistance program which was also previously discussed The MSTU Department also handles postage for 30 or so County Departments and that responsibility will be shared between the Administrative Staff Assistant and the Assessment Specialist I position An Advisory Board seminar will be held in November of 2015 for new members
The MSTU is fully staffed at this time with 3 Project Coordinators Pete Hodges
Page 550 Book U
July 14 2015
who has been with the County for over 10 years Richard McClean who was previously with the OCE Stormwater Division and the 3rd Project Coordinator was brought on board and is new Marion County The department is a behind on projects and currently more than a dozen inspections which will responded to as as they can now that they are fully staffed
Commissioner Bryant at 308 pm Ms stated department is working toward greatest level
they can The first new project petitions are out for Turning Hawk which are on August 212015
Chairman McClain inquired as to the number projects MSTU is currently working on have out or are in construction Ms Darnell she not have
number in front of her but noted the department has more than a requests that they are now inspecting and preparing estimates for which not include ongoing and Municipal Service Unit (MSBU) projects noted that petitions for Turning Hawk are out right now and everything is in and they know Hgt they stand final public hearings are scheduled week Silver Springs
is a maintenance project will be brought to the Board A Change (CO) was recently approved for Marion Oaks to another 15 The Department is also getting ready to go to bid on Silver Springs Shores which is a little more than 14 miles
Darnell Department 4156 MSTUAssessments which is low income assistance program and can be found on page 1 is proposing to
that budget from $25000 to $20000 and will be going the Community Services Department noted 29 applications have been received so far this but the deadline is not until August 28 2015 year $25000 was budgeted $18000 was used
Chairman McClain asked if this budget will continue leaving Department 4156 with or move it Community at some point in the Mr Kauffman stated
is agreeable moving the budget to Community Services Chairman McClain advised that this budget will not next r
Ms Darnell Department 4600 Road Assessments found on page noting that number came way down this year from what it was last but upon review of list of it was realized that many of them had already failed petition one of which was handled privately through a homeowners association (HOA) list was pared down what might happen however it is anticipated that number will due to amount of inspection requests
Darnell Department 4320 Marion Oaks and can found on page 330 noted that Mr Tomich presented them with a financial forecast
shows they are in good until 2018 Ms Darnell commented on the improvements playground improvements possible parking expansion resealing of the courtyard basketball courts and a storage building) which the Advisory Board is exploring A conceptual drawing a proposed park was prepared by DirectorLandscape Architect Jim Couillard where that goes remains to be seen as it has a lot to do with property values and collections
Commissioner Zalak if the improvements is just money that has not yet been allocated to a Ms Darnell stated that is correct
Ms Darnell this department has 1 vacancy for a part-time Recreation Aide interviews have conducted but they have secure for the primarily due to drug testing
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July 14 2015
Chairman McClain inquired as to line item 564101 Machinery and Equipment for a golf cart in the amount of $8000 (page 332) Marion Oaks Building amp Ground Supervisor David Pierce stated it is an estimated costs for a motorized golf cart instead of an electric one which is about $1500 more than the traditional golf carts
Ms Darnell along with Chairman C J Hagins Silver Springs Shores Special Tax District Advisory Council appeared to address Department 8100 Silver Springs Shores Recreation Facility which can be found on page 339 Approximately 50 of the staff is retirement eligible The facility is aging and needs some attention It was recently learned that the Youth Center restrooms will require upgrades to become compliant IVIs Darnell noted they have met with Facilities Management Director Andy Race who suggested that the work itself will be about $25000 and an architect will be needed which will cost approximately $25000 so they are guesstimating the cost to be around $50000 Problems exist with the Youth Center pool deck that is settling and the parking lot is crumbling and is in bad condition The advisory board is leaning toward adding some computer labs in both the Community Center and Youth Center surplus computers that were upgraded this year can be used She advised that she met with IT to obtain cost estimates and opined that both can be done for about $5000
Ms Darnell noted this department has 3 vacancies the office is currently staffed by a Spherion Staffing Services person (temporary person) and a Recreation Aide is out with an injury as well as upcoming vacations She advised that she may also be monitoring at the pool this weekend Risk Management recommends certified lifeguards at the pools Silver Springs Shores has 3 swimming pools and national standards require 1 lifeguard per 50 occupants The swimming pools are currently operated with no lifeguards on duty and signage states that fact pool monitors are simply there to monitor as they are not certified Red Cross Lifeguards Staff has been used as monitors however some are not comfortable watching 50 people and feel they can only handle 25 Ms Darnell stated it has been her goal to keep all 3 pools operational and open on the weekends
Ms Darnell stated she would like to bring forth an Agenda Item in the near future to downgrade the Youth Recreation Specialist position (page 341) to a Recreation Leader II position which is more in line with the Parks amp Recreation Department this position can train up to become a Recreation Manager in the succession plan She further commented on reclassifying the General Maintenance TechLifeguard by splitting the position to a Building and Grounds Technician which will then free them up to add another part-time seasonal certified lifeguard With 3 lifeguards during the summer months it will allow for 1 full time lifeguard to work year round at the heated pool and the summer pools can be staffed with seasonal lifeguards
Ms Darnell advised that she spoke with Mr Couillard about partnering with the Parks amp Recreation Department and bringing some programs to the Youth Center She stated the Youth Director recently resigned and took a position at The Villages noting there are lots of openings
Commissioner Zalak inquired as to what the recommendation is at this point Ms Darnell opined that there could be a benefit to the citizens of Silver Springs Shores if the Community Center and swimming pools were under the Parks amp Recreation Department simply because it is a recreation facility however she does not know if they are considering this idea but there is a need for partnering
Commissioner Moore commented on the library in Silver Springs Shores Mr Hagins advised that he attended the residents meeting last night and noted one group is
Page 552 Book U
July 14 2015
generally the idea the Youth He stated are going move forward with getting in the Youth as well as the Community Center Commissioner Moore if books will moved into the Youth Center Mr Hagins it is possible Ms Darnell advised that there is a Library in the Community however children are not allowed
Commissioner Bryant commented on having Parks amp Recreation taking this over and inquired if it would still fall MSTU as as funding Mr Bouyounes noted positions from MSTU will to that facility guidance management will the Parks amp Department instead of the MSTU Department if that is direction the Board wants to go Ms Darnel stated it may be something to explore in a workshop at a later
General discussion ensued Commissioner Zalak opined that Ms Darnell to get with the Director
to figure out how to make some those mechanical pieces work they [Parks] already expertise on it is to recruit people over the summer makes no sense MSTU and manage element He recommended bring back a proposal as to how to transition working with advisory council
Chairman McClain commented on the staff positions just addressed noting the budget number staff will have to change Ms Darnell concurred and that she will bring those numbers forward in an Agenda Item the pay 13 position will be downgraded which will up funding for the seasonal position
the Maintenance TechnicianLifeguard would with no pay change as it will still be a pay 5 She budget will be minimal
Commissioner Zalak suggested staff meet with Parks Department and aHow them to look this over as well noting they may need with the Parks classifications in the transition than what is here today It was the general consensus of the Board to concur Mr Bouyounes opined that if this is on the 4 2015 Agenda and approved by the then it can in the Chairman McClain it can be included the budget with the change made
Commissioner Bryant noted Department 811 Silver Springs Street Lighting found on page 343 contains only 1 line item
Ms Darnell addressed Department 8200 Hills of Ocala Recreation which is a community park (passive park) with a meeting facility and can be found on 350 The advisory board is looking to their tennis They wanted to purchase some toddler playground equipment but are with the so they are looking new fiber around existing playground as well as replacing some benches and do some minimal other than that this budget has not The facility is currently rented by a church that has some property on CR 484 where they will building a facility so some of the rental income will be lost in future There does not seem to be any room for expansion on collections as it is pretty much a passive
Ms Darnell along with Advisory Board Chairman Levengood 4930 Marion MSTU for which can
Darnell advised Department experienced a high turnover rate currently has 4 She stated would like to bring forth an agenda item to eliminate a part-time Maintenance nician position reclassify
Book U 553
July 14 2015
Maintenance Mechanic a Medium Equipment position in staff to all maintenance responsibilities of the (page 477)
there has not been much discussion they would also like to going from 4 1 hour days to 58-hour days Currently are 2 crews one is working Monday through Thursday and is working Tuesday through Friday Going 58-hour days would not require having Supervisor staff for 2 different crews as 1 Supervisor could be Monday thru Friday Ms Darnell stated will have to speak to the HR Director about this change to see if this will be a more way to those crews
employees involved another is Marion Services
Board is asking for a salary increase for Superintendent Sloan in the amount of $3934 this is not a reclassification but a 95 request based on fact that they took over maintenance of waterfall 2 years and Ms Sloan 17 years of service with the County In response to Commissioner Bryant Ms Darnell advised that the increase is not included in the budget
In response to Commissioner Ms Levengood to the d of advisory board and stated is to in the operation of
make recommendations capital expenditures staffing and
expansions She that from the first budget that Marion Oaks Advisory Board originally prepared in March to the one the is looking at $300000 was cut from the budget and considerably lowered noting they are not yet done As Ms Darnell stated the advisory board recommended moving a part-time employee to a vacant full time position delete the part-time position which resu another savings of approximately $16000 The advisory board is also recommending reclassification of a position for the waterfall which will provide savings of $9500 total over approximately $25500 from what is before the today
Ms Levengood noted that Ms Sloan has been with Marion Oaks Services MSTU almost 18 years and is too humble to ask for a raise The number workers has from 4 to 9 as well as the amount of equipment with 90 the equipment maintenance being done Transportation assumed maintenance of Units 9 6A 6B 11 and 12 along with the other 7 Units Ms Sloan maintains for a total of about 350 which is an 118 miles just in last few years With BCC approval the board has added the waterfall which Ms Sloan also oversees
of of responsibility by Marion Oaks MSTU General Services and facts they are the raise in to the for the position be for Ms Sloan who is an exemplary that and beyond on a daily
Chairman McClain inquired if position should reclassified in order provide a raise for Ms In response to Commissioner Zalak Ms Darnell stated the pay increase was not included in the budget because she was advised to bring it to the workshop
Zalak noted it is somewhat confusing as Board Policy that adviSOry boards are not to direction employees or playa role in personnel nltgtT stated the two are different Policy is for advisory members not to direction to as to what to or not do on a day-to-day however part of their duties is to a budget and present
Page 554 Book U
July 14 2015
it to the BCC stated advisory board has every right to present a recommendation to the BCC
discussion Chairman McClain stated the Board should give them some direction as to whether
or not the position should reclassified or advise if this is okay for the advisory board to do this going forward
Mr Tomich advised that as far as is concerned it not really deal with individual employees but a time where the rd will determine recommendations that a given of position or position responsibility is appropriate to the job When the discussion turns to performance an individual in a position or whether that person doing something that is over and the of that it a matter of personnel or looking at the position itself He expressed concern with trying to do employee reviews and salary adjustments for performance as part of budget process
Chairman McClain of whether the Board considers pay adjustments during the budget mid-year or it is normally through a reclassification because more responsibility has generally been taken on by an employee It was noted that Ms Levengood Ms Sloan has certainly taken on more responsibility The BCC would prefer to consider salary adjustments as a reclassification He this is a preliminary budget workshop and suggested advisory board work with Ms Darnell
In response to Chairman McClain Mr Bouyounes noted the has a Superintendent which may be a little different in responsibilities commented on the need to capture all responsibilities addressed with HR to look job description and bring a recommendation to the BCC Chairman McClain stated tile Board would be more comfortable with a reclassification
Mr Tomicl1 stated not to specific to this issue but wanted to point out overall budget not quite $800000 in revenue and is relying on Fund Balance year He noted more than $450000 in is proposed and $400000 in operating expenditures so they will be looking at an adjustment in the assessment that area as soon as next to maintain this level of
o or~ discussion ensued Mr Bouyounes suggested bringing all those positions with a reclassification as
an agenda item for approval which will then be reflected in budget irman McClain stated jf want to do a reclassification of a position can go and
with HR present Board discussion Ms stated did not for a She advised that she does not
more positions noting the part-time employee was previously eliminated and she can work without that being changed to a full time employee Ms Darnell the position is still in budget even though it has not been filled or being advertised Chairman McClain asked if this is the General Maintenance Technician position Ms Darnell concurred In response to Chairman McClain Ms Darnell stated the position is the budget however it is Ms Sloan clarified 3 positions are open that they will filling Ms Darnell that is noting another Maintenance Technician position is also open (vacant)
Chairman McClain directed staff get with and bring back a reclassification sometime during the budget process for discussion as it relates to the budget
Book U 555
July 14 2015
Commissioner questioned the deficit next year (FY 17-18) and the millage rate Mr Tomich stated it is a fixed parcel of $30 per lot which is a levy
this point of $798000 although that full amount will not be collected something less $800000 will be collected Commissioner Zalak questioned how much in reserves
is being used today Mr Tomich advised the Carry Forward is showing at $461000 and Reserves are $205000 and approximated that over $100000 in Reserves are being
In response to Commissioner Ms clarified that the parcel vary and is for mowing and lighting and $50 for residential
for commercial and $20 condominiums for road improvements stated does not have a copy of the Ordinance with her and that it not state a maximum Commissioner Zalak it is still a deficit of $100000
Mr Tomich opined that one of the first is to look realistically which vacancies are being maintained and delete positions if that is what it takes to balance the budget It was general consensus of Board to concur Mr Tomich noted that in 2014 the actual expenditures were $700000 If 2016 is going a whole lot different than 2014 they may need a more realistic budget that can show they can operate within current -
Chairman McClain reiterated that and the advisory board have work do He them to meet with HR to address the reclassification and bring a
recommendation back to the Board It was the consensus of the Board that are no further questions in
regard to MSTU Department Commissioner Bryant out at pm
======-== - Solid Waste Director Mike appeared to review departments proposed budget for 2015-16 for Department 4230 Solid Waste Disposal (page 582) Department Solid Waste Collection (page and Department Solid Waste Recycling (page 589) introduced Operations Manager
Starkey and Budget amp Administration Coordinator Ronald Crews (who remained 0011 in the audience) ACA Bouyounes was also present
Mr Sims that Solid Waste Department is made up 3 Divisions Department 4230 is Disposal Division which basically runs the Landfill the old landfills and transfer station operations as well as all of the facilities Department 4250 is the Collection Division which also contains Litter Control Enforcement and Department 4270 is the 18 Recycling that out and around the County He provided a recap of some of departments accomplishments in the last year as a slight increase of 133000 tons of disposal waste into landfill which is over 127000 received the previous year
Commissioner Bryant returned at 348 pm Mr Sims continued recapping accomplishments noting a slight in
customer counts utilizing the Baseline Landfill facility as well as Recycling Centers by over visits department also a County recycling of completed building Newton Recycling Center and remediation project by installing a closure cover and stormwater collection system on the landfill started Davis Landfill water line extension the public drinking water system noting there are other associated programs with project and they are now trying to acquire enough ROW to move that project forward Funding in the upcoming budget will with the
556 Book U
July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
Book U Page
July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
II
July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
Book U 561
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
July 14 2015
iIdggsectsectampQlli-ffi~lDr]Y - County Attorney Matthew Minter appeared to review the departments proposed budget FY 2015-16 31) He of the for 2 additional full equivalents noting the County Attorneys Office will utilize
old County Attorney Library to one new attorney one assistant Mr Minter referred to line item 544101 Rentals amp - Equipment in the amount $16000 noting the $2000 increase will cover the cost of a copy machine for the new attorney He addressed for an additional attorney due to the increased workload especially in relation to zoning building Mr Minter commented on savings to the County by handling as much of the process in-house as possible
In response to Commissioner Zalak Mr Minter opined that the addition another attorney will reduce the for outside He stated new attorney will also allow the County Attorneys Office the time to review and update County Ordinances
Chairman McClain thanked Mr Minter for the he provides BCC It was the general consensus of Board that are no further questions in
regard to County Attorney
There was a recess at 1 am The meeting reconvened at 1 am with all present
====~=t - Growth Director Martsolf to review departments proposed budget for FY 2015-16 for rrrncnT 2730 Planning
Zoning 103) and Department 3440 Code (page 1 Administrative Manager Suzanne DiPietro was also
Mr Martsolf that the department was able reduce its $170579 primarily as a of the reorganization plan which resulted in a $89600 personnel reductions were with the of 2 Enforcement that will replaced by a lower pay
000 was with the elimination of 1 new request referred to line item 101 Machinery and Equipment in the amount of $1 905 which will provide the department with 5 new laptops as well as a new noise meter
Mr Martsolf advised a decrease of $41180 in Enforcement abandoned and vacant property re-registry
In response to Commissioner Mr Martsolf advised Strategic Resource Manager Kevin Smith as well as Senior Planner Kimberleigh (Kim) Dinkins work
with Department of Environmental Protection (DEP) in regard to water planning projects for the County noted staff will holding one-on-ones with Commissioners to go over upcoming projects placed in a water planning document
It was general consensus of the Board that there are no further v to with regard the Growth budget
Development Executive Director Loretta Shaffer aPJ)eared to review departments proposed budget FY 2015-16 (page 280) She noted Tourist Development Council (TDC) approved proposed budget on May 14 201
Ms Shaffer the OcalaMarion County Visitors and Convention Bureau (VCB) team continues to more efficient fiscally responsible with collections noting to VCB bed tax collections are $900484 with an additional 3 months of
536 Book U
July 142015
collections remaining for FY 2014-1 Since 2012 the department has been operating a programmed plan to the fund balance to achieve the Strategic goals
that were forth by the and TOC for the organization Prior to the implementation of the Plan the fund totaled almost 2 pennies worth of bed tax collections which was banked and not utilized to further the mission of the organization The current plan fund balance use is and moving forward with the department operating on a revenueexpenditure
Ms Shaffer referred to line item 01 Contract - Other Misc in the amount of $1 686 which decreased by 100 from previous by removing the Outside Tourism Marketing line item in the amount of 100 However line does a Group Technological Platform line item in amount $20000 for website to develop a that allows operators wholesalers book travel with industry partners advised that line item 548101 Promotional Activities decreased by $18102 however it absorbed line item 582101 Aid to Private Organizations in the amount of $80000 This was in an effort allow the team to remain competitive in a paced RFP environment with a smaller in comparison to competing destinations The will still continue to bring all funding
uests to the for final approval per the recommendations made by the Ms stated Media Plan is budgeted $300000 which will come out of
the current budget and not use Carry Forward as in previous years is also funding in the amount of $34905 that will be provided to the County Parks
Department On May 14 2015 the directed remove as its own line item Promotions blend the amount into the overall sports funding line item that is currently at $115397 proposed change if approved by the BCC will the sports funding portion line item 101 Promotional Activities to $150302
Ms Shaffer noted there are no additional in the proposed budget stated VCB is once reflective achieving an integrated with all marketing
and sales initiatives to further advance tourism in OcalaMarion County Shaffer advised current revenues are $900484 for FY 2014-1 which is only $45552 from the end year goal with 3 months remaining in collections noting the total current roIE~CtE~a amount is $947036
In to Commissioner Zalak Ms Shaffer clarified that it was TOCs recommendation to blend for $34 for County and sports
line item 548101 Promotional Activities It was the general consensus of to concur
Commissioner Bryant advised that she staff prepare 2 different so that the Board could discuss departments direction in relation to the possibility of increasing tax noting County seen an in revenues as well as increased funding requests to the TOC expressed concern that the department will run into deficit spending which will force the County to cut back on some of its marketing Commissioner Bryant opined that marketing been working to draw visitors to Marion County through different sporting events eco-tourism
Ms presented a 3 page handout entitled TOC Approved Grant Expenditures 2014-2015 a 5 page handout entitled Proposed 3rd Penny Budget for Consideration a 5 handout entitled Proposed Budget for Consideration
a 6 page handout entitled Proposed 4th 6th Penny Budget for Consideration - Marketing a 6 handout entitled Proposed 4th 6th Penny Budget for Consideration
Book U Page
July 142015
- Both Bonded a 12 handout entitled Marion County Florida Visitors and Convention Bureau a 10 page handout entitled Impact Signature Event HISE Program and a small spiral bound document entitled Marion County Tourist Development (Tourism Fee)
Ms Shaffer noted the handouts reflect various options for increasing the current 2 Development Tax also known as the tax
Chairman McClain commented on the Return on Investment (ROI) for funding requests noting if the event does not require visitors to stay in a then the County
collect tax to fund events He opined it is the responsibility the BCC ensure the events funded heads in noting only half the people that Marion County stay night Chairman McClain stated if the department is looking for him to support an in the tax staff to provide information as to how each event will increase occupancy He questioned at what occupancy do hoteliers determine when they need to add on more rooms or build another hotel (eg
occupancy) Commissioner Bryant advised that any event the TDC awards funding to is based
on in beds and organization has to provide information showing it goal Chairman McClain opined that parameters to be set and goals to be
similar to requirements established for grants Commissioner Moore commented on a previous request for staff bring back
tangible tax data as it relates to bed tax Manager Chris Kirbas that in to Tangible Personal Property
Tax there are 3 codes that affect tourism 1) hotelsmotels 2) restaurants and 3) shopping facilities stated staff works with Property Appraisers to determine on the values of those properties how much money the County actually in levied Mr Kirbas advised the total value of TPP in Marion County for 2014 was $1 billion noting the total value for those 3 codes was just over $177000000 He the taxes levied hotelsmotels were $170142 restaurants $411034 and shopping was just over 4 million
Commissioner Moore requested staff provide the total tangible that would ICHIltn if the BCC approved the 3rd 4th and 6th Mr stated he will provide that information to Commissioner Moore
discussion ensued Chairman McClain stated there is more to the goal than increasing funds
noting there is an opportunity to create an investment matrix that will attract more events and incentivize private sector invest more money into projects
Commissioner concurred that a matrix needed to help the County achieve its goals
General discussion resumed Commissioner Bryant expressed concern that without the 3rd penny bed tax
department will able to fund some of events that proven to put heads in beds in the past
In response to Commissioner Ms advised that out of $586000 that will generated from the 3rd penny tax $400000 will be allocated specifically to high impact signature events (H $100000 will be allocated into media plan and $86000 will back for Forward for FY 201 6 as recommended by Countys Fiscal She to the handout entitled High Impact Signature Event HISE Program Guidelines noting a HISE is defined as an event attracting
538 Book U
July 1 2015
national andor international audiences consecutively or as a collective of a high event To funding support as a HISE a separate application summary form proposal must be prepared as the competitive award cycle
In to Commissioner Zalak Sales and Operations Manager Sky Wheeler VCB stated approximately $150302 is proposed for sporting of which $125500 is already committed for the upcoming FY She noted that the Shows in the Sun (HITS) will coming forward with an itional request for which will over extend the current sports funding portion Promotional by approximately $25000
if County reallocated funds generated from a will the County obligated to pay the City of Ocalas portion of shared Ladies Professional Golfers Association (LPGA) Coates Golf Championship) Commissioner Bryant that is a question to be answered by the Legal department
General discussion ensued Chairman McClain questioned the VCB will have enough staff to manage
3rda $500000 in its budget Ms stated the for penny tax increase call for another employee however if the the 4th or penny there is a for an
Arnett commented on importance of building up reserves for future projects
Commissioner Zalak addressed the importance of working with the City of Ocala with regard to high impact signage)
It was the general consensus of the Board to direct staff to ule a workshop in order to a matrix for the 3rd funds as well as anticipated infrastructure
In to Commissioner Mr Tomich advised that typically the County is only allowed reserve up to 30 of Balance but is unsure whether there are any for Tourist Acts He primary concern is putting the to use in a timely fashion noting precludes local governments from stockpiling funds
Chairman McClain clarified it is the consensus of the Board to direct staff to schedule a workshop in August (after meeting on August 1 2015) to present information in form of a matrix on how the VCB will utilize the generated by the proposed penny bed tax to increase staying overnight during the off-season
bring back a matrix for 6th penny consider
with that is the County can only have a specific amount of
It was consensus of Board that there are no further questions in regard to the Tourist Development Department
There was a recess at 11 37 am The resumed at 1 pm with all present except
U Page 539
July 14 2015
has 5 he will BCC on projects department is budget is
A bid was on the Beltway uncn
hoped that the will be brought the Board on August 4 2015 which will put construction around the middle or end of August the northern is out to bid and will be open as of of next week and as discussed at the last BCC meeting the Horse Park turn will appear on the August 4 2015 The Agenda Item regarding the Park turn lanes will ress funding from Transportation Impact
District 4 if the budget is monies are in the Economic Development Incentive Grant (EDIG) Fund a budget will be done next to move that funding to the EDIG The Park turn
August 4 2015 Agenda for approval and will be added approved list of for next year The Park will be doing the design and obtaining the permit which they anticipate having everything ready by the end of this fiscal so it is possible that it can be out to bid in October for construction
Chairman McClain stated his understanding was that were going to look Capital Improvement Plan (CIP) or something as it to the Horse
noting Mr was going to what be money for the Park turn lanes was from Impact Fund Mr noted the 49th project was at the Board noting allocated for rights-of-way (ROW) acquisition At this point $300000 was taken from 49th Avenue but if the EDIG can used when the approves that budget then it will revert back He advised that mentioned 3 projects in the Transportation Improvement Plan that could and opined that 49th Avenue is the best option
Mr Bouyounes introduced Deputy County Engineers Atwell and Tracy who will review departments budget for 6 for Department Water Resources Department (page Department 41 Property amp Services (page 1 Department 4130 Construction 20 Gas Tax Department 4121 Transportation Department (page 212) Department 3390 Water Program Department (page 460)
Ms Straub advised that Department 2715 Water Department which has one employee is a General Fund and can be found on page 99 of the budget book
Commissioner Bryant returned 1 38 pm Ms Straub the budget as proposed is 235 years
and does contain the With lacoochee Regional Water Supply Authority (WRWSA) membership found in line item 554201 amp Membersh in the amount of $64116 and is a per capita assessment that changed from assessment value of $019 per capita but the amount has slightly
Commissioner Moore questioned line item 531109 Professional noting $53000 was spent and the proposed budget is in the amount of $78750 Ms Straub stated that is where the department been paying their water supply feasibility work they are under with Devo Consulting She noted money was moved in the line last year through amendments make that happen however that project is coming to a close
Mr Atwell addressed Department 4145 Property amp Engineering which has 2 employees is funded by the Fund and can be found on 133 No
Page 540 Book U
July 14 2015
significant changes have been made to Person Operating or for the FY 15-16 A decrease in spending is noted in the proposed budget of 1
Commissioner Moore questioned line item 531109 Professional Services which was $0 in 2014 but proposed budget is in amount Mr
that $1750 spent so year Mr stated the Services Contract Services items are used when dealing with
surplus properties or coming to the County where the department sometimes to care of them mowing taking care of buildings or improvements etc)
He noted funds are not always used but the money is there just in case arise Chairman McClain questioned where monies from foreclosed propertiesbank
are located in budget Mr stated those are treated as Revenue dollars offsets a portion In
McClain Mr by law have used to offset of Code noting their expenditures exceed that amount but it
is not specifically earmarked or set aside Mr Atwell addressed Department 4130 Construction-
has no employees is funded by the Gas Tax and can be found on fund road and traffic materials for County work forces
rnl~11 under this fund include limerock concrete sod striping materials light traffic signals
Atwell Department 4121 Department which is also Gas Tax and can found on proposed includes an
approximate decrease of 1 from the FY 14-15 Some of the significant personnel include a total 3 reclassifications change in job responsibilities at a
salary of $7182 as well as a new position with a salary of $31 due to increased workload which was during the planning workshop
Chairman McClain questioned the Transportation Contract Compliance position (page Mr Atwell position is involved with assembly
books processing as they are from the are also very with local program (LAP) which virtually has millions of dollars of aid and construction funds from the Florida Department of Transportation (FOOT) The position is also involved with audits field interviews opportunity documentations as required amount of material submitted to has significantly
since he started with County about 7 ago Ms Straub commented on the capital portion of the budget noting during the
planning session one of the key was the of the vehicle and replacement keep the staff equipment replaced a of $15 to $25 million year
in to keep a stable as well as keeping the equipment in operational condition The budget Board in the Capital line item 564101 Machinery and Equipment is proposed in amount of $13 million (page 218) however staff has worked with the Fleet Management Department and are now recommending further reduction to that budget of about $400000 by removing the Motor in the amount of $205183 and Widener in amount of $194931 In so doing additional monies need to to the repair contract line items In talking to
in mechanical such staff is looking to move $40000 into line item RepairsMaint - Management to cover additional repairs for those units and move the remainder slightly more than $360000 into line item
u 541
July 14 2015
01 Contract - Misc to toward contract work in particular focusing on the long line trimming efforts
In response to Chairman McClain Ms commented on long line tree trimming effort which is a big undertaking the department has further and further behind She more work is in this effort to keep it in a more routine fashion which will a lot to get caught up as they are far behind
General ensued Chairman McClain questioned what is included in line 534101 Ms stated that item the crossing
shredding for repeater installation ROW (for larger department cannot remove) as well as AITCgt
disposal (for oil grease and spill material) Chairman McClain inquired if the $360000 will be spent in next year
Ms Straub stated the amount will be as they will hit all quadrants Commissioner questioned the cost per mile Ms Straub stated did not know the per mile cost at time Mr Bouyounes noted the last time the long line trimming was done was over 2 He stated staff can provide that information to the Board
a later In Commissioner Ms Straub vendor looked each actual see the coverage they will take money
and accomplish as much as possible General discussion resumed Chairman McClain requested staff provide a report as to how much time money
and equipment is allocated to the long line trimming Ms Straub she did not have that number time but can report that information to the
General d resumed Commissioner Zalak Mr Bouyounes stated can provide a
amount of over the last five for long line trimming both and Commissioner if staff is
aware of what the Utilities (private utilities) will doing Mr Bouyounes that the Utilities did notify but it is a short however crews try avoid trimming along power lines and on other areas
General d continued Chairman McClain stated he was having a hard time giving the department another
$360000 when it is spending almost $2000000 on this work Mr Bouyounes the $360000 would go toward long line contract type work not
house tree trimming work Ms Straub noted that Marion County is a heavily treed county McClain that he will a decision today
Commissioner commented on compressed replacements where they will located Ms one of pickup trucks will Road Maintenance Supervisor (RMS) who is assigned to North but regularly runs to Fleet and the main headquarters Mr Atwell stated 2 CNG trucks will go the Engineering and Traffic 1 truck will be for the Traffic Supervisor and the other truck is for the ROW Inspector Also a replacement sign truck for Traffic will be a CNG truck Mr Bouyounes noted employees put a lot of miles on the as they drive throughout the County_
inquired if any vehicles at can be replaced CNG and the vehicles in other areas that are not near a
fueling station Mr Bouyounes stated will have to work with explore
542 Book U
July 14 15
idea Mr Kauffman questioned whether the Board wanted Ms Olsen to address the 2 Chairman McClain stated there was no to ress the this time
noting he may a question in general to RFPs Chairman McClain the $359000 is an enhancement the budget versus
what has occurred over last years as it to trimming He advised that is having with putting dollars into the budget however may be some opportunities exist that staff has not fully explored (eg working with power companies to costs) Mr Bouyounes stated staff can look at as the money will remain in fund balance Chairman McClain concurred
Commissioner Zalak inquired if can also provide information as to how far behind the long line trimming is and exactly what that $360000 can do when they bring back the report as requested earlier Mr Bouyounes stated in general the Transportation Departmentffransportation Maintenance Fund is not short on work in field as there are many maintenance that need to taken care stated will check on the trimming bring back some recommendations so Board can see where they have been and what they have so far and if there are any other opportunities with power companies then can bring forward a comprehensive plan
Chairman McClain staff to go ahead and the 2 vehicles out and switch around the budget In response to Mr Bouyounes Chairman McClain stated he is okay with moving the $40000 clarified that he is to doing what staff asked Mr Tomich stated to specific 2 vehicles been eliminated with $40000 for
Management about $360000 in Chairman McClain stated the 000 will go into their Contract Services budget Chairman McClain if there is a higher priority where this money can be
Mr Bouyounes commented on the major issues the department with on a regular basis as drainage pothole patching shoulder widening care of side of the and trimming
Commissioner Zalak commented on making sure is enough money in the material supply side (Iimerock) when doing contracted grading maintenance to crown dirt Mr Bouyounes stated it is part of the 20 Gas Tax budget as earlier by Mr Atwell In response Commissioner Zalak Mr Bouyounes every time they grade they are making improvements noting there are over 400 miles of dirt
to deal with but only about are on a routine Ms Straub stated graded roads cost about $700000 $800000 year and time material is added more money is on those dirt roads which is a significant portion of budget for such a small number of roads as compared to overall road network Commissioner Zalak questioned if County is fixing the problem noting some dirt roads better than others
General discussion Ms add Department 3390 Stormwater Program Department which
is funded and can found on 460 Staff is recommending one personnel change add a temporary seasonal employee a Summer I The budget is strategic plan focused the department really tries to concentrate its efforts on the maintenance installers which is under Capital Outlay (page 463) item 563101 Improvements Other than Buildings in the amount of $5888445 Continued efforts to reconstruct and remediate stormwater systems for both water quality
Book U Page 543
July 14 2015
and quantity can seen under line item big are identified in the Stormwater Improvement Plan (SIP) that comes before the each Also as a result of watershed management program the department a Capital Projects Privatization (CPPR) which all of to be worked on (from maintenance to capital) and is a living document that staff continues to assess watershed by watershed reprioritize based off its findings and as new findings which built into 5-Year The other item is the public education plan which staff will bringing to Board in September or early October 201
Chairman McClain noted that a little more money was to be budgeted under item 563101 and questioned if staff is on track to continue to spend this kind of money
in that budget over the next several years Ms Straub that Stormwater Engineer Gail Mowry has an excellent job at laying out a plan She opined that department will hit the $5000000 mark this year from the budget much of which is capital work and they are aiming to grow that (by projects not money) and year
Chairman McClain to Stormwater Improvement projects in the amount of $3122880 and questioned how many are included in that Ms Straub it is miscellaneous projects which includes anything from swales digging a retention pond She commented on a project list this that shows construction costs that range from $10000 to $500000 In response to Chairman McClain Mr Bouyounes the items are identified in the SI
Chairman McClain if the County is due for any big map updates in future Ms Straub in to mapping staff is in the midst of doing a Emergency Management Agency (FEMA) update right now and are waiting on Staff wants to address City of changes believes that FEMA wants to wait to include that information before moving forward they do not want to have it as an amendment but actually want to incorporate it into update County staff been told anywhere from AugustSeptember to of the
Chairman McClain commented on the Countys watershed management asked if it is something is doing on a regular basis or on 4 to 5 year life cycles that
updating Ms Straub advised that all the big watersheds are being out and at maintenance maintenance are small most of that work will done
Chairman McClain if once the maps are done is it just a of keeping them updated Stormwater Engineer Mowry stated that is correct noting the Watershed Management Program is done in to all of modeling so for the most part every watershed has a 100 year model event for then staff moves into water quality portion and the capital projects reports all of which was brought in internally Staff basically has a long range to do and incorporate into the 5-Year Staff is not doing any more Flood Insurance Rate Maps (FIRM) than the 2015 ones they are currently doing
Commissioner questioned line 552108 Operating Supplies in the amount of $17625 (page 460) Ms Straub stated and control supplies which include silt fencing and mulch as well as office supplies such as DVDs memory sticks for the camera field log books flagging stakes and water quality sampling equipment are purchased from this line item Commissioner Zalak asked if the big drivers are fencing and mulch outside office supplies Ms stated the erosionsediment control is big ticket item which runs $15000 and the sampling equipment is $1275
Commissioner Zalak questioned line item 1 Training Education in the
Page 544 Book U
July 14 2015
amount of Ms Straub advised that a slight change is Training and as the has not kept up with a items and is of online Computer-Aided Design training which 000 FOOT is no longer doing some classes for so the department is now having to pay some of items The remainder is for the continuing education that has been consistent In response to Commissioner Zalak Ms Straub that the department looks to 1 person CAD certified Ms Mowry stated there are 7 CAD users in the group and the on training course is $1 for 5 peoplepositions noted they can potentially downsize and use numbers with multiple people however the Geographical Information Systems person is supposed to cross-trained to sometime this year
projects on in the amount of by the end of Ms Mowry stated
Ms Straub stated the will not be finished construction bythe end however funds are allocated and a contractor is brought on board but
construction can be carried on into fall Ms Mowry clarified the bulk of projects on the list are currently in design or will be coming before the at the first meeting in August (August 42015)
discussion ensued to Chairman Mr Kirbas stated purchases to
date is $180505 in regard line item 561101 Chairman McClain asked if will be OU(la9tea forward in Ms Straub stated earmark that is IfI~nI1 noting Ms Mowry ROW Manager Shawn Hubbuck of upcoming
Zalak commented on the monster water pipe by Silver Springs and inquired as what the red light means Ms Straub stated it means the pump station is not properly working Ms Mowry advised that for some reason that pump station seems to be very susceptible to lightening it was thought to during this last repair however light still triggers on a fairly basis She that if the red light is on the pump is turned off Ms stated the pump is working but chambers are collecting sediment Ms Mowry concurred clarified that pump is water on other but chambers are still collecting In response Commissioner Zalak advised that FOOT is taking care of the pump station
Commissioner Zaiak inquired as to what will happen to pumping station when the road is widened Mr Bouyounes the 4-lane project was considered during the design of the pump station which will not be impacted by the improvement noted the will occur on the north side of the pump station
Commissioner Zalak questioned line item 525101 Unemployment Compensation in the amount of $3000 Mr Bouyounes this is an item that has no value in budget and it is unknown as when it is neE~aE~a
It was general consensus the that are no further issues to discuss with the County budgets
BudgetsUtilities - Marion County Utilities (MCU) Director Flip Mellinger appeared to review proposed FY 201 6 budgets for Department 7130 Utilities - Customer Service (page 594) Department 40 Utilities - Water Operations (page 598) Department 71 Utilities - Water Maintenance (page 601) Department 7150 Utilities
Book U Page
July 14 2015
Wastewater (page 604) 7155 Utilities Wastewater Maintenance (page and Department 7160 UtHities shy Engineering Construction (page 610) ACA was also present
Commissioner Zalak noted the Unemployment Compensation is to in line 526101 as Other Employment in the amount of $5665 (page
594) Mr Mellinger this is an item that is required by the Clerks Finance Director John Garri that OPEB is by the Governmental Accounting Standards Board calculate noting an Actuary is hired to calculate
value as it on overall financial unfortunately Enterprise it has to be the fund is basically of the health
insurance that the County provides to a reduced group is referred to as the implicit rate Although the County is essentially not fund say there is a subsidy that the Board provides the by allowing them to their health insurance at the group The County was required to calculate that value and start recording it on the statement a couple of years ago He noted the pension one will be coming up and will be booked as an expense For governmental funds that will be entity wide level and will not affect the budget however it will
the funds Mr Mellinger addressed MCUs as presented to
demonstrate and is about $87500 than last year without considering and debt When considering and debt budget it is
considerably less year because funds have been previously allocated to capital projects and expended project funds will be carried over into the About $19000000 is currently in the CIP and allocated toward projects and as the year rolls on those funds will draw down on payment to contractors and the balance will be carried forward on active
The budget a reclassification a Assistant I to a Assistant II (page 596) as it is a continuous revolving Commissioner questioned the overall turnover Mr Mellinger stated in 4 years MCU an overall turnover rate of 46 is quite high
The proposed includes replacing 10 of MCUs 72 vehicle at a cost of about $382000 $385000 was to purchase a Vac-Con Truck so no pickup trucks were replaced cycle has to be started as no pickup trucks been replaced
2007 MCU intends to spend about $400000 per year Also 9 computers are included in the have been by Information Technology (IT) as needing to be An additional $69 million (approximately) is planned for capital
the which are mains that will run from Golden Ocala to 200 and to the Oak Run collection system MCU to begin the design for of the Marion Regional Water facility The pressure for future projects including alternative water supply development drives
need for another rate increase in 2016 Mr Mellinger he had several proposals he would like to talk to the Board
about and inquired if are any questions Chairman McClain commented on operating budget for and wastewater
to line 534101 Contract Other - Misc of approximately $350000 questioned if those funds are meter reading Mr Mellinger concurred
noting that is down and by this fiscal should be out of the meter reading as pretty much everything has been over to automatic
546 Book U
5
In
July 14
meter which will allow 1 1 vehicle to go around and all of the MCU use have a dump station for vac-con when they were hauling grease and stuff that out of lift stations but since had to stop their use landfill or even haulers will not haul MCU is not able to properly dry material which is not authorized for transport MCU is now hiring American Pipe and Tank to come and pick stuff up or they dump the vac-cons their location which that cost quite a bit this year
Chairman McClain commented on Department 7155 Utilities shyMaintenance line item 534101 Contract - Other shy$161396 (page and questioned how much of is meter reading Mr Mellinger stated none of line item is for meter reading hauling MCU is Solid Waste to haul the the drying wastewater plant item
Misc in the amount
that it is all dumping
commented on 71 Utilities - Customer budget line 101 Contract Serv - Other in the amount of $208773 594) and if this is all meter reading Mr Mellinger stated it is not noting this line item cleaning contract bill printing service certified document shredding etc McClain inquired as to where the reading is in the budget Mr Mellinger reading is currently in 7130 although the cost has reduced money remained in the budget to continue the services for turn onoff since it is than doing so in-house Chairman McClain clarified that the reduction will continue to 7130 budget Mr Mellinger meter reading will remain in the Department 71 budget
Chairman McClain questioned if the treatment plant is Marion Oaks Mr Mellinger
CIP
would eventually per day (mgd) facility when
water reclamation plant is for Marion MCU knew that the Marion to be facility will be a 9 million it is built out which is much larger than Oak Run
Commissioner requested review of Mr Mellinger stated that is part of the noting need to address going for a bond in 16 to take on the debt MCU needs to pay for Marion Oaks Water Reclamation which will also include some improvements to the collection system at CR 484 and 1-75 He noted they have reached a point this has to be addressed as are a lot of entities talking to MCU about The existing infrastructure can handle some more flow but it will not handle all Mr Meflinger stated there is no 1 project that is large enough to take on the cost of infrastructure improvement that is Basically MCU nonc
to install a new main from CR 484 run south along to the nearest point of intersect with and into the lift SummerGlen project can $1000000 There is for anyone entity to pay for to put the money out will later be recuperated in capital to Chairman McClain Mr Mellinger stated an 8-inch main is currently 1-75 which collects (Le all of those motels restaurants etc) noting it still has some capacity but not enough to handle the numbers being proposed to MCU
General discussion ensued to Chairman McClain Mr Mellinger advised that the Bond will
neighborhood of $15000000 $16000000 He stated he would like of a 714 customer system which is 1 of 3
Book U 1 Page 547
July 14 5
owned by Mr deMenzes and is on southeast corner of the City and wraps across the road from MCUs South A purchase price of
$18 million and change has been negotiated that system MCU had Burton amp perform the financial analysis on which will not have any impact
on MCU as the majority of customers aU the way up 14000 gallons per month will see about a $3 month increase by coming to the MCU once above the 14000 gallons per month it is less than a $10 increase up to 20000 gallons and once above 20000 gallons their $539 increment kicks in and start feeling it He noted this
one of the issues Mr deMenzes has with over the past in that he does not rate structure however he one approved that goes into
10000 gallons that will be raised by $050 In response to Chairman McClain stated the purchase price is $1
McClain clarified that of will be to purchase the system lt1ltgt1011 MCU will pay out of Capital currently on hand
that back into Capital Mr Mellinger addressed the high
Mechanics noting this year the Utility turnover Field Mechanics The turnover for 3 He asked that Human for pOSitions and find out where they are people are leaving for more money Mr Mellinger requested permission use up to $75000 of the $87000 in savings this help adjust those salaries to hopefully some of the turnover
Commissioner Zalak inquired if the $87000 savings is all operational Mr Mellinger concurred Commissioner Zalak d staff to bring back a salary study
see if all of the $75000 needs to be spent Chairman McClain directed staff to cond survey noting the Board would like to have the opportunity to discuss the
Mr Mellinger concurred McClain advised that it is the Board at least explore what
475 and 475A noting some properties in that area will require the County will to figure out how to go under
side of opined that the County should it done while going out which will be worked out
Agreements noting will cover the ltgtvrlltgtn
00ltgt discussion ensued Commissioner Zalak questioned how of the Bond money will
Mellinger $12000000 will the Marion Oaks Water 101
which will start out as a 1 mgd facility at a cost of about $12 to Commissioner Zalak Mr Meliginer stated the facility needs
2017 noting the problem MCU has is that it a 220000 gallon plant at -VIYIJ
and flows need to be moved south I of building a plant at Golden right now MCU looked at where the best place to build a plant was and determined that Marion
is place Rather than spending $12000000 at Golden Ocala and another $12000000 at Marion Oaks that will be in 5 years MCU can go ahead spend the money down there and put $5000000 into a pipeline that will take from Ocala to Oak Run take Marion Oaks and SummerGlens flows of Oak Run put them back at the Marion This also gives MCU ability
Oak Run Marion vice-versa as well as run flows back Golden Ocala and MCU will want to
Book U
5 July 14
build a plant at Golden it is just the timing right now and the Marion Oaks plant is the better option of the effluent disposal opportunities even though Ocala has a commitment of 2000000 gallons of effluent that can be taken for golf course or whatever however it is unknown if Golden can get a consumptive use permit (CUP) for that amount however Golden Ocala a commitment for water that they have to on so that MCU can move flows away in to save money Eventually MCU may go and put in plant but they want
membrane that was built at Salt Springs to more comfortable with which a much smaller footprint it is believed that a
facility can be put that will be less General discussion In response to Zalak Mr Mellinger Trilogy is starting to build
homes which is driving MCU to do something now the Golden Ocala plant does not have enough capacity to take care of development Trilogy Mr Mellinger stated MCU has the Capital in its rate sufficiency analysis which is programed in so they knew they were going to to spend it they also revenues that would received and the capital will be returned with the charges it also the added customer that supports long term It will have a impact on MCUs without that northwest area In reply to Commissioner Mellinger advised that City Ocala is not a Wholesale Agreement
General Commissioner questioned how MCU is on bad debt Mr Mellinger they are still in the of making telephone and pleading with customers
as well as sending noting the customers are obviously cut off He noted the collection agencys success is not as great as one would think Mr Mellinger CTOlTtgtro
the success rate of collecting on bad debt is around 20 eventually reaches a point where it is written off advised that the County Attorney is currently reviewing proposals noting one proposal is to start placing a lien on property so that the debt can
recovered once is sold General
commented on MCU a charge even services are looking at a new some of those assumptions
are built in and from a policy standpoint if the County continue down that path or explore different opportunities He commented on bonding process and what the County has committed to as as a rate solidifies that so a choice cannot be Commissioner Zalak did not necessarily want to into a new Bond with the same presumptions if it can avoided Mr Bouyounes that the new Bond will assume what the County in the Ordinance Commissioner Zalak stated the Board should consider any to the Ordinance prior to bonding Mr Mellinger it may be a bank loan rather than a Bond Chairman McClain it is a good discussion to have at a later date Mr Mellinger commented on concerns by Burton amp in
to options General Mr Bouyounes if the Board wanted to the bonding at the next
strategic planning It was the general consensus of the Board to concur Mr Mellinger questioned if Board wanted a report from Burton amp Associates prior to the planning session Chairman McClain clarified that direction is that the Board wants explore this thought as it relates to the Bond Mr Mellinger suggested that he
Book U Page 549
July 14 2015
wait to see how fast he can get something from Burton amp Associates and then schedule a workshop Commissioner Zalak recommended that the Board look at the Ordinance and consider the options while they have the opportunity Mr Mellinger briefly commented on the base charge
Mr Garri commented on a legal issue in regard to the Reimbursement Resolution document which the Board will have to execute in order to take Bond proceeds if a bond is taken and reimburse prior expenses before the date of the Bond issue He clarified that MCU cannot start spending money now thinking it will get reimbursed unless a Reimbursement Resolution is in place which is something the County Attorney will have to prepare In response to Chairman McClain Mr Mellinger stated he understood what Mr Garri said as well as what the Board wants to discuss
Clerk Ellspermann requested an update from Mr Mellinger on returning deposits or hookup fees that is of concern to the Auditors Mr Mellinger stated he is aware that the Auditors are concerned about that money but it has not been the highest priority until this year He advised that he asked Customer Service amp Billing Manager Nancy Jarvis to drop everything and dedicate her time toward working on that list noting it is not an easy process Mr Mellinger gave his commitment that the task will be completed by the end of the calendar year December 31 2015 so that it hopefully will not go into next years audit
It was the general consensus of the Board that there are no further issues to discuss with regard to the MCUs budgets
Chairman McClain directed staff to take a comprehensive look at CR 484 purchase of the deMenzes system salary study and go ahead and start putting the timetable together for the Bond or bank loan Mr Mellinger noted that he shared the Rate Sufficiency Analysis with the Board this year
Commissioners Bryant and Moore out at 304 pm Chairman McClain advised that the Board will deviate from the schedule and
consider the MSTU budget next Commissioner Moore returned at 305 pm
BudgetsDistrictsSubdivisions - Municipal Service Taxing Unit (MSTU) Director Teresa Darnell appeared to review the departments proposed budget for FY 2015-16 for Department 4155 MSTUAssessments (page 135) Department 4156 MSTU Assessments - PA (public assistance) (page 137) Department 4600 Road Assessments (page 220) Department 4320 Marion Oaks Recreation (page 330) Department 8100 Silver Springs Shores Recreation Facility (page 339) Department 8110 Silver Springs Shores Street Lighting (page 343) Department 8200 Hills of Ocala Recreation (page 350) and Department 4930 Marion Oaks MSTU for General Services (page 476) ACA Bouyounes was also present
Ms Darnell stated Department 4155 MSTUAssessments budget found on page 135 is pretty straight forward and proposes the elimination of 3 Staff Assistant positions and create 2 new Assessment Specialists positions as previously discussed She noted the Community Services Department has taken over the low income assistance program which was also previously discussed The MSTU Department also handles postage for 30 or so County Departments and that responsibility will be shared between the Administrative Staff Assistant and the Assessment Specialist I position An Advisory Board seminar will be held in November of 2015 for new members
The MSTU is fully staffed at this time with 3 Project Coordinators Pete Hodges
Page 550 Book U
July 14 2015
who has been with the County for over 10 years Richard McClean who was previously with the OCE Stormwater Division and the 3rd Project Coordinator was brought on board and is new Marion County The department is a behind on projects and currently more than a dozen inspections which will responded to as as they can now that they are fully staffed
Commissioner Bryant at 308 pm Ms stated department is working toward greatest level
they can The first new project petitions are out for Turning Hawk which are on August 212015
Chairman McClain inquired as to the number projects MSTU is currently working on have out or are in construction Ms Darnell she not have
number in front of her but noted the department has more than a requests that they are now inspecting and preparing estimates for which not include ongoing and Municipal Service Unit (MSBU) projects noted that petitions for Turning Hawk are out right now and everything is in and they know Hgt they stand final public hearings are scheduled week Silver Springs
is a maintenance project will be brought to the Board A Change (CO) was recently approved for Marion Oaks to another 15 The Department is also getting ready to go to bid on Silver Springs Shores which is a little more than 14 miles
Darnell Department 4156 MSTUAssessments which is low income assistance program and can be found on page 1 is proposing to
that budget from $25000 to $20000 and will be going the Community Services Department noted 29 applications have been received so far this but the deadline is not until August 28 2015 year $25000 was budgeted $18000 was used
Chairman McClain asked if this budget will continue leaving Department 4156 with or move it Community at some point in the Mr Kauffman stated
is agreeable moving the budget to Community Services Chairman McClain advised that this budget will not next r
Ms Darnell Department 4600 Road Assessments found on page noting that number came way down this year from what it was last but upon review of list of it was realized that many of them had already failed petition one of which was handled privately through a homeowners association (HOA) list was pared down what might happen however it is anticipated that number will due to amount of inspection requests
Darnell Department 4320 Marion Oaks and can found on page 330 noted that Mr Tomich presented them with a financial forecast
shows they are in good until 2018 Ms Darnell commented on the improvements playground improvements possible parking expansion resealing of the courtyard basketball courts and a storage building) which the Advisory Board is exploring A conceptual drawing a proposed park was prepared by DirectorLandscape Architect Jim Couillard where that goes remains to be seen as it has a lot to do with property values and collections
Commissioner Zalak if the improvements is just money that has not yet been allocated to a Ms Darnell stated that is correct
Ms Darnell this department has 1 vacancy for a part-time Recreation Aide interviews have conducted but they have secure for the primarily due to drug testing
Book U Page
July 14 2015
Chairman McClain inquired as to line item 564101 Machinery and Equipment for a golf cart in the amount of $8000 (page 332) Marion Oaks Building amp Ground Supervisor David Pierce stated it is an estimated costs for a motorized golf cart instead of an electric one which is about $1500 more than the traditional golf carts
Ms Darnell along with Chairman C J Hagins Silver Springs Shores Special Tax District Advisory Council appeared to address Department 8100 Silver Springs Shores Recreation Facility which can be found on page 339 Approximately 50 of the staff is retirement eligible The facility is aging and needs some attention It was recently learned that the Youth Center restrooms will require upgrades to become compliant IVIs Darnell noted they have met with Facilities Management Director Andy Race who suggested that the work itself will be about $25000 and an architect will be needed which will cost approximately $25000 so they are guesstimating the cost to be around $50000 Problems exist with the Youth Center pool deck that is settling and the parking lot is crumbling and is in bad condition The advisory board is leaning toward adding some computer labs in both the Community Center and Youth Center surplus computers that were upgraded this year can be used She advised that she met with IT to obtain cost estimates and opined that both can be done for about $5000
Ms Darnell noted this department has 3 vacancies the office is currently staffed by a Spherion Staffing Services person (temporary person) and a Recreation Aide is out with an injury as well as upcoming vacations She advised that she may also be monitoring at the pool this weekend Risk Management recommends certified lifeguards at the pools Silver Springs Shores has 3 swimming pools and national standards require 1 lifeguard per 50 occupants The swimming pools are currently operated with no lifeguards on duty and signage states that fact pool monitors are simply there to monitor as they are not certified Red Cross Lifeguards Staff has been used as monitors however some are not comfortable watching 50 people and feel they can only handle 25 Ms Darnell stated it has been her goal to keep all 3 pools operational and open on the weekends
Ms Darnell stated she would like to bring forth an Agenda Item in the near future to downgrade the Youth Recreation Specialist position (page 341) to a Recreation Leader II position which is more in line with the Parks amp Recreation Department this position can train up to become a Recreation Manager in the succession plan She further commented on reclassifying the General Maintenance TechLifeguard by splitting the position to a Building and Grounds Technician which will then free them up to add another part-time seasonal certified lifeguard With 3 lifeguards during the summer months it will allow for 1 full time lifeguard to work year round at the heated pool and the summer pools can be staffed with seasonal lifeguards
Ms Darnell advised that she spoke with Mr Couillard about partnering with the Parks amp Recreation Department and bringing some programs to the Youth Center She stated the Youth Director recently resigned and took a position at The Villages noting there are lots of openings
Commissioner Zalak inquired as to what the recommendation is at this point Ms Darnell opined that there could be a benefit to the citizens of Silver Springs Shores if the Community Center and swimming pools were under the Parks amp Recreation Department simply because it is a recreation facility however she does not know if they are considering this idea but there is a need for partnering
Commissioner Moore commented on the library in Silver Springs Shores Mr Hagins advised that he attended the residents meeting last night and noted one group is
Page 552 Book U
July 14 2015
generally the idea the Youth He stated are going move forward with getting in the Youth as well as the Community Center Commissioner Moore if books will moved into the Youth Center Mr Hagins it is possible Ms Darnell advised that there is a Library in the Community however children are not allowed
Commissioner Bryant commented on having Parks amp Recreation taking this over and inquired if it would still fall MSTU as as funding Mr Bouyounes noted positions from MSTU will to that facility guidance management will the Parks amp Department instead of the MSTU Department if that is direction the Board wants to go Ms Darnel stated it may be something to explore in a workshop at a later
General discussion ensued Commissioner Zalak opined that Ms Darnell to get with the Director
to figure out how to make some those mechanical pieces work they [Parks] already expertise on it is to recruit people over the summer makes no sense MSTU and manage element He recommended bring back a proposal as to how to transition working with advisory council
Chairman McClain commented on the staff positions just addressed noting the budget number staff will have to change Ms Darnell concurred and that she will bring those numbers forward in an Agenda Item the pay 13 position will be downgraded which will up funding for the seasonal position
the Maintenance TechnicianLifeguard would with no pay change as it will still be a pay 5 She budget will be minimal
Commissioner Zalak suggested staff meet with Parks Department and aHow them to look this over as well noting they may need with the Parks classifications in the transition than what is here today It was the general consensus of the Board to concur Mr Bouyounes opined that if this is on the 4 2015 Agenda and approved by the then it can in the Chairman McClain it can be included the budget with the change made
Commissioner Bryant noted Department 811 Silver Springs Street Lighting found on page 343 contains only 1 line item
Ms Darnell addressed Department 8200 Hills of Ocala Recreation which is a community park (passive park) with a meeting facility and can be found on 350 The advisory board is looking to their tennis They wanted to purchase some toddler playground equipment but are with the so they are looking new fiber around existing playground as well as replacing some benches and do some minimal other than that this budget has not The facility is currently rented by a church that has some property on CR 484 where they will building a facility so some of the rental income will be lost in future There does not seem to be any room for expansion on collections as it is pretty much a passive
Ms Darnell along with Advisory Board Chairman Levengood 4930 Marion MSTU for which can
Darnell advised Department experienced a high turnover rate currently has 4 She stated would like to bring forth an agenda item to eliminate a part-time Maintenance nician position reclassify
Book U 553
July 14 2015
Maintenance Mechanic a Medium Equipment position in staff to all maintenance responsibilities of the (page 477)
there has not been much discussion they would also like to going from 4 1 hour days to 58-hour days Currently are 2 crews one is working Monday through Thursday and is working Tuesday through Friday Going 58-hour days would not require having Supervisor staff for 2 different crews as 1 Supervisor could be Monday thru Friday Ms Darnell stated will have to speak to the HR Director about this change to see if this will be a more way to those crews
employees involved another is Marion Services
Board is asking for a salary increase for Superintendent Sloan in the amount of $3934 this is not a reclassification but a 95 request based on fact that they took over maintenance of waterfall 2 years and Ms Sloan 17 years of service with the County In response to Commissioner Bryant Ms Darnell advised that the increase is not included in the budget
In response to Commissioner Ms Levengood to the d of advisory board and stated is to in the operation of
make recommendations capital expenditures staffing and
expansions She that from the first budget that Marion Oaks Advisory Board originally prepared in March to the one the is looking at $300000 was cut from the budget and considerably lowered noting they are not yet done As Ms Darnell stated the advisory board recommended moving a part-time employee to a vacant full time position delete the part-time position which resu another savings of approximately $16000 The advisory board is also recommending reclassification of a position for the waterfall which will provide savings of $9500 total over approximately $25500 from what is before the today
Ms Levengood noted that Ms Sloan has been with Marion Oaks Services MSTU almost 18 years and is too humble to ask for a raise The number workers has from 4 to 9 as well as the amount of equipment with 90 the equipment maintenance being done Transportation assumed maintenance of Units 9 6A 6B 11 and 12 along with the other 7 Units Ms Sloan maintains for a total of about 350 which is an 118 miles just in last few years With BCC approval the board has added the waterfall which Ms Sloan also oversees
of of responsibility by Marion Oaks MSTU General Services and facts they are the raise in to the for the position be for Ms Sloan who is an exemplary that and beyond on a daily
Chairman McClain inquired if position should reclassified in order provide a raise for Ms In response to Commissioner Zalak Ms Darnell stated the pay increase was not included in the budget because she was advised to bring it to the workshop
Zalak noted it is somewhat confusing as Board Policy that adviSOry boards are not to direction employees or playa role in personnel nltgtT stated the two are different Policy is for advisory members not to direction to as to what to or not do on a day-to-day however part of their duties is to a budget and present
Page 554 Book U
July 14 2015
it to the BCC stated advisory board has every right to present a recommendation to the BCC
discussion Chairman McClain stated the Board should give them some direction as to whether
or not the position should reclassified or advise if this is okay for the advisory board to do this going forward
Mr Tomich advised that as far as is concerned it not really deal with individual employees but a time where the rd will determine recommendations that a given of position or position responsibility is appropriate to the job When the discussion turns to performance an individual in a position or whether that person doing something that is over and the of that it a matter of personnel or looking at the position itself He expressed concern with trying to do employee reviews and salary adjustments for performance as part of budget process
Chairman McClain of whether the Board considers pay adjustments during the budget mid-year or it is normally through a reclassification because more responsibility has generally been taken on by an employee It was noted that Ms Levengood Ms Sloan has certainly taken on more responsibility The BCC would prefer to consider salary adjustments as a reclassification He this is a preliminary budget workshop and suggested advisory board work with Ms Darnell
In response to Chairman McClain Mr Bouyounes noted the has a Superintendent which may be a little different in responsibilities commented on the need to capture all responsibilities addressed with HR to look job description and bring a recommendation to the BCC Chairman McClain stated tile Board would be more comfortable with a reclassification
Mr Tomicl1 stated not to specific to this issue but wanted to point out overall budget not quite $800000 in revenue and is relying on Fund Balance year He noted more than $450000 in is proposed and $400000 in operating expenditures so they will be looking at an adjustment in the assessment that area as soon as next to maintain this level of
o or~ discussion ensued Mr Bouyounes suggested bringing all those positions with a reclassification as
an agenda item for approval which will then be reflected in budget irman McClain stated jf want to do a reclassification of a position can go and
with HR present Board discussion Ms stated did not for a She advised that she does not
more positions noting the part-time employee was previously eliminated and she can work without that being changed to a full time employee Ms Darnell the position is still in budget even though it has not been filled or being advertised Chairman McClain asked if this is the General Maintenance Technician position Ms Darnell concurred In response to Chairman McClain Ms Darnell stated the position is the budget however it is Ms Sloan clarified 3 positions are open that they will filling Ms Darnell that is noting another Maintenance Technician position is also open (vacant)
Chairman McClain directed staff get with and bring back a reclassification sometime during the budget process for discussion as it relates to the budget
Book U 555
July 14 2015
Commissioner questioned the deficit next year (FY 17-18) and the millage rate Mr Tomich stated it is a fixed parcel of $30 per lot which is a levy
this point of $798000 although that full amount will not be collected something less $800000 will be collected Commissioner Zalak questioned how much in reserves
is being used today Mr Tomich advised the Carry Forward is showing at $461000 and Reserves are $205000 and approximated that over $100000 in Reserves are being
In response to Commissioner Ms clarified that the parcel vary and is for mowing and lighting and $50 for residential
for commercial and $20 condominiums for road improvements stated does not have a copy of the Ordinance with her and that it not state a maximum Commissioner Zalak it is still a deficit of $100000
Mr Tomich opined that one of the first is to look realistically which vacancies are being maintained and delete positions if that is what it takes to balance the budget It was general consensus of Board to concur Mr Tomich noted that in 2014 the actual expenditures were $700000 If 2016 is going a whole lot different than 2014 they may need a more realistic budget that can show they can operate within current -
Chairman McClain reiterated that and the advisory board have work do He them to meet with HR to address the reclassification and bring a
recommendation back to the Board It was the consensus of the Board that are no further questions in
regard to MSTU Department Commissioner Bryant out at pm
======-== - Solid Waste Director Mike appeared to review departments proposed budget for 2015-16 for Department 4230 Solid Waste Disposal (page 582) Department Solid Waste Collection (page and Department Solid Waste Recycling (page 589) introduced Operations Manager
Starkey and Budget amp Administration Coordinator Ronald Crews (who remained 0011 in the audience) ACA Bouyounes was also present
Mr Sims that Solid Waste Department is made up 3 Divisions Department 4230 is Disposal Division which basically runs the Landfill the old landfills and transfer station operations as well as all of the facilities Department 4250 is the Collection Division which also contains Litter Control Enforcement and Department 4270 is the 18 Recycling that out and around the County He provided a recap of some of departments accomplishments in the last year as a slight increase of 133000 tons of disposal waste into landfill which is over 127000 received the previous year
Commissioner Bryant returned at 348 pm Mr Sims continued recapping accomplishments noting a slight in
customer counts utilizing the Baseline Landfill facility as well as Recycling Centers by over visits department also a County recycling of completed building Newton Recycling Center and remediation project by installing a closure cover and stormwater collection system on the landfill started Davis Landfill water line extension the public drinking water system noting there are other associated programs with project and they are now trying to acquire enough ROW to move that project forward Funding in the upcoming budget will with the
556 Book U
July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
Book U Page
July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
II
July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
Book U 561
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
July 142015
collections remaining for FY 2014-1 Since 2012 the department has been operating a programmed plan to the fund balance to achieve the Strategic goals
that were forth by the and TOC for the organization Prior to the implementation of the Plan the fund totaled almost 2 pennies worth of bed tax collections which was banked and not utilized to further the mission of the organization The current plan fund balance use is and moving forward with the department operating on a revenueexpenditure
Ms Shaffer referred to line item 01 Contract - Other Misc in the amount of $1 686 which decreased by 100 from previous by removing the Outside Tourism Marketing line item in the amount of 100 However line does a Group Technological Platform line item in amount $20000 for website to develop a that allows operators wholesalers book travel with industry partners advised that line item 548101 Promotional Activities decreased by $18102 however it absorbed line item 582101 Aid to Private Organizations in the amount of $80000 This was in an effort allow the team to remain competitive in a paced RFP environment with a smaller in comparison to competing destinations The will still continue to bring all funding
uests to the for final approval per the recommendations made by the Ms stated Media Plan is budgeted $300000 which will come out of
the current budget and not use Carry Forward as in previous years is also funding in the amount of $34905 that will be provided to the County Parks
Department On May 14 2015 the directed remove as its own line item Promotions blend the amount into the overall sports funding line item that is currently at $115397 proposed change if approved by the BCC will the sports funding portion line item 101 Promotional Activities to $150302
Ms Shaffer noted there are no additional in the proposed budget stated VCB is once reflective achieving an integrated with all marketing
and sales initiatives to further advance tourism in OcalaMarion County Shaffer advised current revenues are $900484 for FY 2014-1 which is only $45552 from the end year goal with 3 months remaining in collections noting the total current roIE~CtE~a amount is $947036
In to Commissioner Zalak Ms Shaffer clarified that it was TOCs recommendation to blend for $34 for County and sports
line item 548101 Promotional Activities It was the general consensus of to concur
Commissioner Bryant advised that she staff prepare 2 different so that the Board could discuss departments direction in relation to the possibility of increasing tax noting County seen an in revenues as well as increased funding requests to the TOC expressed concern that the department will run into deficit spending which will force the County to cut back on some of its marketing Commissioner Bryant opined that marketing been working to draw visitors to Marion County through different sporting events eco-tourism
Ms presented a 3 page handout entitled TOC Approved Grant Expenditures 2014-2015 a 5 page handout entitled Proposed 3rd Penny Budget for Consideration a 5 handout entitled Proposed Budget for Consideration
a 6 page handout entitled Proposed 4th 6th Penny Budget for Consideration - Marketing a 6 handout entitled Proposed 4th 6th Penny Budget for Consideration
Book U Page
July 142015
- Both Bonded a 12 handout entitled Marion County Florida Visitors and Convention Bureau a 10 page handout entitled Impact Signature Event HISE Program and a small spiral bound document entitled Marion County Tourist Development (Tourism Fee)
Ms Shaffer noted the handouts reflect various options for increasing the current 2 Development Tax also known as the tax
Chairman McClain commented on the Return on Investment (ROI) for funding requests noting if the event does not require visitors to stay in a then the County
collect tax to fund events He opined it is the responsibility the BCC ensure the events funded heads in noting only half the people that Marion County stay night Chairman McClain stated if the department is looking for him to support an in the tax staff to provide information as to how each event will increase occupancy He questioned at what occupancy do hoteliers determine when they need to add on more rooms or build another hotel (eg
occupancy) Commissioner Bryant advised that any event the TDC awards funding to is based
on in beds and organization has to provide information showing it goal Chairman McClain opined that parameters to be set and goals to be
similar to requirements established for grants Commissioner Moore commented on a previous request for staff bring back
tangible tax data as it relates to bed tax Manager Chris Kirbas that in to Tangible Personal Property
Tax there are 3 codes that affect tourism 1) hotelsmotels 2) restaurants and 3) shopping facilities stated staff works with Property Appraisers to determine on the values of those properties how much money the County actually in levied Mr Kirbas advised the total value of TPP in Marion County for 2014 was $1 billion noting the total value for those 3 codes was just over $177000000 He the taxes levied hotelsmotels were $170142 restaurants $411034 and shopping was just over 4 million
Commissioner Moore requested staff provide the total tangible that would ICHIltn if the BCC approved the 3rd 4th and 6th Mr stated he will provide that information to Commissioner Moore
discussion ensued Chairman McClain stated there is more to the goal than increasing funds
noting there is an opportunity to create an investment matrix that will attract more events and incentivize private sector invest more money into projects
Commissioner concurred that a matrix needed to help the County achieve its goals
General discussion resumed Commissioner Bryant expressed concern that without the 3rd penny bed tax
department will able to fund some of events that proven to put heads in beds in the past
In response to Commissioner Ms advised that out of $586000 that will generated from the 3rd penny tax $400000 will be allocated specifically to high impact signature events (H $100000 will be allocated into media plan and $86000 will back for Forward for FY 201 6 as recommended by Countys Fiscal She to the handout entitled High Impact Signature Event HISE Program Guidelines noting a HISE is defined as an event attracting
538 Book U
July 1 2015
national andor international audiences consecutively or as a collective of a high event To funding support as a HISE a separate application summary form proposal must be prepared as the competitive award cycle
In to Commissioner Zalak Sales and Operations Manager Sky Wheeler VCB stated approximately $150302 is proposed for sporting of which $125500 is already committed for the upcoming FY She noted that the Shows in the Sun (HITS) will coming forward with an itional request for which will over extend the current sports funding portion Promotional by approximately $25000
if County reallocated funds generated from a will the County obligated to pay the City of Ocalas portion of shared Ladies Professional Golfers Association (LPGA) Coates Golf Championship) Commissioner Bryant that is a question to be answered by the Legal department
General discussion ensued Chairman McClain questioned the VCB will have enough staff to manage
3rda $500000 in its budget Ms stated the for penny tax increase call for another employee however if the the 4th or penny there is a for an
Arnett commented on importance of building up reserves for future projects
Commissioner Zalak addressed the importance of working with the City of Ocala with regard to high impact signage)
It was the general consensus of the Board to direct staff to ule a workshop in order to a matrix for the 3rd funds as well as anticipated infrastructure
In to Commissioner Mr Tomich advised that typically the County is only allowed reserve up to 30 of Balance but is unsure whether there are any for Tourist Acts He primary concern is putting the to use in a timely fashion noting precludes local governments from stockpiling funds
Chairman McClain clarified it is the consensus of the Board to direct staff to schedule a workshop in August (after meeting on August 1 2015) to present information in form of a matrix on how the VCB will utilize the generated by the proposed penny bed tax to increase staying overnight during the off-season
bring back a matrix for 6th penny consider
with that is the County can only have a specific amount of
It was consensus of Board that there are no further questions in regard to the Tourist Development Department
There was a recess at 11 37 am The resumed at 1 pm with all present except
U Page 539
July 14 2015
has 5 he will BCC on projects department is budget is
A bid was on the Beltway uncn
hoped that the will be brought the Board on August 4 2015 which will put construction around the middle or end of August the northern is out to bid and will be open as of of next week and as discussed at the last BCC meeting the Horse Park turn will appear on the August 4 2015 The Agenda Item regarding the Park turn lanes will ress funding from Transportation Impact
District 4 if the budget is monies are in the Economic Development Incentive Grant (EDIG) Fund a budget will be done next to move that funding to the EDIG The Park turn
August 4 2015 Agenda for approval and will be added approved list of for next year The Park will be doing the design and obtaining the permit which they anticipate having everything ready by the end of this fiscal so it is possible that it can be out to bid in October for construction
Chairman McClain stated his understanding was that were going to look Capital Improvement Plan (CIP) or something as it to the Horse
noting Mr was going to what be money for the Park turn lanes was from Impact Fund Mr noted the 49th project was at the Board noting allocated for rights-of-way (ROW) acquisition At this point $300000 was taken from 49th Avenue but if the EDIG can used when the approves that budget then it will revert back He advised that mentioned 3 projects in the Transportation Improvement Plan that could and opined that 49th Avenue is the best option
Mr Bouyounes introduced Deputy County Engineers Atwell and Tracy who will review departments budget for 6 for Department Water Resources Department (page Department 41 Property amp Services (page 1 Department 4130 Construction 20 Gas Tax Department 4121 Transportation Department (page 212) Department 3390 Water Program Department (page 460)
Ms Straub advised that Department 2715 Water Department which has one employee is a General Fund and can be found on page 99 of the budget book
Commissioner Bryant returned 1 38 pm Ms Straub the budget as proposed is 235 years
and does contain the With lacoochee Regional Water Supply Authority (WRWSA) membership found in line item 554201 amp Membersh in the amount of $64116 and is a per capita assessment that changed from assessment value of $019 per capita but the amount has slightly
Commissioner Moore questioned line item 531109 Professional noting $53000 was spent and the proposed budget is in the amount of $78750 Ms Straub stated that is where the department been paying their water supply feasibility work they are under with Devo Consulting She noted money was moved in the line last year through amendments make that happen however that project is coming to a close
Mr Atwell addressed Department 4145 Property amp Engineering which has 2 employees is funded by the Fund and can be found on 133 No
Page 540 Book U
July 14 2015
significant changes have been made to Person Operating or for the FY 15-16 A decrease in spending is noted in the proposed budget of 1
Commissioner Moore questioned line item 531109 Professional Services which was $0 in 2014 but proposed budget is in amount Mr
that $1750 spent so year Mr stated the Services Contract Services items are used when dealing with
surplus properties or coming to the County where the department sometimes to care of them mowing taking care of buildings or improvements etc)
He noted funds are not always used but the money is there just in case arise Chairman McClain questioned where monies from foreclosed propertiesbank
are located in budget Mr stated those are treated as Revenue dollars offsets a portion In
McClain Mr by law have used to offset of Code noting their expenditures exceed that amount but it
is not specifically earmarked or set aside Mr Atwell addressed Department 4130 Construction-
has no employees is funded by the Gas Tax and can be found on fund road and traffic materials for County work forces
rnl~11 under this fund include limerock concrete sod striping materials light traffic signals
Atwell Department 4121 Department which is also Gas Tax and can found on proposed includes an
approximate decrease of 1 from the FY 14-15 Some of the significant personnel include a total 3 reclassifications change in job responsibilities at a
salary of $7182 as well as a new position with a salary of $31 due to increased workload which was during the planning workshop
Chairman McClain questioned the Transportation Contract Compliance position (page Mr Atwell position is involved with assembly
books processing as they are from the are also very with local program (LAP) which virtually has millions of dollars of aid and construction funds from the Florida Department of Transportation (FOOT) The position is also involved with audits field interviews opportunity documentations as required amount of material submitted to has significantly
since he started with County about 7 ago Ms Straub commented on the capital portion of the budget noting during the
planning session one of the key was the of the vehicle and replacement keep the staff equipment replaced a of $15 to $25 million year
in to keep a stable as well as keeping the equipment in operational condition The budget Board in the Capital line item 564101 Machinery and Equipment is proposed in amount of $13 million (page 218) however staff has worked with the Fleet Management Department and are now recommending further reduction to that budget of about $400000 by removing the Motor in the amount of $205183 and Widener in amount of $194931 In so doing additional monies need to to the repair contract line items In talking to
in mechanical such staff is looking to move $40000 into line item RepairsMaint - Management to cover additional repairs for those units and move the remainder slightly more than $360000 into line item
u 541
July 14 2015
01 Contract - Misc to toward contract work in particular focusing on the long line trimming efforts
In response to Chairman McClain Ms commented on long line tree trimming effort which is a big undertaking the department has further and further behind She more work is in this effort to keep it in a more routine fashion which will a lot to get caught up as they are far behind
General ensued Chairman McClain questioned what is included in line 534101 Ms stated that item the crossing
shredding for repeater installation ROW (for larger department cannot remove) as well as AITCgt
disposal (for oil grease and spill material) Chairman McClain inquired if the $360000 will be spent in next year
Ms Straub stated the amount will be as they will hit all quadrants Commissioner questioned the cost per mile Ms Straub stated did not know the per mile cost at time Mr Bouyounes noted the last time the long line trimming was done was over 2 He stated staff can provide that information to the Board
a later In Commissioner Ms Straub vendor looked each actual see the coverage they will take money
and accomplish as much as possible General discussion resumed Chairman McClain requested staff provide a report as to how much time money
and equipment is allocated to the long line trimming Ms Straub she did not have that number time but can report that information to the
General d resumed Commissioner Zalak Mr Bouyounes stated can provide a
amount of over the last five for long line trimming both and Commissioner if staff is
aware of what the Utilities (private utilities) will doing Mr Bouyounes that the Utilities did notify but it is a short however crews try avoid trimming along power lines and on other areas
General d continued Chairman McClain stated he was having a hard time giving the department another
$360000 when it is spending almost $2000000 on this work Mr Bouyounes the $360000 would go toward long line contract type work not
house tree trimming work Ms Straub noted that Marion County is a heavily treed county McClain that he will a decision today
Commissioner commented on compressed replacements where they will located Ms one of pickup trucks will Road Maintenance Supervisor (RMS) who is assigned to North but regularly runs to Fleet and the main headquarters Mr Atwell stated 2 CNG trucks will go the Engineering and Traffic 1 truck will be for the Traffic Supervisor and the other truck is for the ROW Inspector Also a replacement sign truck for Traffic will be a CNG truck Mr Bouyounes noted employees put a lot of miles on the as they drive throughout the County_
inquired if any vehicles at can be replaced CNG and the vehicles in other areas that are not near a
fueling station Mr Bouyounes stated will have to work with explore
542 Book U
July 14 15
idea Mr Kauffman questioned whether the Board wanted Ms Olsen to address the 2 Chairman McClain stated there was no to ress the this time
noting he may a question in general to RFPs Chairman McClain the $359000 is an enhancement the budget versus
what has occurred over last years as it to trimming He advised that is having with putting dollars into the budget however may be some opportunities exist that staff has not fully explored (eg working with power companies to costs) Mr Bouyounes stated staff can look at as the money will remain in fund balance Chairman McClain concurred
Commissioner Zalak inquired if can also provide information as to how far behind the long line trimming is and exactly what that $360000 can do when they bring back the report as requested earlier Mr Bouyounes stated in general the Transportation Departmentffransportation Maintenance Fund is not short on work in field as there are many maintenance that need to taken care stated will check on the trimming bring back some recommendations so Board can see where they have been and what they have so far and if there are any other opportunities with power companies then can bring forward a comprehensive plan
Chairman McClain staff to go ahead and the 2 vehicles out and switch around the budget In response to Mr Bouyounes Chairman McClain stated he is okay with moving the $40000 clarified that he is to doing what staff asked Mr Tomich stated to specific 2 vehicles been eliminated with $40000 for
Management about $360000 in Chairman McClain stated the 000 will go into their Contract Services budget Chairman McClain if there is a higher priority where this money can be
Mr Bouyounes commented on the major issues the department with on a regular basis as drainage pothole patching shoulder widening care of side of the and trimming
Commissioner Zalak commented on making sure is enough money in the material supply side (Iimerock) when doing contracted grading maintenance to crown dirt Mr Bouyounes stated it is part of the 20 Gas Tax budget as earlier by Mr Atwell In response Commissioner Zalak Mr Bouyounes every time they grade they are making improvements noting there are over 400 miles of dirt
to deal with but only about are on a routine Ms Straub stated graded roads cost about $700000 $800000 year and time material is added more money is on those dirt roads which is a significant portion of budget for such a small number of roads as compared to overall road network Commissioner Zalak questioned if County is fixing the problem noting some dirt roads better than others
General discussion Ms add Department 3390 Stormwater Program Department which
is funded and can found on 460 Staff is recommending one personnel change add a temporary seasonal employee a Summer I The budget is strategic plan focused the department really tries to concentrate its efforts on the maintenance installers which is under Capital Outlay (page 463) item 563101 Improvements Other than Buildings in the amount of $5888445 Continued efforts to reconstruct and remediate stormwater systems for both water quality
Book U Page 543
July 14 2015
and quantity can seen under line item big are identified in the Stormwater Improvement Plan (SIP) that comes before the each Also as a result of watershed management program the department a Capital Projects Privatization (CPPR) which all of to be worked on (from maintenance to capital) and is a living document that staff continues to assess watershed by watershed reprioritize based off its findings and as new findings which built into 5-Year The other item is the public education plan which staff will bringing to Board in September or early October 201
Chairman McClain noted that a little more money was to be budgeted under item 563101 and questioned if staff is on track to continue to spend this kind of money
in that budget over the next several years Ms Straub that Stormwater Engineer Gail Mowry has an excellent job at laying out a plan She opined that department will hit the $5000000 mark this year from the budget much of which is capital work and they are aiming to grow that (by projects not money) and year
Chairman McClain to Stormwater Improvement projects in the amount of $3122880 and questioned how many are included in that Ms Straub it is miscellaneous projects which includes anything from swales digging a retention pond She commented on a project list this that shows construction costs that range from $10000 to $500000 In response to Chairman McClain Mr Bouyounes the items are identified in the SI
Chairman McClain if the County is due for any big map updates in future Ms Straub in to mapping staff is in the midst of doing a Emergency Management Agency (FEMA) update right now and are waiting on Staff wants to address City of changes believes that FEMA wants to wait to include that information before moving forward they do not want to have it as an amendment but actually want to incorporate it into update County staff been told anywhere from AugustSeptember to of the
Chairman McClain commented on the Countys watershed management asked if it is something is doing on a regular basis or on 4 to 5 year life cycles that
updating Ms Straub advised that all the big watersheds are being out and at maintenance maintenance are small most of that work will done
Chairman McClain if once the maps are done is it just a of keeping them updated Stormwater Engineer Mowry stated that is correct noting the Watershed Management Program is done in to all of modeling so for the most part every watershed has a 100 year model event for then staff moves into water quality portion and the capital projects reports all of which was brought in internally Staff basically has a long range to do and incorporate into the 5-Year Staff is not doing any more Flood Insurance Rate Maps (FIRM) than the 2015 ones they are currently doing
Commissioner questioned line 552108 Operating Supplies in the amount of $17625 (page 460) Ms Straub stated and control supplies which include silt fencing and mulch as well as office supplies such as DVDs memory sticks for the camera field log books flagging stakes and water quality sampling equipment are purchased from this line item Commissioner Zalak asked if the big drivers are fencing and mulch outside office supplies Ms stated the erosionsediment control is big ticket item which runs $15000 and the sampling equipment is $1275
Commissioner Zalak questioned line item 1 Training Education in the
Page 544 Book U
July 14 2015
amount of Ms Straub advised that a slight change is Training and as the has not kept up with a items and is of online Computer-Aided Design training which 000 FOOT is no longer doing some classes for so the department is now having to pay some of items The remainder is for the continuing education that has been consistent In response to Commissioner Zalak Ms Straub that the department looks to 1 person CAD certified Ms Mowry stated there are 7 CAD users in the group and the on training course is $1 for 5 peoplepositions noted they can potentially downsize and use numbers with multiple people however the Geographical Information Systems person is supposed to cross-trained to sometime this year
projects on in the amount of by the end of Ms Mowry stated
Ms Straub stated the will not be finished construction bythe end however funds are allocated and a contractor is brought on board but
construction can be carried on into fall Ms Mowry clarified the bulk of projects on the list are currently in design or will be coming before the at the first meeting in August (August 42015)
discussion ensued to Chairman Mr Kirbas stated purchases to
date is $180505 in regard line item 561101 Chairman McClain asked if will be OU(la9tea forward in Ms Straub stated earmark that is IfI~nI1 noting Ms Mowry ROW Manager Shawn Hubbuck of upcoming
Zalak commented on the monster water pipe by Silver Springs and inquired as what the red light means Ms Straub stated it means the pump station is not properly working Ms Mowry advised that for some reason that pump station seems to be very susceptible to lightening it was thought to during this last repair however light still triggers on a fairly basis She that if the red light is on the pump is turned off Ms stated the pump is working but chambers are collecting sediment Ms Mowry concurred clarified that pump is water on other but chambers are still collecting In response Commissioner Zalak advised that FOOT is taking care of the pump station
Commissioner Zaiak inquired as to what will happen to pumping station when the road is widened Mr Bouyounes the 4-lane project was considered during the design of the pump station which will not be impacted by the improvement noted the will occur on the north side of the pump station
Commissioner Zalak questioned line item 525101 Unemployment Compensation in the amount of $3000 Mr Bouyounes this is an item that has no value in budget and it is unknown as when it is neE~aE~a
It was general consensus the that are no further issues to discuss with the County budgets
BudgetsUtilities - Marion County Utilities (MCU) Director Flip Mellinger appeared to review proposed FY 201 6 budgets for Department 7130 Utilities - Customer Service (page 594) Department 40 Utilities - Water Operations (page 598) Department 71 Utilities - Water Maintenance (page 601) Department 7150 Utilities
Book U Page
July 14 2015
Wastewater (page 604) 7155 Utilities Wastewater Maintenance (page and Department 7160 UtHities shy Engineering Construction (page 610) ACA was also present
Commissioner Zalak noted the Unemployment Compensation is to in line 526101 as Other Employment in the amount of $5665 (page
594) Mr Mellinger this is an item that is required by the Clerks Finance Director John Garri that OPEB is by the Governmental Accounting Standards Board calculate noting an Actuary is hired to calculate
value as it on overall financial unfortunately Enterprise it has to be the fund is basically of the health
insurance that the County provides to a reduced group is referred to as the implicit rate Although the County is essentially not fund say there is a subsidy that the Board provides the by allowing them to their health insurance at the group The County was required to calculate that value and start recording it on the statement a couple of years ago He noted the pension one will be coming up and will be booked as an expense For governmental funds that will be entity wide level and will not affect the budget however it will
the funds Mr Mellinger addressed MCUs as presented to
demonstrate and is about $87500 than last year without considering and debt When considering and debt budget it is
considerably less year because funds have been previously allocated to capital projects and expended project funds will be carried over into the About $19000000 is currently in the CIP and allocated toward projects and as the year rolls on those funds will draw down on payment to contractors and the balance will be carried forward on active
The budget a reclassification a Assistant I to a Assistant II (page 596) as it is a continuous revolving Commissioner questioned the overall turnover Mr Mellinger stated in 4 years MCU an overall turnover rate of 46 is quite high
The proposed includes replacing 10 of MCUs 72 vehicle at a cost of about $382000 $385000 was to purchase a Vac-Con Truck so no pickup trucks were replaced cycle has to be started as no pickup trucks been replaced
2007 MCU intends to spend about $400000 per year Also 9 computers are included in the have been by Information Technology (IT) as needing to be An additional $69 million (approximately) is planned for capital
the which are mains that will run from Golden Ocala to 200 and to the Oak Run collection system MCU to begin the design for of the Marion Regional Water facility The pressure for future projects including alternative water supply development drives
need for another rate increase in 2016 Mr Mellinger he had several proposals he would like to talk to the Board
about and inquired if are any questions Chairman McClain commented on operating budget for and wastewater
to line 534101 Contract Other - Misc of approximately $350000 questioned if those funds are meter reading Mr Mellinger concurred
noting that is down and by this fiscal should be out of the meter reading as pretty much everything has been over to automatic
546 Book U
5
In
July 14
meter which will allow 1 1 vehicle to go around and all of the MCU use have a dump station for vac-con when they were hauling grease and stuff that out of lift stations but since had to stop their use landfill or even haulers will not haul MCU is not able to properly dry material which is not authorized for transport MCU is now hiring American Pipe and Tank to come and pick stuff up or they dump the vac-cons their location which that cost quite a bit this year
Chairman McClain commented on Department 7155 Utilities shyMaintenance line item 534101 Contract - Other shy$161396 (page and questioned how much of is meter reading Mr Mellinger stated none of line item is for meter reading hauling MCU is Solid Waste to haul the the drying wastewater plant item
Misc in the amount
that it is all dumping
commented on 71 Utilities - Customer budget line 101 Contract Serv - Other in the amount of $208773 594) and if this is all meter reading Mr Mellinger stated it is not noting this line item cleaning contract bill printing service certified document shredding etc McClain inquired as to where the reading is in the budget Mr Mellinger reading is currently in 7130 although the cost has reduced money remained in the budget to continue the services for turn onoff since it is than doing so in-house Chairman McClain clarified that the reduction will continue to 7130 budget Mr Mellinger meter reading will remain in the Department 71 budget
Chairman McClain questioned if the treatment plant is Marion Oaks Mr Mellinger
CIP
would eventually per day (mgd) facility when
water reclamation plant is for Marion MCU knew that the Marion to be facility will be a 9 million it is built out which is much larger than Oak Run
Commissioner requested review of Mr Mellinger stated that is part of the noting need to address going for a bond in 16 to take on the debt MCU needs to pay for Marion Oaks Water Reclamation which will also include some improvements to the collection system at CR 484 and 1-75 He noted they have reached a point this has to be addressed as are a lot of entities talking to MCU about The existing infrastructure can handle some more flow but it will not handle all Mr Meflinger stated there is no 1 project that is large enough to take on the cost of infrastructure improvement that is Basically MCU nonc
to install a new main from CR 484 run south along to the nearest point of intersect with and into the lift SummerGlen project can $1000000 There is for anyone entity to pay for to put the money out will later be recuperated in capital to Chairman McClain Mr Mellinger stated an 8-inch main is currently 1-75 which collects (Le all of those motels restaurants etc) noting it still has some capacity but not enough to handle the numbers being proposed to MCU
General discussion ensued to Chairman McClain Mr Mellinger advised that the Bond will
neighborhood of $15000000 $16000000 He stated he would like of a 714 customer system which is 1 of 3
Book U 1 Page 547
July 14 5
owned by Mr deMenzes and is on southeast corner of the City and wraps across the road from MCUs South A purchase price of
$18 million and change has been negotiated that system MCU had Burton amp perform the financial analysis on which will not have any impact
on MCU as the majority of customers aU the way up 14000 gallons per month will see about a $3 month increase by coming to the MCU once above the 14000 gallons per month it is less than a $10 increase up to 20000 gallons and once above 20000 gallons their $539 increment kicks in and start feeling it He noted this
one of the issues Mr deMenzes has with over the past in that he does not rate structure however he one approved that goes into
10000 gallons that will be raised by $050 In response to Chairman McClain stated the purchase price is $1
McClain clarified that of will be to purchase the system lt1ltgt1011 MCU will pay out of Capital currently on hand
that back into Capital Mr Mellinger addressed the high
Mechanics noting this year the Utility turnover Field Mechanics The turnover for 3 He asked that Human for pOSitions and find out where they are people are leaving for more money Mr Mellinger requested permission use up to $75000 of the $87000 in savings this help adjust those salaries to hopefully some of the turnover
Commissioner Zalak inquired if the $87000 savings is all operational Mr Mellinger concurred Commissioner Zalak d staff to bring back a salary study
see if all of the $75000 needs to be spent Chairman McClain directed staff to cond survey noting the Board would like to have the opportunity to discuss the
Mr Mellinger concurred McClain advised that it is the Board at least explore what
475 and 475A noting some properties in that area will require the County will to figure out how to go under
side of opined that the County should it done while going out which will be worked out
Agreements noting will cover the ltgtvrlltgtn
00ltgt discussion ensued Commissioner Zalak questioned how of the Bond money will
Mellinger $12000000 will the Marion Oaks Water 101
which will start out as a 1 mgd facility at a cost of about $12 to Commissioner Zalak Mr Meliginer stated the facility needs
2017 noting the problem MCU has is that it a 220000 gallon plant at -VIYIJ
and flows need to be moved south I of building a plant at Golden right now MCU looked at where the best place to build a plant was and determined that Marion
is place Rather than spending $12000000 at Golden Ocala and another $12000000 at Marion Oaks that will be in 5 years MCU can go ahead spend the money down there and put $5000000 into a pipeline that will take from Ocala to Oak Run take Marion Oaks and SummerGlens flows of Oak Run put them back at the Marion This also gives MCU ability
Oak Run Marion vice-versa as well as run flows back Golden Ocala and MCU will want to
Book U
5 July 14
build a plant at Golden it is just the timing right now and the Marion Oaks plant is the better option of the effluent disposal opportunities even though Ocala has a commitment of 2000000 gallons of effluent that can be taken for golf course or whatever however it is unknown if Golden can get a consumptive use permit (CUP) for that amount however Golden Ocala a commitment for water that they have to on so that MCU can move flows away in to save money Eventually MCU may go and put in plant but they want
membrane that was built at Salt Springs to more comfortable with which a much smaller footprint it is believed that a
facility can be put that will be less General discussion In response to Zalak Mr Mellinger Trilogy is starting to build
homes which is driving MCU to do something now the Golden Ocala plant does not have enough capacity to take care of development Trilogy Mr Mellinger stated MCU has the Capital in its rate sufficiency analysis which is programed in so they knew they were going to to spend it they also revenues that would received and the capital will be returned with the charges it also the added customer that supports long term It will have a impact on MCUs without that northwest area In reply to Commissioner Mellinger advised that City Ocala is not a Wholesale Agreement
General Commissioner questioned how MCU is on bad debt Mr Mellinger they are still in the of making telephone and pleading with customers
as well as sending noting the customers are obviously cut off He noted the collection agencys success is not as great as one would think Mr Mellinger CTOlTtgtro
the success rate of collecting on bad debt is around 20 eventually reaches a point where it is written off advised that the County Attorney is currently reviewing proposals noting one proposal is to start placing a lien on property so that the debt can
recovered once is sold General
commented on MCU a charge even services are looking at a new some of those assumptions
are built in and from a policy standpoint if the County continue down that path or explore different opportunities He commented on bonding process and what the County has committed to as as a rate solidifies that so a choice cannot be Commissioner Zalak did not necessarily want to into a new Bond with the same presumptions if it can avoided Mr Bouyounes that the new Bond will assume what the County in the Ordinance Commissioner Zalak stated the Board should consider any to the Ordinance prior to bonding Mr Mellinger it may be a bank loan rather than a Bond Chairman McClain it is a good discussion to have at a later date Mr Mellinger commented on concerns by Burton amp in
to options General Mr Bouyounes if the Board wanted to the bonding at the next
strategic planning It was the general consensus of the Board to concur Mr Mellinger questioned if Board wanted a report from Burton amp Associates prior to the planning session Chairman McClain clarified that direction is that the Board wants explore this thought as it relates to the Bond Mr Mellinger suggested that he
Book U Page 549
July 14 2015
wait to see how fast he can get something from Burton amp Associates and then schedule a workshop Commissioner Zalak recommended that the Board look at the Ordinance and consider the options while they have the opportunity Mr Mellinger briefly commented on the base charge
Mr Garri commented on a legal issue in regard to the Reimbursement Resolution document which the Board will have to execute in order to take Bond proceeds if a bond is taken and reimburse prior expenses before the date of the Bond issue He clarified that MCU cannot start spending money now thinking it will get reimbursed unless a Reimbursement Resolution is in place which is something the County Attorney will have to prepare In response to Chairman McClain Mr Mellinger stated he understood what Mr Garri said as well as what the Board wants to discuss
Clerk Ellspermann requested an update from Mr Mellinger on returning deposits or hookup fees that is of concern to the Auditors Mr Mellinger stated he is aware that the Auditors are concerned about that money but it has not been the highest priority until this year He advised that he asked Customer Service amp Billing Manager Nancy Jarvis to drop everything and dedicate her time toward working on that list noting it is not an easy process Mr Mellinger gave his commitment that the task will be completed by the end of the calendar year December 31 2015 so that it hopefully will not go into next years audit
It was the general consensus of the Board that there are no further issues to discuss with regard to the MCUs budgets
Chairman McClain directed staff to take a comprehensive look at CR 484 purchase of the deMenzes system salary study and go ahead and start putting the timetable together for the Bond or bank loan Mr Mellinger noted that he shared the Rate Sufficiency Analysis with the Board this year
Commissioners Bryant and Moore out at 304 pm Chairman McClain advised that the Board will deviate from the schedule and
consider the MSTU budget next Commissioner Moore returned at 305 pm
BudgetsDistrictsSubdivisions - Municipal Service Taxing Unit (MSTU) Director Teresa Darnell appeared to review the departments proposed budget for FY 2015-16 for Department 4155 MSTUAssessments (page 135) Department 4156 MSTU Assessments - PA (public assistance) (page 137) Department 4600 Road Assessments (page 220) Department 4320 Marion Oaks Recreation (page 330) Department 8100 Silver Springs Shores Recreation Facility (page 339) Department 8110 Silver Springs Shores Street Lighting (page 343) Department 8200 Hills of Ocala Recreation (page 350) and Department 4930 Marion Oaks MSTU for General Services (page 476) ACA Bouyounes was also present
Ms Darnell stated Department 4155 MSTUAssessments budget found on page 135 is pretty straight forward and proposes the elimination of 3 Staff Assistant positions and create 2 new Assessment Specialists positions as previously discussed She noted the Community Services Department has taken over the low income assistance program which was also previously discussed The MSTU Department also handles postage for 30 or so County Departments and that responsibility will be shared between the Administrative Staff Assistant and the Assessment Specialist I position An Advisory Board seminar will be held in November of 2015 for new members
The MSTU is fully staffed at this time with 3 Project Coordinators Pete Hodges
Page 550 Book U
July 14 2015
who has been with the County for over 10 years Richard McClean who was previously with the OCE Stormwater Division and the 3rd Project Coordinator was brought on board and is new Marion County The department is a behind on projects and currently more than a dozen inspections which will responded to as as they can now that they are fully staffed
Commissioner Bryant at 308 pm Ms stated department is working toward greatest level
they can The first new project petitions are out for Turning Hawk which are on August 212015
Chairman McClain inquired as to the number projects MSTU is currently working on have out or are in construction Ms Darnell she not have
number in front of her but noted the department has more than a requests that they are now inspecting and preparing estimates for which not include ongoing and Municipal Service Unit (MSBU) projects noted that petitions for Turning Hawk are out right now and everything is in and they know Hgt they stand final public hearings are scheduled week Silver Springs
is a maintenance project will be brought to the Board A Change (CO) was recently approved for Marion Oaks to another 15 The Department is also getting ready to go to bid on Silver Springs Shores which is a little more than 14 miles
Darnell Department 4156 MSTUAssessments which is low income assistance program and can be found on page 1 is proposing to
that budget from $25000 to $20000 and will be going the Community Services Department noted 29 applications have been received so far this but the deadline is not until August 28 2015 year $25000 was budgeted $18000 was used
Chairman McClain asked if this budget will continue leaving Department 4156 with or move it Community at some point in the Mr Kauffman stated
is agreeable moving the budget to Community Services Chairman McClain advised that this budget will not next r
Ms Darnell Department 4600 Road Assessments found on page noting that number came way down this year from what it was last but upon review of list of it was realized that many of them had already failed petition one of which was handled privately through a homeowners association (HOA) list was pared down what might happen however it is anticipated that number will due to amount of inspection requests
Darnell Department 4320 Marion Oaks and can found on page 330 noted that Mr Tomich presented them with a financial forecast
shows they are in good until 2018 Ms Darnell commented on the improvements playground improvements possible parking expansion resealing of the courtyard basketball courts and a storage building) which the Advisory Board is exploring A conceptual drawing a proposed park was prepared by DirectorLandscape Architect Jim Couillard where that goes remains to be seen as it has a lot to do with property values and collections
Commissioner Zalak if the improvements is just money that has not yet been allocated to a Ms Darnell stated that is correct
Ms Darnell this department has 1 vacancy for a part-time Recreation Aide interviews have conducted but they have secure for the primarily due to drug testing
Book U Page
July 14 2015
Chairman McClain inquired as to line item 564101 Machinery and Equipment for a golf cart in the amount of $8000 (page 332) Marion Oaks Building amp Ground Supervisor David Pierce stated it is an estimated costs for a motorized golf cart instead of an electric one which is about $1500 more than the traditional golf carts
Ms Darnell along with Chairman C J Hagins Silver Springs Shores Special Tax District Advisory Council appeared to address Department 8100 Silver Springs Shores Recreation Facility which can be found on page 339 Approximately 50 of the staff is retirement eligible The facility is aging and needs some attention It was recently learned that the Youth Center restrooms will require upgrades to become compliant IVIs Darnell noted they have met with Facilities Management Director Andy Race who suggested that the work itself will be about $25000 and an architect will be needed which will cost approximately $25000 so they are guesstimating the cost to be around $50000 Problems exist with the Youth Center pool deck that is settling and the parking lot is crumbling and is in bad condition The advisory board is leaning toward adding some computer labs in both the Community Center and Youth Center surplus computers that were upgraded this year can be used She advised that she met with IT to obtain cost estimates and opined that both can be done for about $5000
Ms Darnell noted this department has 3 vacancies the office is currently staffed by a Spherion Staffing Services person (temporary person) and a Recreation Aide is out with an injury as well as upcoming vacations She advised that she may also be monitoring at the pool this weekend Risk Management recommends certified lifeguards at the pools Silver Springs Shores has 3 swimming pools and national standards require 1 lifeguard per 50 occupants The swimming pools are currently operated with no lifeguards on duty and signage states that fact pool monitors are simply there to monitor as they are not certified Red Cross Lifeguards Staff has been used as monitors however some are not comfortable watching 50 people and feel they can only handle 25 Ms Darnell stated it has been her goal to keep all 3 pools operational and open on the weekends
Ms Darnell stated she would like to bring forth an Agenda Item in the near future to downgrade the Youth Recreation Specialist position (page 341) to a Recreation Leader II position which is more in line with the Parks amp Recreation Department this position can train up to become a Recreation Manager in the succession plan She further commented on reclassifying the General Maintenance TechLifeguard by splitting the position to a Building and Grounds Technician which will then free them up to add another part-time seasonal certified lifeguard With 3 lifeguards during the summer months it will allow for 1 full time lifeguard to work year round at the heated pool and the summer pools can be staffed with seasonal lifeguards
Ms Darnell advised that she spoke with Mr Couillard about partnering with the Parks amp Recreation Department and bringing some programs to the Youth Center She stated the Youth Director recently resigned and took a position at The Villages noting there are lots of openings
Commissioner Zalak inquired as to what the recommendation is at this point Ms Darnell opined that there could be a benefit to the citizens of Silver Springs Shores if the Community Center and swimming pools were under the Parks amp Recreation Department simply because it is a recreation facility however she does not know if they are considering this idea but there is a need for partnering
Commissioner Moore commented on the library in Silver Springs Shores Mr Hagins advised that he attended the residents meeting last night and noted one group is
Page 552 Book U
July 14 2015
generally the idea the Youth He stated are going move forward with getting in the Youth as well as the Community Center Commissioner Moore if books will moved into the Youth Center Mr Hagins it is possible Ms Darnell advised that there is a Library in the Community however children are not allowed
Commissioner Bryant commented on having Parks amp Recreation taking this over and inquired if it would still fall MSTU as as funding Mr Bouyounes noted positions from MSTU will to that facility guidance management will the Parks amp Department instead of the MSTU Department if that is direction the Board wants to go Ms Darnel stated it may be something to explore in a workshop at a later
General discussion ensued Commissioner Zalak opined that Ms Darnell to get with the Director
to figure out how to make some those mechanical pieces work they [Parks] already expertise on it is to recruit people over the summer makes no sense MSTU and manage element He recommended bring back a proposal as to how to transition working with advisory council
Chairman McClain commented on the staff positions just addressed noting the budget number staff will have to change Ms Darnell concurred and that she will bring those numbers forward in an Agenda Item the pay 13 position will be downgraded which will up funding for the seasonal position
the Maintenance TechnicianLifeguard would with no pay change as it will still be a pay 5 She budget will be minimal
Commissioner Zalak suggested staff meet with Parks Department and aHow them to look this over as well noting they may need with the Parks classifications in the transition than what is here today It was the general consensus of the Board to concur Mr Bouyounes opined that if this is on the 4 2015 Agenda and approved by the then it can in the Chairman McClain it can be included the budget with the change made
Commissioner Bryant noted Department 811 Silver Springs Street Lighting found on page 343 contains only 1 line item
Ms Darnell addressed Department 8200 Hills of Ocala Recreation which is a community park (passive park) with a meeting facility and can be found on 350 The advisory board is looking to their tennis They wanted to purchase some toddler playground equipment but are with the so they are looking new fiber around existing playground as well as replacing some benches and do some minimal other than that this budget has not The facility is currently rented by a church that has some property on CR 484 where they will building a facility so some of the rental income will be lost in future There does not seem to be any room for expansion on collections as it is pretty much a passive
Ms Darnell along with Advisory Board Chairman Levengood 4930 Marion MSTU for which can
Darnell advised Department experienced a high turnover rate currently has 4 She stated would like to bring forth an agenda item to eliminate a part-time Maintenance nician position reclassify
Book U 553
July 14 2015
Maintenance Mechanic a Medium Equipment position in staff to all maintenance responsibilities of the (page 477)
there has not been much discussion they would also like to going from 4 1 hour days to 58-hour days Currently are 2 crews one is working Monday through Thursday and is working Tuesday through Friday Going 58-hour days would not require having Supervisor staff for 2 different crews as 1 Supervisor could be Monday thru Friday Ms Darnell stated will have to speak to the HR Director about this change to see if this will be a more way to those crews
employees involved another is Marion Services
Board is asking for a salary increase for Superintendent Sloan in the amount of $3934 this is not a reclassification but a 95 request based on fact that they took over maintenance of waterfall 2 years and Ms Sloan 17 years of service with the County In response to Commissioner Bryant Ms Darnell advised that the increase is not included in the budget
In response to Commissioner Ms Levengood to the d of advisory board and stated is to in the operation of
make recommendations capital expenditures staffing and
expansions She that from the first budget that Marion Oaks Advisory Board originally prepared in March to the one the is looking at $300000 was cut from the budget and considerably lowered noting they are not yet done As Ms Darnell stated the advisory board recommended moving a part-time employee to a vacant full time position delete the part-time position which resu another savings of approximately $16000 The advisory board is also recommending reclassification of a position for the waterfall which will provide savings of $9500 total over approximately $25500 from what is before the today
Ms Levengood noted that Ms Sloan has been with Marion Oaks Services MSTU almost 18 years and is too humble to ask for a raise The number workers has from 4 to 9 as well as the amount of equipment with 90 the equipment maintenance being done Transportation assumed maintenance of Units 9 6A 6B 11 and 12 along with the other 7 Units Ms Sloan maintains for a total of about 350 which is an 118 miles just in last few years With BCC approval the board has added the waterfall which Ms Sloan also oversees
of of responsibility by Marion Oaks MSTU General Services and facts they are the raise in to the for the position be for Ms Sloan who is an exemplary that and beyond on a daily
Chairman McClain inquired if position should reclassified in order provide a raise for Ms In response to Commissioner Zalak Ms Darnell stated the pay increase was not included in the budget because she was advised to bring it to the workshop
Zalak noted it is somewhat confusing as Board Policy that adviSOry boards are not to direction employees or playa role in personnel nltgtT stated the two are different Policy is for advisory members not to direction to as to what to or not do on a day-to-day however part of their duties is to a budget and present
Page 554 Book U
July 14 2015
it to the BCC stated advisory board has every right to present a recommendation to the BCC
discussion Chairman McClain stated the Board should give them some direction as to whether
or not the position should reclassified or advise if this is okay for the advisory board to do this going forward
Mr Tomich advised that as far as is concerned it not really deal with individual employees but a time where the rd will determine recommendations that a given of position or position responsibility is appropriate to the job When the discussion turns to performance an individual in a position or whether that person doing something that is over and the of that it a matter of personnel or looking at the position itself He expressed concern with trying to do employee reviews and salary adjustments for performance as part of budget process
Chairman McClain of whether the Board considers pay adjustments during the budget mid-year or it is normally through a reclassification because more responsibility has generally been taken on by an employee It was noted that Ms Levengood Ms Sloan has certainly taken on more responsibility The BCC would prefer to consider salary adjustments as a reclassification He this is a preliminary budget workshop and suggested advisory board work with Ms Darnell
In response to Chairman McClain Mr Bouyounes noted the has a Superintendent which may be a little different in responsibilities commented on the need to capture all responsibilities addressed with HR to look job description and bring a recommendation to the BCC Chairman McClain stated tile Board would be more comfortable with a reclassification
Mr Tomicl1 stated not to specific to this issue but wanted to point out overall budget not quite $800000 in revenue and is relying on Fund Balance year He noted more than $450000 in is proposed and $400000 in operating expenditures so they will be looking at an adjustment in the assessment that area as soon as next to maintain this level of
o or~ discussion ensued Mr Bouyounes suggested bringing all those positions with a reclassification as
an agenda item for approval which will then be reflected in budget irman McClain stated jf want to do a reclassification of a position can go and
with HR present Board discussion Ms stated did not for a She advised that she does not
more positions noting the part-time employee was previously eliminated and she can work without that being changed to a full time employee Ms Darnell the position is still in budget even though it has not been filled or being advertised Chairman McClain asked if this is the General Maintenance Technician position Ms Darnell concurred In response to Chairman McClain Ms Darnell stated the position is the budget however it is Ms Sloan clarified 3 positions are open that they will filling Ms Darnell that is noting another Maintenance Technician position is also open (vacant)
Chairman McClain directed staff get with and bring back a reclassification sometime during the budget process for discussion as it relates to the budget
Book U 555
July 14 2015
Commissioner questioned the deficit next year (FY 17-18) and the millage rate Mr Tomich stated it is a fixed parcel of $30 per lot which is a levy
this point of $798000 although that full amount will not be collected something less $800000 will be collected Commissioner Zalak questioned how much in reserves
is being used today Mr Tomich advised the Carry Forward is showing at $461000 and Reserves are $205000 and approximated that over $100000 in Reserves are being
In response to Commissioner Ms clarified that the parcel vary and is for mowing and lighting and $50 for residential
for commercial and $20 condominiums for road improvements stated does not have a copy of the Ordinance with her and that it not state a maximum Commissioner Zalak it is still a deficit of $100000
Mr Tomich opined that one of the first is to look realistically which vacancies are being maintained and delete positions if that is what it takes to balance the budget It was general consensus of Board to concur Mr Tomich noted that in 2014 the actual expenditures were $700000 If 2016 is going a whole lot different than 2014 they may need a more realistic budget that can show they can operate within current -
Chairman McClain reiterated that and the advisory board have work do He them to meet with HR to address the reclassification and bring a
recommendation back to the Board It was the consensus of the Board that are no further questions in
regard to MSTU Department Commissioner Bryant out at pm
======-== - Solid Waste Director Mike appeared to review departments proposed budget for 2015-16 for Department 4230 Solid Waste Disposal (page 582) Department Solid Waste Collection (page and Department Solid Waste Recycling (page 589) introduced Operations Manager
Starkey and Budget amp Administration Coordinator Ronald Crews (who remained 0011 in the audience) ACA Bouyounes was also present
Mr Sims that Solid Waste Department is made up 3 Divisions Department 4230 is Disposal Division which basically runs the Landfill the old landfills and transfer station operations as well as all of the facilities Department 4250 is the Collection Division which also contains Litter Control Enforcement and Department 4270 is the 18 Recycling that out and around the County He provided a recap of some of departments accomplishments in the last year as a slight increase of 133000 tons of disposal waste into landfill which is over 127000 received the previous year
Commissioner Bryant returned at 348 pm Mr Sims continued recapping accomplishments noting a slight in
customer counts utilizing the Baseline Landfill facility as well as Recycling Centers by over visits department also a County recycling of completed building Newton Recycling Center and remediation project by installing a closure cover and stormwater collection system on the landfill started Davis Landfill water line extension the public drinking water system noting there are other associated programs with project and they are now trying to acquire enough ROW to move that project forward Funding in the upcoming budget will with the
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July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
Book U Page
July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
II
July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
Book U 561
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
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July 142015
- Both Bonded a 12 handout entitled Marion County Florida Visitors and Convention Bureau a 10 page handout entitled Impact Signature Event HISE Program and a small spiral bound document entitled Marion County Tourist Development (Tourism Fee)
Ms Shaffer noted the handouts reflect various options for increasing the current 2 Development Tax also known as the tax
Chairman McClain commented on the Return on Investment (ROI) for funding requests noting if the event does not require visitors to stay in a then the County
collect tax to fund events He opined it is the responsibility the BCC ensure the events funded heads in noting only half the people that Marion County stay night Chairman McClain stated if the department is looking for him to support an in the tax staff to provide information as to how each event will increase occupancy He questioned at what occupancy do hoteliers determine when they need to add on more rooms or build another hotel (eg
occupancy) Commissioner Bryant advised that any event the TDC awards funding to is based
on in beds and organization has to provide information showing it goal Chairman McClain opined that parameters to be set and goals to be
similar to requirements established for grants Commissioner Moore commented on a previous request for staff bring back
tangible tax data as it relates to bed tax Manager Chris Kirbas that in to Tangible Personal Property
Tax there are 3 codes that affect tourism 1) hotelsmotels 2) restaurants and 3) shopping facilities stated staff works with Property Appraisers to determine on the values of those properties how much money the County actually in levied Mr Kirbas advised the total value of TPP in Marion County for 2014 was $1 billion noting the total value for those 3 codes was just over $177000000 He the taxes levied hotelsmotels were $170142 restaurants $411034 and shopping was just over 4 million
Commissioner Moore requested staff provide the total tangible that would ICHIltn if the BCC approved the 3rd 4th and 6th Mr stated he will provide that information to Commissioner Moore
discussion ensued Chairman McClain stated there is more to the goal than increasing funds
noting there is an opportunity to create an investment matrix that will attract more events and incentivize private sector invest more money into projects
Commissioner concurred that a matrix needed to help the County achieve its goals
General discussion resumed Commissioner Bryant expressed concern that without the 3rd penny bed tax
department will able to fund some of events that proven to put heads in beds in the past
In response to Commissioner Ms advised that out of $586000 that will generated from the 3rd penny tax $400000 will be allocated specifically to high impact signature events (H $100000 will be allocated into media plan and $86000 will back for Forward for FY 201 6 as recommended by Countys Fiscal She to the handout entitled High Impact Signature Event HISE Program Guidelines noting a HISE is defined as an event attracting
538 Book U
July 1 2015
national andor international audiences consecutively or as a collective of a high event To funding support as a HISE a separate application summary form proposal must be prepared as the competitive award cycle
In to Commissioner Zalak Sales and Operations Manager Sky Wheeler VCB stated approximately $150302 is proposed for sporting of which $125500 is already committed for the upcoming FY She noted that the Shows in the Sun (HITS) will coming forward with an itional request for which will over extend the current sports funding portion Promotional by approximately $25000
if County reallocated funds generated from a will the County obligated to pay the City of Ocalas portion of shared Ladies Professional Golfers Association (LPGA) Coates Golf Championship) Commissioner Bryant that is a question to be answered by the Legal department
General discussion ensued Chairman McClain questioned the VCB will have enough staff to manage
3rda $500000 in its budget Ms stated the for penny tax increase call for another employee however if the the 4th or penny there is a for an
Arnett commented on importance of building up reserves for future projects
Commissioner Zalak addressed the importance of working with the City of Ocala with regard to high impact signage)
It was the general consensus of the Board to direct staff to ule a workshop in order to a matrix for the 3rd funds as well as anticipated infrastructure
In to Commissioner Mr Tomich advised that typically the County is only allowed reserve up to 30 of Balance but is unsure whether there are any for Tourist Acts He primary concern is putting the to use in a timely fashion noting precludes local governments from stockpiling funds
Chairman McClain clarified it is the consensus of the Board to direct staff to schedule a workshop in August (after meeting on August 1 2015) to present information in form of a matrix on how the VCB will utilize the generated by the proposed penny bed tax to increase staying overnight during the off-season
bring back a matrix for 6th penny consider
with that is the County can only have a specific amount of
It was consensus of Board that there are no further questions in regard to the Tourist Development Department
There was a recess at 11 37 am The resumed at 1 pm with all present except
U Page 539
July 14 2015
has 5 he will BCC on projects department is budget is
A bid was on the Beltway uncn
hoped that the will be brought the Board on August 4 2015 which will put construction around the middle or end of August the northern is out to bid and will be open as of of next week and as discussed at the last BCC meeting the Horse Park turn will appear on the August 4 2015 The Agenda Item regarding the Park turn lanes will ress funding from Transportation Impact
District 4 if the budget is monies are in the Economic Development Incentive Grant (EDIG) Fund a budget will be done next to move that funding to the EDIG The Park turn
August 4 2015 Agenda for approval and will be added approved list of for next year The Park will be doing the design and obtaining the permit which they anticipate having everything ready by the end of this fiscal so it is possible that it can be out to bid in October for construction
Chairman McClain stated his understanding was that were going to look Capital Improvement Plan (CIP) or something as it to the Horse
noting Mr was going to what be money for the Park turn lanes was from Impact Fund Mr noted the 49th project was at the Board noting allocated for rights-of-way (ROW) acquisition At this point $300000 was taken from 49th Avenue but if the EDIG can used when the approves that budget then it will revert back He advised that mentioned 3 projects in the Transportation Improvement Plan that could and opined that 49th Avenue is the best option
Mr Bouyounes introduced Deputy County Engineers Atwell and Tracy who will review departments budget for 6 for Department Water Resources Department (page Department 41 Property amp Services (page 1 Department 4130 Construction 20 Gas Tax Department 4121 Transportation Department (page 212) Department 3390 Water Program Department (page 460)
Ms Straub advised that Department 2715 Water Department which has one employee is a General Fund and can be found on page 99 of the budget book
Commissioner Bryant returned 1 38 pm Ms Straub the budget as proposed is 235 years
and does contain the With lacoochee Regional Water Supply Authority (WRWSA) membership found in line item 554201 amp Membersh in the amount of $64116 and is a per capita assessment that changed from assessment value of $019 per capita but the amount has slightly
Commissioner Moore questioned line item 531109 Professional noting $53000 was spent and the proposed budget is in the amount of $78750 Ms Straub stated that is where the department been paying their water supply feasibility work they are under with Devo Consulting She noted money was moved in the line last year through amendments make that happen however that project is coming to a close
Mr Atwell addressed Department 4145 Property amp Engineering which has 2 employees is funded by the Fund and can be found on 133 No
Page 540 Book U
July 14 2015
significant changes have been made to Person Operating or for the FY 15-16 A decrease in spending is noted in the proposed budget of 1
Commissioner Moore questioned line item 531109 Professional Services which was $0 in 2014 but proposed budget is in amount Mr
that $1750 spent so year Mr stated the Services Contract Services items are used when dealing with
surplus properties or coming to the County where the department sometimes to care of them mowing taking care of buildings or improvements etc)
He noted funds are not always used but the money is there just in case arise Chairman McClain questioned where monies from foreclosed propertiesbank
are located in budget Mr stated those are treated as Revenue dollars offsets a portion In
McClain Mr by law have used to offset of Code noting their expenditures exceed that amount but it
is not specifically earmarked or set aside Mr Atwell addressed Department 4130 Construction-
has no employees is funded by the Gas Tax and can be found on fund road and traffic materials for County work forces
rnl~11 under this fund include limerock concrete sod striping materials light traffic signals
Atwell Department 4121 Department which is also Gas Tax and can found on proposed includes an
approximate decrease of 1 from the FY 14-15 Some of the significant personnel include a total 3 reclassifications change in job responsibilities at a
salary of $7182 as well as a new position with a salary of $31 due to increased workload which was during the planning workshop
Chairman McClain questioned the Transportation Contract Compliance position (page Mr Atwell position is involved with assembly
books processing as they are from the are also very with local program (LAP) which virtually has millions of dollars of aid and construction funds from the Florida Department of Transportation (FOOT) The position is also involved with audits field interviews opportunity documentations as required amount of material submitted to has significantly
since he started with County about 7 ago Ms Straub commented on the capital portion of the budget noting during the
planning session one of the key was the of the vehicle and replacement keep the staff equipment replaced a of $15 to $25 million year
in to keep a stable as well as keeping the equipment in operational condition The budget Board in the Capital line item 564101 Machinery and Equipment is proposed in amount of $13 million (page 218) however staff has worked with the Fleet Management Department and are now recommending further reduction to that budget of about $400000 by removing the Motor in the amount of $205183 and Widener in amount of $194931 In so doing additional monies need to to the repair contract line items In talking to
in mechanical such staff is looking to move $40000 into line item RepairsMaint - Management to cover additional repairs for those units and move the remainder slightly more than $360000 into line item
u 541
July 14 2015
01 Contract - Misc to toward contract work in particular focusing on the long line trimming efforts
In response to Chairman McClain Ms commented on long line tree trimming effort which is a big undertaking the department has further and further behind She more work is in this effort to keep it in a more routine fashion which will a lot to get caught up as they are far behind
General ensued Chairman McClain questioned what is included in line 534101 Ms stated that item the crossing
shredding for repeater installation ROW (for larger department cannot remove) as well as AITCgt
disposal (for oil grease and spill material) Chairman McClain inquired if the $360000 will be spent in next year
Ms Straub stated the amount will be as they will hit all quadrants Commissioner questioned the cost per mile Ms Straub stated did not know the per mile cost at time Mr Bouyounes noted the last time the long line trimming was done was over 2 He stated staff can provide that information to the Board
a later In Commissioner Ms Straub vendor looked each actual see the coverage they will take money
and accomplish as much as possible General discussion resumed Chairman McClain requested staff provide a report as to how much time money
and equipment is allocated to the long line trimming Ms Straub she did not have that number time but can report that information to the
General d resumed Commissioner Zalak Mr Bouyounes stated can provide a
amount of over the last five for long line trimming both and Commissioner if staff is
aware of what the Utilities (private utilities) will doing Mr Bouyounes that the Utilities did notify but it is a short however crews try avoid trimming along power lines and on other areas
General d continued Chairman McClain stated he was having a hard time giving the department another
$360000 when it is spending almost $2000000 on this work Mr Bouyounes the $360000 would go toward long line contract type work not
house tree trimming work Ms Straub noted that Marion County is a heavily treed county McClain that he will a decision today
Commissioner commented on compressed replacements where they will located Ms one of pickup trucks will Road Maintenance Supervisor (RMS) who is assigned to North but regularly runs to Fleet and the main headquarters Mr Atwell stated 2 CNG trucks will go the Engineering and Traffic 1 truck will be for the Traffic Supervisor and the other truck is for the ROW Inspector Also a replacement sign truck for Traffic will be a CNG truck Mr Bouyounes noted employees put a lot of miles on the as they drive throughout the County_
inquired if any vehicles at can be replaced CNG and the vehicles in other areas that are not near a
fueling station Mr Bouyounes stated will have to work with explore
542 Book U
July 14 15
idea Mr Kauffman questioned whether the Board wanted Ms Olsen to address the 2 Chairman McClain stated there was no to ress the this time
noting he may a question in general to RFPs Chairman McClain the $359000 is an enhancement the budget versus
what has occurred over last years as it to trimming He advised that is having with putting dollars into the budget however may be some opportunities exist that staff has not fully explored (eg working with power companies to costs) Mr Bouyounes stated staff can look at as the money will remain in fund balance Chairman McClain concurred
Commissioner Zalak inquired if can also provide information as to how far behind the long line trimming is and exactly what that $360000 can do when they bring back the report as requested earlier Mr Bouyounes stated in general the Transportation Departmentffransportation Maintenance Fund is not short on work in field as there are many maintenance that need to taken care stated will check on the trimming bring back some recommendations so Board can see where they have been and what they have so far and if there are any other opportunities with power companies then can bring forward a comprehensive plan
Chairman McClain staff to go ahead and the 2 vehicles out and switch around the budget In response to Mr Bouyounes Chairman McClain stated he is okay with moving the $40000 clarified that he is to doing what staff asked Mr Tomich stated to specific 2 vehicles been eliminated with $40000 for
Management about $360000 in Chairman McClain stated the 000 will go into their Contract Services budget Chairman McClain if there is a higher priority where this money can be
Mr Bouyounes commented on the major issues the department with on a regular basis as drainage pothole patching shoulder widening care of side of the and trimming
Commissioner Zalak commented on making sure is enough money in the material supply side (Iimerock) when doing contracted grading maintenance to crown dirt Mr Bouyounes stated it is part of the 20 Gas Tax budget as earlier by Mr Atwell In response Commissioner Zalak Mr Bouyounes every time they grade they are making improvements noting there are over 400 miles of dirt
to deal with but only about are on a routine Ms Straub stated graded roads cost about $700000 $800000 year and time material is added more money is on those dirt roads which is a significant portion of budget for such a small number of roads as compared to overall road network Commissioner Zalak questioned if County is fixing the problem noting some dirt roads better than others
General discussion Ms add Department 3390 Stormwater Program Department which
is funded and can found on 460 Staff is recommending one personnel change add a temporary seasonal employee a Summer I The budget is strategic plan focused the department really tries to concentrate its efforts on the maintenance installers which is under Capital Outlay (page 463) item 563101 Improvements Other than Buildings in the amount of $5888445 Continued efforts to reconstruct and remediate stormwater systems for both water quality
Book U Page 543
July 14 2015
and quantity can seen under line item big are identified in the Stormwater Improvement Plan (SIP) that comes before the each Also as a result of watershed management program the department a Capital Projects Privatization (CPPR) which all of to be worked on (from maintenance to capital) and is a living document that staff continues to assess watershed by watershed reprioritize based off its findings and as new findings which built into 5-Year The other item is the public education plan which staff will bringing to Board in September or early October 201
Chairman McClain noted that a little more money was to be budgeted under item 563101 and questioned if staff is on track to continue to spend this kind of money
in that budget over the next several years Ms Straub that Stormwater Engineer Gail Mowry has an excellent job at laying out a plan She opined that department will hit the $5000000 mark this year from the budget much of which is capital work and they are aiming to grow that (by projects not money) and year
Chairman McClain to Stormwater Improvement projects in the amount of $3122880 and questioned how many are included in that Ms Straub it is miscellaneous projects which includes anything from swales digging a retention pond She commented on a project list this that shows construction costs that range from $10000 to $500000 In response to Chairman McClain Mr Bouyounes the items are identified in the SI
Chairman McClain if the County is due for any big map updates in future Ms Straub in to mapping staff is in the midst of doing a Emergency Management Agency (FEMA) update right now and are waiting on Staff wants to address City of changes believes that FEMA wants to wait to include that information before moving forward they do not want to have it as an amendment but actually want to incorporate it into update County staff been told anywhere from AugustSeptember to of the
Chairman McClain commented on the Countys watershed management asked if it is something is doing on a regular basis or on 4 to 5 year life cycles that
updating Ms Straub advised that all the big watersheds are being out and at maintenance maintenance are small most of that work will done
Chairman McClain if once the maps are done is it just a of keeping them updated Stormwater Engineer Mowry stated that is correct noting the Watershed Management Program is done in to all of modeling so for the most part every watershed has a 100 year model event for then staff moves into water quality portion and the capital projects reports all of which was brought in internally Staff basically has a long range to do and incorporate into the 5-Year Staff is not doing any more Flood Insurance Rate Maps (FIRM) than the 2015 ones they are currently doing
Commissioner questioned line 552108 Operating Supplies in the amount of $17625 (page 460) Ms Straub stated and control supplies which include silt fencing and mulch as well as office supplies such as DVDs memory sticks for the camera field log books flagging stakes and water quality sampling equipment are purchased from this line item Commissioner Zalak asked if the big drivers are fencing and mulch outside office supplies Ms stated the erosionsediment control is big ticket item which runs $15000 and the sampling equipment is $1275
Commissioner Zalak questioned line item 1 Training Education in the
Page 544 Book U
July 14 2015
amount of Ms Straub advised that a slight change is Training and as the has not kept up with a items and is of online Computer-Aided Design training which 000 FOOT is no longer doing some classes for so the department is now having to pay some of items The remainder is for the continuing education that has been consistent In response to Commissioner Zalak Ms Straub that the department looks to 1 person CAD certified Ms Mowry stated there are 7 CAD users in the group and the on training course is $1 for 5 peoplepositions noted they can potentially downsize and use numbers with multiple people however the Geographical Information Systems person is supposed to cross-trained to sometime this year
projects on in the amount of by the end of Ms Mowry stated
Ms Straub stated the will not be finished construction bythe end however funds are allocated and a contractor is brought on board but
construction can be carried on into fall Ms Mowry clarified the bulk of projects on the list are currently in design or will be coming before the at the first meeting in August (August 42015)
discussion ensued to Chairman Mr Kirbas stated purchases to
date is $180505 in regard line item 561101 Chairman McClain asked if will be OU(la9tea forward in Ms Straub stated earmark that is IfI~nI1 noting Ms Mowry ROW Manager Shawn Hubbuck of upcoming
Zalak commented on the monster water pipe by Silver Springs and inquired as what the red light means Ms Straub stated it means the pump station is not properly working Ms Mowry advised that for some reason that pump station seems to be very susceptible to lightening it was thought to during this last repair however light still triggers on a fairly basis She that if the red light is on the pump is turned off Ms stated the pump is working but chambers are collecting sediment Ms Mowry concurred clarified that pump is water on other but chambers are still collecting In response Commissioner Zalak advised that FOOT is taking care of the pump station
Commissioner Zaiak inquired as to what will happen to pumping station when the road is widened Mr Bouyounes the 4-lane project was considered during the design of the pump station which will not be impacted by the improvement noted the will occur on the north side of the pump station
Commissioner Zalak questioned line item 525101 Unemployment Compensation in the amount of $3000 Mr Bouyounes this is an item that has no value in budget and it is unknown as when it is neE~aE~a
It was general consensus the that are no further issues to discuss with the County budgets
BudgetsUtilities - Marion County Utilities (MCU) Director Flip Mellinger appeared to review proposed FY 201 6 budgets for Department 7130 Utilities - Customer Service (page 594) Department 40 Utilities - Water Operations (page 598) Department 71 Utilities - Water Maintenance (page 601) Department 7150 Utilities
Book U Page
July 14 2015
Wastewater (page 604) 7155 Utilities Wastewater Maintenance (page and Department 7160 UtHities shy Engineering Construction (page 610) ACA was also present
Commissioner Zalak noted the Unemployment Compensation is to in line 526101 as Other Employment in the amount of $5665 (page
594) Mr Mellinger this is an item that is required by the Clerks Finance Director John Garri that OPEB is by the Governmental Accounting Standards Board calculate noting an Actuary is hired to calculate
value as it on overall financial unfortunately Enterprise it has to be the fund is basically of the health
insurance that the County provides to a reduced group is referred to as the implicit rate Although the County is essentially not fund say there is a subsidy that the Board provides the by allowing them to their health insurance at the group The County was required to calculate that value and start recording it on the statement a couple of years ago He noted the pension one will be coming up and will be booked as an expense For governmental funds that will be entity wide level and will not affect the budget however it will
the funds Mr Mellinger addressed MCUs as presented to
demonstrate and is about $87500 than last year without considering and debt When considering and debt budget it is
considerably less year because funds have been previously allocated to capital projects and expended project funds will be carried over into the About $19000000 is currently in the CIP and allocated toward projects and as the year rolls on those funds will draw down on payment to contractors and the balance will be carried forward on active
The budget a reclassification a Assistant I to a Assistant II (page 596) as it is a continuous revolving Commissioner questioned the overall turnover Mr Mellinger stated in 4 years MCU an overall turnover rate of 46 is quite high
The proposed includes replacing 10 of MCUs 72 vehicle at a cost of about $382000 $385000 was to purchase a Vac-Con Truck so no pickup trucks were replaced cycle has to be started as no pickup trucks been replaced
2007 MCU intends to spend about $400000 per year Also 9 computers are included in the have been by Information Technology (IT) as needing to be An additional $69 million (approximately) is planned for capital
the which are mains that will run from Golden Ocala to 200 and to the Oak Run collection system MCU to begin the design for of the Marion Regional Water facility The pressure for future projects including alternative water supply development drives
need for another rate increase in 2016 Mr Mellinger he had several proposals he would like to talk to the Board
about and inquired if are any questions Chairman McClain commented on operating budget for and wastewater
to line 534101 Contract Other - Misc of approximately $350000 questioned if those funds are meter reading Mr Mellinger concurred
noting that is down and by this fiscal should be out of the meter reading as pretty much everything has been over to automatic
546 Book U
5
In
July 14
meter which will allow 1 1 vehicle to go around and all of the MCU use have a dump station for vac-con when they were hauling grease and stuff that out of lift stations but since had to stop their use landfill or even haulers will not haul MCU is not able to properly dry material which is not authorized for transport MCU is now hiring American Pipe and Tank to come and pick stuff up or they dump the vac-cons their location which that cost quite a bit this year
Chairman McClain commented on Department 7155 Utilities shyMaintenance line item 534101 Contract - Other shy$161396 (page and questioned how much of is meter reading Mr Mellinger stated none of line item is for meter reading hauling MCU is Solid Waste to haul the the drying wastewater plant item
Misc in the amount
that it is all dumping
commented on 71 Utilities - Customer budget line 101 Contract Serv - Other in the amount of $208773 594) and if this is all meter reading Mr Mellinger stated it is not noting this line item cleaning contract bill printing service certified document shredding etc McClain inquired as to where the reading is in the budget Mr Mellinger reading is currently in 7130 although the cost has reduced money remained in the budget to continue the services for turn onoff since it is than doing so in-house Chairman McClain clarified that the reduction will continue to 7130 budget Mr Mellinger meter reading will remain in the Department 71 budget
Chairman McClain questioned if the treatment plant is Marion Oaks Mr Mellinger
CIP
would eventually per day (mgd) facility when
water reclamation plant is for Marion MCU knew that the Marion to be facility will be a 9 million it is built out which is much larger than Oak Run
Commissioner requested review of Mr Mellinger stated that is part of the noting need to address going for a bond in 16 to take on the debt MCU needs to pay for Marion Oaks Water Reclamation which will also include some improvements to the collection system at CR 484 and 1-75 He noted they have reached a point this has to be addressed as are a lot of entities talking to MCU about The existing infrastructure can handle some more flow but it will not handle all Mr Meflinger stated there is no 1 project that is large enough to take on the cost of infrastructure improvement that is Basically MCU nonc
to install a new main from CR 484 run south along to the nearest point of intersect with and into the lift SummerGlen project can $1000000 There is for anyone entity to pay for to put the money out will later be recuperated in capital to Chairman McClain Mr Mellinger stated an 8-inch main is currently 1-75 which collects (Le all of those motels restaurants etc) noting it still has some capacity but not enough to handle the numbers being proposed to MCU
General discussion ensued to Chairman McClain Mr Mellinger advised that the Bond will
neighborhood of $15000000 $16000000 He stated he would like of a 714 customer system which is 1 of 3
Book U 1 Page 547
July 14 5
owned by Mr deMenzes and is on southeast corner of the City and wraps across the road from MCUs South A purchase price of
$18 million and change has been negotiated that system MCU had Burton amp perform the financial analysis on which will not have any impact
on MCU as the majority of customers aU the way up 14000 gallons per month will see about a $3 month increase by coming to the MCU once above the 14000 gallons per month it is less than a $10 increase up to 20000 gallons and once above 20000 gallons their $539 increment kicks in and start feeling it He noted this
one of the issues Mr deMenzes has with over the past in that he does not rate structure however he one approved that goes into
10000 gallons that will be raised by $050 In response to Chairman McClain stated the purchase price is $1
McClain clarified that of will be to purchase the system lt1ltgt1011 MCU will pay out of Capital currently on hand
that back into Capital Mr Mellinger addressed the high
Mechanics noting this year the Utility turnover Field Mechanics The turnover for 3 He asked that Human for pOSitions and find out where they are people are leaving for more money Mr Mellinger requested permission use up to $75000 of the $87000 in savings this help adjust those salaries to hopefully some of the turnover
Commissioner Zalak inquired if the $87000 savings is all operational Mr Mellinger concurred Commissioner Zalak d staff to bring back a salary study
see if all of the $75000 needs to be spent Chairman McClain directed staff to cond survey noting the Board would like to have the opportunity to discuss the
Mr Mellinger concurred McClain advised that it is the Board at least explore what
475 and 475A noting some properties in that area will require the County will to figure out how to go under
side of opined that the County should it done while going out which will be worked out
Agreements noting will cover the ltgtvrlltgtn
00ltgt discussion ensued Commissioner Zalak questioned how of the Bond money will
Mellinger $12000000 will the Marion Oaks Water 101
which will start out as a 1 mgd facility at a cost of about $12 to Commissioner Zalak Mr Meliginer stated the facility needs
2017 noting the problem MCU has is that it a 220000 gallon plant at -VIYIJ
and flows need to be moved south I of building a plant at Golden right now MCU looked at where the best place to build a plant was and determined that Marion
is place Rather than spending $12000000 at Golden Ocala and another $12000000 at Marion Oaks that will be in 5 years MCU can go ahead spend the money down there and put $5000000 into a pipeline that will take from Ocala to Oak Run take Marion Oaks and SummerGlens flows of Oak Run put them back at the Marion This also gives MCU ability
Oak Run Marion vice-versa as well as run flows back Golden Ocala and MCU will want to
Book U
5 July 14
build a plant at Golden it is just the timing right now and the Marion Oaks plant is the better option of the effluent disposal opportunities even though Ocala has a commitment of 2000000 gallons of effluent that can be taken for golf course or whatever however it is unknown if Golden can get a consumptive use permit (CUP) for that amount however Golden Ocala a commitment for water that they have to on so that MCU can move flows away in to save money Eventually MCU may go and put in plant but they want
membrane that was built at Salt Springs to more comfortable with which a much smaller footprint it is believed that a
facility can be put that will be less General discussion In response to Zalak Mr Mellinger Trilogy is starting to build
homes which is driving MCU to do something now the Golden Ocala plant does not have enough capacity to take care of development Trilogy Mr Mellinger stated MCU has the Capital in its rate sufficiency analysis which is programed in so they knew they were going to to spend it they also revenues that would received and the capital will be returned with the charges it also the added customer that supports long term It will have a impact on MCUs without that northwest area In reply to Commissioner Mellinger advised that City Ocala is not a Wholesale Agreement
General Commissioner questioned how MCU is on bad debt Mr Mellinger they are still in the of making telephone and pleading with customers
as well as sending noting the customers are obviously cut off He noted the collection agencys success is not as great as one would think Mr Mellinger CTOlTtgtro
the success rate of collecting on bad debt is around 20 eventually reaches a point where it is written off advised that the County Attorney is currently reviewing proposals noting one proposal is to start placing a lien on property so that the debt can
recovered once is sold General
commented on MCU a charge even services are looking at a new some of those assumptions
are built in and from a policy standpoint if the County continue down that path or explore different opportunities He commented on bonding process and what the County has committed to as as a rate solidifies that so a choice cannot be Commissioner Zalak did not necessarily want to into a new Bond with the same presumptions if it can avoided Mr Bouyounes that the new Bond will assume what the County in the Ordinance Commissioner Zalak stated the Board should consider any to the Ordinance prior to bonding Mr Mellinger it may be a bank loan rather than a Bond Chairman McClain it is a good discussion to have at a later date Mr Mellinger commented on concerns by Burton amp in
to options General Mr Bouyounes if the Board wanted to the bonding at the next
strategic planning It was the general consensus of the Board to concur Mr Mellinger questioned if Board wanted a report from Burton amp Associates prior to the planning session Chairman McClain clarified that direction is that the Board wants explore this thought as it relates to the Bond Mr Mellinger suggested that he
Book U Page 549
July 14 2015
wait to see how fast he can get something from Burton amp Associates and then schedule a workshop Commissioner Zalak recommended that the Board look at the Ordinance and consider the options while they have the opportunity Mr Mellinger briefly commented on the base charge
Mr Garri commented on a legal issue in regard to the Reimbursement Resolution document which the Board will have to execute in order to take Bond proceeds if a bond is taken and reimburse prior expenses before the date of the Bond issue He clarified that MCU cannot start spending money now thinking it will get reimbursed unless a Reimbursement Resolution is in place which is something the County Attorney will have to prepare In response to Chairman McClain Mr Mellinger stated he understood what Mr Garri said as well as what the Board wants to discuss
Clerk Ellspermann requested an update from Mr Mellinger on returning deposits or hookup fees that is of concern to the Auditors Mr Mellinger stated he is aware that the Auditors are concerned about that money but it has not been the highest priority until this year He advised that he asked Customer Service amp Billing Manager Nancy Jarvis to drop everything and dedicate her time toward working on that list noting it is not an easy process Mr Mellinger gave his commitment that the task will be completed by the end of the calendar year December 31 2015 so that it hopefully will not go into next years audit
It was the general consensus of the Board that there are no further issues to discuss with regard to the MCUs budgets
Chairman McClain directed staff to take a comprehensive look at CR 484 purchase of the deMenzes system salary study and go ahead and start putting the timetable together for the Bond or bank loan Mr Mellinger noted that he shared the Rate Sufficiency Analysis with the Board this year
Commissioners Bryant and Moore out at 304 pm Chairman McClain advised that the Board will deviate from the schedule and
consider the MSTU budget next Commissioner Moore returned at 305 pm
BudgetsDistrictsSubdivisions - Municipal Service Taxing Unit (MSTU) Director Teresa Darnell appeared to review the departments proposed budget for FY 2015-16 for Department 4155 MSTUAssessments (page 135) Department 4156 MSTU Assessments - PA (public assistance) (page 137) Department 4600 Road Assessments (page 220) Department 4320 Marion Oaks Recreation (page 330) Department 8100 Silver Springs Shores Recreation Facility (page 339) Department 8110 Silver Springs Shores Street Lighting (page 343) Department 8200 Hills of Ocala Recreation (page 350) and Department 4930 Marion Oaks MSTU for General Services (page 476) ACA Bouyounes was also present
Ms Darnell stated Department 4155 MSTUAssessments budget found on page 135 is pretty straight forward and proposes the elimination of 3 Staff Assistant positions and create 2 new Assessment Specialists positions as previously discussed She noted the Community Services Department has taken over the low income assistance program which was also previously discussed The MSTU Department also handles postage for 30 or so County Departments and that responsibility will be shared between the Administrative Staff Assistant and the Assessment Specialist I position An Advisory Board seminar will be held in November of 2015 for new members
The MSTU is fully staffed at this time with 3 Project Coordinators Pete Hodges
Page 550 Book U
July 14 2015
who has been with the County for over 10 years Richard McClean who was previously with the OCE Stormwater Division and the 3rd Project Coordinator was brought on board and is new Marion County The department is a behind on projects and currently more than a dozen inspections which will responded to as as they can now that they are fully staffed
Commissioner Bryant at 308 pm Ms stated department is working toward greatest level
they can The first new project petitions are out for Turning Hawk which are on August 212015
Chairman McClain inquired as to the number projects MSTU is currently working on have out or are in construction Ms Darnell she not have
number in front of her but noted the department has more than a requests that they are now inspecting and preparing estimates for which not include ongoing and Municipal Service Unit (MSBU) projects noted that petitions for Turning Hawk are out right now and everything is in and they know Hgt they stand final public hearings are scheduled week Silver Springs
is a maintenance project will be brought to the Board A Change (CO) was recently approved for Marion Oaks to another 15 The Department is also getting ready to go to bid on Silver Springs Shores which is a little more than 14 miles
Darnell Department 4156 MSTUAssessments which is low income assistance program and can be found on page 1 is proposing to
that budget from $25000 to $20000 and will be going the Community Services Department noted 29 applications have been received so far this but the deadline is not until August 28 2015 year $25000 was budgeted $18000 was used
Chairman McClain asked if this budget will continue leaving Department 4156 with or move it Community at some point in the Mr Kauffman stated
is agreeable moving the budget to Community Services Chairman McClain advised that this budget will not next r
Ms Darnell Department 4600 Road Assessments found on page noting that number came way down this year from what it was last but upon review of list of it was realized that many of them had already failed petition one of which was handled privately through a homeowners association (HOA) list was pared down what might happen however it is anticipated that number will due to amount of inspection requests
Darnell Department 4320 Marion Oaks and can found on page 330 noted that Mr Tomich presented them with a financial forecast
shows they are in good until 2018 Ms Darnell commented on the improvements playground improvements possible parking expansion resealing of the courtyard basketball courts and a storage building) which the Advisory Board is exploring A conceptual drawing a proposed park was prepared by DirectorLandscape Architect Jim Couillard where that goes remains to be seen as it has a lot to do with property values and collections
Commissioner Zalak if the improvements is just money that has not yet been allocated to a Ms Darnell stated that is correct
Ms Darnell this department has 1 vacancy for a part-time Recreation Aide interviews have conducted but they have secure for the primarily due to drug testing
Book U Page
July 14 2015
Chairman McClain inquired as to line item 564101 Machinery and Equipment for a golf cart in the amount of $8000 (page 332) Marion Oaks Building amp Ground Supervisor David Pierce stated it is an estimated costs for a motorized golf cart instead of an electric one which is about $1500 more than the traditional golf carts
Ms Darnell along with Chairman C J Hagins Silver Springs Shores Special Tax District Advisory Council appeared to address Department 8100 Silver Springs Shores Recreation Facility which can be found on page 339 Approximately 50 of the staff is retirement eligible The facility is aging and needs some attention It was recently learned that the Youth Center restrooms will require upgrades to become compliant IVIs Darnell noted they have met with Facilities Management Director Andy Race who suggested that the work itself will be about $25000 and an architect will be needed which will cost approximately $25000 so they are guesstimating the cost to be around $50000 Problems exist with the Youth Center pool deck that is settling and the parking lot is crumbling and is in bad condition The advisory board is leaning toward adding some computer labs in both the Community Center and Youth Center surplus computers that were upgraded this year can be used She advised that she met with IT to obtain cost estimates and opined that both can be done for about $5000
Ms Darnell noted this department has 3 vacancies the office is currently staffed by a Spherion Staffing Services person (temporary person) and a Recreation Aide is out with an injury as well as upcoming vacations She advised that she may also be monitoring at the pool this weekend Risk Management recommends certified lifeguards at the pools Silver Springs Shores has 3 swimming pools and national standards require 1 lifeguard per 50 occupants The swimming pools are currently operated with no lifeguards on duty and signage states that fact pool monitors are simply there to monitor as they are not certified Red Cross Lifeguards Staff has been used as monitors however some are not comfortable watching 50 people and feel they can only handle 25 Ms Darnell stated it has been her goal to keep all 3 pools operational and open on the weekends
Ms Darnell stated she would like to bring forth an Agenda Item in the near future to downgrade the Youth Recreation Specialist position (page 341) to a Recreation Leader II position which is more in line with the Parks amp Recreation Department this position can train up to become a Recreation Manager in the succession plan She further commented on reclassifying the General Maintenance TechLifeguard by splitting the position to a Building and Grounds Technician which will then free them up to add another part-time seasonal certified lifeguard With 3 lifeguards during the summer months it will allow for 1 full time lifeguard to work year round at the heated pool and the summer pools can be staffed with seasonal lifeguards
Ms Darnell advised that she spoke with Mr Couillard about partnering with the Parks amp Recreation Department and bringing some programs to the Youth Center She stated the Youth Director recently resigned and took a position at The Villages noting there are lots of openings
Commissioner Zalak inquired as to what the recommendation is at this point Ms Darnell opined that there could be a benefit to the citizens of Silver Springs Shores if the Community Center and swimming pools were under the Parks amp Recreation Department simply because it is a recreation facility however she does not know if they are considering this idea but there is a need for partnering
Commissioner Moore commented on the library in Silver Springs Shores Mr Hagins advised that he attended the residents meeting last night and noted one group is
Page 552 Book U
July 14 2015
generally the idea the Youth He stated are going move forward with getting in the Youth as well as the Community Center Commissioner Moore if books will moved into the Youth Center Mr Hagins it is possible Ms Darnell advised that there is a Library in the Community however children are not allowed
Commissioner Bryant commented on having Parks amp Recreation taking this over and inquired if it would still fall MSTU as as funding Mr Bouyounes noted positions from MSTU will to that facility guidance management will the Parks amp Department instead of the MSTU Department if that is direction the Board wants to go Ms Darnel stated it may be something to explore in a workshop at a later
General discussion ensued Commissioner Zalak opined that Ms Darnell to get with the Director
to figure out how to make some those mechanical pieces work they [Parks] already expertise on it is to recruit people over the summer makes no sense MSTU and manage element He recommended bring back a proposal as to how to transition working with advisory council
Chairman McClain commented on the staff positions just addressed noting the budget number staff will have to change Ms Darnell concurred and that she will bring those numbers forward in an Agenda Item the pay 13 position will be downgraded which will up funding for the seasonal position
the Maintenance TechnicianLifeguard would with no pay change as it will still be a pay 5 She budget will be minimal
Commissioner Zalak suggested staff meet with Parks Department and aHow them to look this over as well noting they may need with the Parks classifications in the transition than what is here today It was the general consensus of the Board to concur Mr Bouyounes opined that if this is on the 4 2015 Agenda and approved by the then it can in the Chairman McClain it can be included the budget with the change made
Commissioner Bryant noted Department 811 Silver Springs Street Lighting found on page 343 contains only 1 line item
Ms Darnell addressed Department 8200 Hills of Ocala Recreation which is a community park (passive park) with a meeting facility and can be found on 350 The advisory board is looking to their tennis They wanted to purchase some toddler playground equipment but are with the so they are looking new fiber around existing playground as well as replacing some benches and do some minimal other than that this budget has not The facility is currently rented by a church that has some property on CR 484 where they will building a facility so some of the rental income will be lost in future There does not seem to be any room for expansion on collections as it is pretty much a passive
Ms Darnell along with Advisory Board Chairman Levengood 4930 Marion MSTU for which can
Darnell advised Department experienced a high turnover rate currently has 4 She stated would like to bring forth an agenda item to eliminate a part-time Maintenance nician position reclassify
Book U 553
July 14 2015
Maintenance Mechanic a Medium Equipment position in staff to all maintenance responsibilities of the (page 477)
there has not been much discussion they would also like to going from 4 1 hour days to 58-hour days Currently are 2 crews one is working Monday through Thursday and is working Tuesday through Friday Going 58-hour days would not require having Supervisor staff for 2 different crews as 1 Supervisor could be Monday thru Friday Ms Darnell stated will have to speak to the HR Director about this change to see if this will be a more way to those crews
employees involved another is Marion Services
Board is asking for a salary increase for Superintendent Sloan in the amount of $3934 this is not a reclassification but a 95 request based on fact that they took over maintenance of waterfall 2 years and Ms Sloan 17 years of service with the County In response to Commissioner Bryant Ms Darnell advised that the increase is not included in the budget
In response to Commissioner Ms Levengood to the d of advisory board and stated is to in the operation of
make recommendations capital expenditures staffing and
expansions She that from the first budget that Marion Oaks Advisory Board originally prepared in March to the one the is looking at $300000 was cut from the budget and considerably lowered noting they are not yet done As Ms Darnell stated the advisory board recommended moving a part-time employee to a vacant full time position delete the part-time position which resu another savings of approximately $16000 The advisory board is also recommending reclassification of a position for the waterfall which will provide savings of $9500 total over approximately $25500 from what is before the today
Ms Levengood noted that Ms Sloan has been with Marion Oaks Services MSTU almost 18 years and is too humble to ask for a raise The number workers has from 4 to 9 as well as the amount of equipment with 90 the equipment maintenance being done Transportation assumed maintenance of Units 9 6A 6B 11 and 12 along with the other 7 Units Ms Sloan maintains for a total of about 350 which is an 118 miles just in last few years With BCC approval the board has added the waterfall which Ms Sloan also oversees
of of responsibility by Marion Oaks MSTU General Services and facts they are the raise in to the for the position be for Ms Sloan who is an exemplary that and beyond on a daily
Chairman McClain inquired if position should reclassified in order provide a raise for Ms In response to Commissioner Zalak Ms Darnell stated the pay increase was not included in the budget because she was advised to bring it to the workshop
Zalak noted it is somewhat confusing as Board Policy that adviSOry boards are not to direction employees or playa role in personnel nltgtT stated the two are different Policy is for advisory members not to direction to as to what to or not do on a day-to-day however part of their duties is to a budget and present
Page 554 Book U
July 14 2015
it to the BCC stated advisory board has every right to present a recommendation to the BCC
discussion Chairman McClain stated the Board should give them some direction as to whether
or not the position should reclassified or advise if this is okay for the advisory board to do this going forward
Mr Tomich advised that as far as is concerned it not really deal with individual employees but a time where the rd will determine recommendations that a given of position or position responsibility is appropriate to the job When the discussion turns to performance an individual in a position or whether that person doing something that is over and the of that it a matter of personnel or looking at the position itself He expressed concern with trying to do employee reviews and salary adjustments for performance as part of budget process
Chairman McClain of whether the Board considers pay adjustments during the budget mid-year or it is normally through a reclassification because more responsibility has generally been taken on by an employee It was noted that Ms Levengood Ms Sloan has certainly taken on more responsibility The BCC would prefer to consider salary adjustments as a reclassification He this is a preliminary budget workshop and suggested advisory board work with Ms Darnell
In response to Chairman McClain Mr Bouyounes noted the has a Superintendent which may be a little different in responsibilities commented on the need to capture all responsibilities addressed with HR to look job description and bring a recommendation to the BCC Chairman McClain stated tile Board would be more comfortable with a reclassification
Mr Tomicl1 stated not to specific to this issue but wanted to point out overall budget not quite $800000 in revenue and is relying on Fund Balance year He noted more than $450000 in is proposed and $400000 in operating expenditures so they will be looking at an adjustment in the assessment that area as soon as next to maintain this level of
o or~ discussion ensued Mr Bouyounes suggested bringing all those positions with a reclassification as
an agenda item for approval which will then be reflected in budget irman McClain stated jf want to do a reclassification of a position can go and
with HR present Board discussion Ms stated did not for a She advised that she does not
more positions noting the part-time employee was previously eliminated and she can work without that being changed to a full time employee Ms Darnell the position is still in budget even though it has not been filled or being advertised Chairman McClain asked if this is the General Maintenance Technician position Ms Darnell concurred In response to Chairman McClain Ms Darnell stated the position is the budget however it is Ms Sloan clarified 3 positions are open that they will filling Ms Darnell that is noting another Maintenance Technician position is also open (vacant)
Chairman McClain directed staff get with and bring back a reclassification sometime during the budget process for discussion as it relates to the budget
Book U 555
July 14 2015
Commissioner questioned the deficit next year (FY 17-18) and the millage rate Mr Tomich stated it is a fixed parcel of $30 per lot which is a levy
this point of $798000 although that full amount will not be collected something less $800000 will be collected Commissioner Zalak questioned how much in reserves
is being used today Mr Tomich advised the Carry Forward is showing at $461000 and Reserves are $205000 and approximated that over $100000 in Reserves are being
In response to Commissioner Ms clarified that the parcel vary and is for mowing and lighting and $50 for residential
for commercial and $20 condominiums for road improvements stated does not have a copy of the Ordinance with her and that it not state a maximum Commissioner Zalak it is still a deficit of $100000
Mr Tomich opined that one of the first is to look realistically which vacancies are being maintained and delete positions if that is what it takes to balance the budget It was general consensus of Board to concur Mr Tomich noted that in 2014 the actual expenditures were $700000 If 2016 is going a whole lot different than 2014 they may need a more realistic budget that can show they can operate within current -
Chairman McClain reiterated that and the advisory board have work do He them to meet with HR to address the reclassification and bring a
recommendation back to the Board It was the consensus of the Board that are no further questions in
regard to MSTU Department Commissioner Bryant out at pm
======-== - Solid Waste Director Mike appeared to review departments proposed budget for 2015-16 for Department 4230 Solid Waste Disposal (page 582) Department Solid Waste Collection (page and Department Solid Waste Recycling (page 589) introduced Operations Manager
Starkey and Budget amp Administration Coordinator Ronald Crews (who remained 0011 in the audience) ACA Bouyounes was also present
Mr Sims that Solid Waste Department is made up 3 Divisions Department 4230 is Disposal Division which basically runs the Landfill the old landfills and transfer station operations as well as all of the facilities Department 4250 is the Collection Division which also contains Litter Control Enforcement and Department 4270 is the 18 Recycling that out and around the County He provided a recap of some of departments accomplishments in the last year as a slight increase of 133000 tons of disposal waste into landfill which is over 127000 received the previous year
Commissioner Bryant returned at 348 pm Mr Sims continued recapping accomplishments noting a slight in
customer counts utilizing the Baseline Landfill facility as well as Recycling Centers by over visits department also a County recycling of completed building Newton Recycling Center and remediation project by installing a closure cover and stormwater collection system on the landfill started Davis Landfill water line extension the public drinking water system noting there are other associated programs with project and they are now trying to acquire enough ROW to move that project forward Funding in the upcoming budget will with the
556 Book U
July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
Book U Page
July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
II
July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
Book U 561
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
July 1 2015
national andor international audiences consecutively or as a collective of a high event To funding support as a HISE a separate application summary form proposal must be prepared as the competitive award cycle
In to Commissioner Zalak Sales and Operations Manager Sky Wheeler VCB stated approximately $150302 is proposed for sporting of which $125500 is already committed for the upcoming FY She noted that the Shows in the Sun (HITS) will coming forward with an itional request for which will over extend the current sports funding portion Promotional by approximately $25000
if County reallocated funds generated from a will the County obligated to pay the City of Ocalas portion of shared Ladies Professional Golfers Association (LPGA) Coates Golf Championship) Commissioner Bryant that is a question to be answered by the Legal department
General discussion ensued Chairman McClain questioned the VCB will have enough staff to manage
3rda $500000 in its budget Ms stated the for penny tax increase call for another employee however if the the 4th or penny there is a for an
Arnett commented on importance of building up reserves for future projects
Commissioner Zalak addressed the importance of working with the City of Ocala with regard to high impact signage)
It was the general consensus of the Board to direct staff to ule a workshop in order to a matrix for the 3rd funds as well as anticipated infrastructure
In to Commissioner Mr Tomich advised that typically the County is only allowed reserve up to 30 of Balance but is unsure whether there are any for Tourist Acts He primary concern is putting the to use in a timely fashion noting precludes local governments from stockpiling funds
Chairman McClain clarified it is the consensus of the Board to direct staff to schedule a workshop in August (after meeting on August 1 2015) to present information in form of a matrix on how the VCB will utilize the generated by the proposed penny bed tax to increase staying overnight during the off-season
bring back a matrix for 6th penny consider
with that is the County can only have a specific amount of
It was consensus of Board that there are no further questions in regard to the Tourist Development Department
There was a recess at 11 37 am The resumed at 1 pm with all present except
U Page 539
July 14 2015
has 5 he will BCC on projects department is budget is
A bid was on the Beltway uncn
hoped that the will be brought the Board on August 4 2015 which will put construction around the middle or end of August the northern is out to bid and will be open as of of next week and as discussed at the last BCC meeting the Horse Park turn will appear on the August 4 2015 The Agenda Item regarding the Park turn lanes will ress funding from Transportation Impact
District 4 if the budget is monies are in the Economic Development Incentive Grant (EDIG) Fund a budget will be done next to move that funding to the EDIG The Park turn
August 4 2015 Agenda for approval and will be added approved list of for next year The Park will be doing the design and obtaining the permit which they anticipate having everything ready by the end of this fiscal so it is possible that it can be out to bid in October for construction
Chairman McClain stated his understanding was that were going to look Capital Improvement Plan (CIP) or something as it to the Horse
noting Mr was going to what be money for the Park turn lanes was from Impact Fund Mr noted the 49th project was at the Board noting allocated for rights-of-way (ROW) acquisition At this point $300000 was taken from 49th Avenue but if the EDIG can used when the approves that budget then it will revert back He advised that mentioned 3 projects in the Transportation Improvement Plan that could and opined that 49th Avenue is the best option
Mr Bouyounes introduced Deputy County Engineers Atwell and Tracy who will review departments budget for 6 for Department Water Resources Department (page Department 41 Property amp Services (page 1 Department 4130 Construction 20 Gas Tax Department 4121 Transportation Department (page 212) Department 3390 Water Program Department (page 460)
Ms Straub advised that Department 2715 Water Department which has one employee is a General Fund and can be found on page 99 of the budget book
Commissioner Bryant returned 1 38 pm Ms Straub the budget as proposed is 235 years
and does contain the With lacoochee Regional Water Supply Authority (WRWSA) membership found in line item 554201 amp Membersh in the amount of $64116 and is a per capita assessment that changed from assessment value of $019 per capita but the amount has slightly
Commissioner Moore questioned line item 531109 Professional noting $53000 was spent and the proposed budget is in the amount of $78750 Ms Straub stated that is where the department been paying their water supply feasibility work they are under with Devo Consulting She noted money was moved in the line last year through amendments make that happen however that project is coming to a close
Mr Atwell addressed Department 4145 Property amp Engineering which has 2 employees is funded by the Fund and can be found on 133 No
Page 540 Book U
July 14 2015
significant changes have been made to Person Operating or for the FY 15-16 A decrease in spending is noted in the proposed budget of 1
Commissioner Moore questioned line item 531109 Professional Services which was $0 in 2014 but proposed budget is in amount Mr
that $1750 spent so year Mr stated the Services Contract Services items are used when dealing with
surplus properties or coming to the County where the department sometimes to care of them mowing taking care of buildings or improvements etc)
He noted funds are not always used but the money is there just in case arise Chairman McClain questioned where monies from foreclosed propertiesbank
are located in budget Mr stated those are treated as Revenue dollars offsets a portion In
McClain Mr by law have used to offset of Code noting their expenditures exceed that amount but it
is not specifically earmarked or set aside Mr Atwell addressed Department 4130 Construction-
has no employees is funded by the Gas Tax and can be found on fund road and traffic materials for County work forces
rnl~11 under this fund include limerock concrete sod striping materials light traffic signals
Atwell Department 4121 Department which is also Gas Tax and can found on proposed includes an
approximate decrease of 1 from the FY 14-15 Some of the significant personnel include a total 3 reclassifications change in job responsibilities at a
salary of $7182 as well as a new position with a salary of $31 due to increased workload which was during the planning workshop
Chairman McClain questioned the Transportation Contract Compliance position (page Mr Atwell position is involved with assembly
books processing as they are from the are also very with local program (LAP) which virtually has millions of dollars of aid and construction funds from the Florida Department of Transportation (FOOT) The position is also involved with audits field interviews opportunity documentations as required amount of material submitted to has significantly
since he started with County about 7 ago Ms Straub commented on the capital portion of the budget noting during the
planning session one of the key was the of the vehicle and replacement keep the staff equipment replaced a of $15 to $25 million year
in to keep a stable as well as keeping the equipment in operational condition The budget Board in the Capital line item 564101 Machinery and Equipment is proposed in amount of $13 million (page 218) however staff has worked with the Fleet Management Department and are now recommending further reduction to that budget of about $400000 by removing the Motor in the amount of $205183 and Widener in amount of $194931 In so doing additional monies need to to the repair contract line items In talking to
in mechanical such staff is looking to move $40000 into line item RepairsMaint - Management to cover additional repairs for those units and move the remainder slightly more than $360000 into line item
u 541
July 14 2015
01 Contract - Misc to toward contract work in particular focusing on the long line trimming efforts
In response to Chairman McClain Ms commented on long line tree trimming effort which is a big undertaking the department has further and further behind She more work is in this effort to keep it in a more routine fashion which will a lot to get caught up as they are far behind
General ensued Chairman McClain questioned what is included in line 534101 Ms stated that item the crossing
shredding for repeater installation ROW (for larger department cannot remove) as well as AITCgt
disposal (for oil grease and spill material) Chairman McClain inquired if the $360000 will be spent in next year
Ms Straub stated the amount will be as they will hit all quadrants Commissioner questioned the cost per mile Ms Straub stated did not know the per mile cost at time Mr Bouyounes noted the last time the long line trimming was done was over 2 He stated staff can provide that information to the Board
a later In Commissioner Ms Straub vendor looked each actual see the coverage they will take money
and accomplish as much as possible General discussion resumed Chairman McClain requested staff provide a report as to how much time money
and equipment is allocated to the long line trimming Ms Straub she did not have that number time but can report that information to the
General d resumed Commissioner Zalak Mr Bouyounes stated can provide a
amount of over the last five for long line trimming both and Commissioner if staff is
aware of what the Utilities (private utilities) will doing Mr Bouyounes that the Utilities did notify but it is a short however crews try avoid trimming along power lines and on other areas
General d continued Chairman McClain stated he was having a hard time giving the department another
$360000 when it is spending almost $2000000 on this work Mr Bouyounes the $360000 would go toward long line contract type work not
house tree trimming work Ms Straub noted that Marion County is a heavily treed county McClain that he will a decision today
Commissioner commented on compressed replacements where they will located Ms one of pickup trucks will Road Maintenance Supervisor (RMS) who is assigned to North but regularly runs to Fleet and the main headquarters Mr Atwell stated 2 CNG trucks will go the Engineering and Traffic 1 truck will be for the Traffic Supervisor and the other truck is for the ROW Inspector Also a replacement sign truck for Traffic will be a CNG truck Mr Bouyounes noted employees put a lot of miles on the as they drive throughout the County_
inquired if any vehicles at can be replaced CNG and the vehicles in other areas that are not near a
fueling station Mr Bouyounes stated will have to work with explore
542 Book U
July 14 15
idea Mr Kauffman questioned whether the Board wanted Ms Olsen to address the 2 Chairman McClain stated there was no to ress the this time
noting he may a question in general to RFPs Chairman McClain the $359000 is an enhancement the budget versus
what has occurred over last years as it to trimming He advised that is having with putting dollars into the budget however may be some opportunities exist that staff has not fully explored (eg working with power companies to costs) Mr Bouyounes stated staff can look at as the money will remain in fund balance Chairman McClain concurred
Commissioner Zalak inquired if can also provide information as to how far behind the long line trimming is and exactly what that $360000 can do when they bring back the report as requested earlier Mr Bouyounes stated in general the Transportation Departmentffransportation Maintenance Fund is not short on work in field as there are many maintenance that need to taken care stated will check on the trimming bring back some recommendations so Board can see where they have been and what they have so far and if there are any other opportunities with power companies then can bring forward a comprehensive plan
Chairman McClain staff to go ahead and the 2 vehicles out and switch around the budget In response to Mr Bouyounes Chairman McClain stated he is okay with moving the $40000 clarified that he is to doing what staff asked Mr Tomich stated to specific 2 vehicles been eliminated with $40000 for
Management about $360000 in Chairman McClain stated the 000 will go into their Contract Services budget Chairman McClain if there is a higher priority where this money can be
Mr Bouyounes commented on the major issues the department with on a regular basis as drainage pothole patching shoulder widening care of side of the and trimming
Commissioner Zalak commented on making sure is enough money in the material supply side (Iimerock) when doing contracted grading maintenance to crown dirt Mr Bouyounes stated it is part of the 20 Gas Tax budget as earlier by Mr Atwell In response Commissioner Zalak Mr Bouyounes every time they grade they are making improvements noting there are over 400 miles of dirt
to deal with but only about are on a routine Ms Straub stated graded roads cost about $700000 $800000 year and time material is added more money is on those dirt roads which is a significant portion of budget for such a small number of roads as compared to overall road network Commissioner Zalak questioned if County is fixing the problem noting some dirt roads better than others
General discussion Ms add Department 3390 Stormwater Program Department which
is funded and can found on 460 Staff is recommending one personnel change add a temporary seasonal employee a Summer I The budget is strategic plan focused the department really tries to concentrate its efforts on the maintenance installers which is under Capital Outlay (page 463) item 563101 Improvements Other than Buildings in the amount of $5888445 Continued efforts to reconstruct and remediate stormwater systems for both water quality
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July 14 2015
and quantity can seen under line item big are identified in the Stormwater Improvement Plan (SIP) that comes before the each Also as a result of watershed management program the department a Capital Projects Privatization (CPPR) which all of to be worked on (from maintenance to capital) and is a living document that staff continues to assess watershed by watershed reprioritize based off its findings and as new findings which built into 5-Year The other item is the public education plan which staff will bringing to Board in September or early October 201
Chairman McClain noted that a little more money was to be budgeted under item 563101 and questioned if staff is on track to continue to spend this kind of money
in that budget over the next several years Ms Straub that Stormwater Engineer Gail Mowry has an excellent job at laying out a plan She opined that department will hit the $5000000 mark this year from the budget much of which is capital work and they are aiming to grow that (by projects not money) and year
Chairman McClain to Stormwater Improvement projects in the amount of $3122880 and questioned how many are included in that Ms Straub it is miscellaneous projects which includes anything from swales digging a retention pond She commented on a project list this that shows construction costs that range from $10000 to $500000 In response to Chairman McClain Mr Bouyounes the items are identified in the SI
Chairman McClain if the County is due for any big map updates in future Ms Straub in to mapping staff is in the midst of doing a Emergency Management Agency (FEMA) update right now and are waiting on Staff wants to address City of changes believes that FEMA wants to wait to include that information before moving forward they do not want to have it as an amendment but actually want to incorporate it into update County staff been told anywhere from AugustSeptember to of the
Chairman McClain commented on the Countys watershed management asked if it is something is doing on a regular basis or on 4 to 5 year life cycles that
updating Ms Straub advised that all the big watersheds are being out and at maintenance maintenance are small most of that work will done
Chairman McClain if once the maps are done is it just a of keeping them updated Stormwater Engineer Mowry stated that is correct noting the Watershed Management Program is done in to all of modeling so for the most part every watershed has a 100 year model event for then staff moves into water quality portion and the capital projects reports all of which was brought in internally Staff basically has a long range to do and incorporate into the 5-Year Staff is not doing any more Flood Insurance Rate Maps (FIRM) than the 2015 ones they are currently doing
Commissioner questioned line 552108 Operating Supplies in the amount of $17625 (page 460) Ms Straub stated and control supplies which include silt fencing and mulch as well as office supplies such as DVDs memory sticks for the camera field log books flagging stakes and water quality sampling equipment are purchased from this line item Commissioner Zalak asked if the big drivers are fencing and mulch outside office supplies Ms stated the erosionsediment control is big ticket item which runs $15000 and the sampling equipment is $1275
Commissioner Zalak questioned line item 1 Training Education in the
Page 544 Book U
July 14 2015
amount of Ms Straub advised that a slight change is Training and as the has not kept up with a items and is of online Computer-Aided Design training which 000 FOOT is no longer doing some classes for so the department is now having to pay some of items The remainder is for the continuing education that has been consistent In response to Commissioner Zalak Ms Straub that the department looks to 1 person CAD certified Ms Mowry stated there are 7 CAD users in the group and the on training course is $1 for 5 peoplepositions noted they can potentially downsize and use numbers with multiple people however the Geographical Information Systems person is supposed to cross-trained to sometime this year
projects on in the amount of by the end of Ms Mowry stated
Ms Straub stated the will not be finished construction bythe end however funds are allocated and a contractor is brought on board but
construction can be carried on into fall Ms Mowry clarified the bulk of projects on the list are currently in design or will be coming before the at the first meeting in August (August 42015)
discussion ensued to Chairman Mr Kirbas stated purchases to
date is $180505 in regard line item 561101 Chairman McClain asked if will be OU(la9tea forward in Ms Straub stated earmark that is IfI~nI1 noting Ms Mowry ROW Manager Shawn Hubbuck of upcoming
Zalak commented on the monster water pipe by Silver Springs and inquired as what the red light means Ms Straub stated it means the pump station is not properly working Ms Mowry advised that for some reason that pump station seems to be very susceptible to lightening it was thought to during this last repair however light still triggers on a fairly basis She that if the red light is on the pump is turned off Ms stated the pump is working but chambers are collecting sediment Ms Mowry concurred clarified that pump is water on other but chambers are still collecting In response Commissioner Zalak advised that FOOT is taking care of the pump station
Commissioner Zaiak inquired as to what will happen to pumping station when the road is widened Mr Bouyounes the 4-lane project was considered during the design of the pump station which will not be impacted by the improvement noted the will occur on the north side of the pump station
Commissioner Zalak questioned line item 525101 Unemployment Compensation in the amount of $3000 Mr Bouyounes this is an item that has no value in budget and it is unknown as when it is neE~aE~a
It was general consensus the that are no further issues to discuss with the County budgets
BudgetsUtilities - Marion County Utilities (MCU) Director Flip Mellinger appeared to review proposed FY 201 6 budgets for Department 7130 Utilities - Customer Service (page 594) Department 40 Utilities - Water Operations (page 598) Department 71 Utilities - Water Maintenance (page 601) Department 7150 Utilities
Book U Page
July 14 2015
Wastewater (page 604) 7155 Utilities Wastewater Maintenance (page and Department 7160 UtHities shy Engineering Construction (page 610) ACA was also present
Commissioner Zalak noted the Unemployment Compensation is to in line 526101 as Other Employment in the amount of $5665 (page
594) Mr Mellinger this is an item that is required by the Clerks Finance Director John Garri that OPEB is by the Governmental Accounting Standards Board calculate noting an Actuary is hired to calculate
value as it on overall financial unfortunately Enterprise it has to be the fund is basically of the health
insurance that the County provides to a reduced group is referred to as the implicit rate Although the County is essentially not fund say there is a subsidy that the Board provides the by allowing them to their health insurance at the group The County was required to calculate that value and start recording it on the statement a couple of years ago He noted the pension one will be coming up and will be booked as an expense For governmental funds that will be entity wide level and will not affect the budget however it will
the funds Mr Mellinger addressed MCUs as presented to
demonstrate and is about $87500 than last year without considering and debt When considering and debt budget it is
considerably less year because funds have been previously allocated to capital projects and expended project funds will be carried over into the About $19000000 is currently in the CIP and allocated toward projects and as the year rolls on those funds will draw down on payment to contractors and the balance will be carried forward on active
The budget a reclassification a Assistant I to a Assistant II (page 596) as it is a continuous revolving Commissioner questioned the overall turnover Mr Mellinger stated in 4 years MCU an overall turnover rate of 46 is quite high
The proposed includes replacing 10 of MCUs 72 vehicle at a cost of about $382000 $385000 was to purchase a Vac-Con Truck so no pickup trucks were replaced cycle has to be started as no pickup trucks been replaced
2007 MCU intends to spend about $400000 per year Also 9 computers are included in the have been by Information Technology (IT) as needing to be An additional $69 million (approximately) is planned for capital
the which are mains that will run from Golden Ocala to 200 and to the Oak Run collection system MCU to begin the design for of the Marion Regional Water facility The pressure for future projects including alternative water supply development drives
need for another rate increase in 2016 Mr Mellinger he had several proposals he would like to talk to the Board
about and inquired if are any questions Chairman McClain commented on operating budget for and wastewater
to line 534101 Contract Other - Misc of approximately $350000 questioned if those funds are meter reading Mr Mellinger concurred
noting that is down and by this fiscal should be out of the meter reading as pretty much everything has been over to automatic
546 Book U
5
In
July 14
meter which will allow 1 1 vehicle to go around and all of the MCU use have a dump station for vac-con when they were hauling grease and stuff that out of lift stations but since had to stop their use landfill or even haulers will not haul MCU is not able to properly dry material which is not authorized for transport MCU is now hiring American Pipe and Tank to come and pick stuff up or they dump the vac-cons their location which that cost quite a bit this year
Chairman McClain commented on Department 7155 Utilities shyMaintenance line item 534101 Contract - Other shy$161396 (page and questioned how much of is meter reading Mr Mellinger stated none of line item is for meter reading hauling MCU is Solid Waste to haul the the drying wastewater plant item
Misc in the amount
that it is all dumping
commented on 71 Utilities - Customer budget line 101 Contract Serv - Other in the amount of $208773 594) and if this is all meter reading Mr Mellinger stated it is not noting this line item cleaning contract bill printing service certified document shredding etc McClain inquired as to where the reading is in the budget Mr Mellinger reading is currently in 7130 although the cost has reduced money remained in the budget to continue the services for turn onoff since it is than doing so in-house Chairman McClain clarified that the reduction will continue to 7130 budget Mr Mellinger meter reading will remain in the Department 71 budget
Chairman McClain questioned if the treatment plant is Marion Oaks Mr Mellinger
CIP
would eventually per day (mgd) facility when
water reclamation plant is for Marion MCU knew that the Marion to be facility will be a 9 million it is built out which is much larger than Oak Run
Commissioner requested review of Mr Mellinger stated that is part of the noting need to address going for a bond in 16 to take on the debt MCU needs to pay for Marion Oaks Water Reclamation which will also include some improvements to the collection system at CR 484 and 1-75 He noted they have reached a point this has to be addressed as are a lot of entities talking to MCU about The existing infrastructure can handle some more flow but it will not handle all Mr Meflinger stated there is no 1 project that is large enough to take on the cost of infrastructure improvement that is Basically MCU nonc
to install a new main from CR 484 run south along to the nearest point of intersect with and into the lift SummerGlen project can $1000000 There is for anyone entity to pay for to put the money out will later be recuperated in capital to Chairman McClain Mr Mellinger stated an 8-inch main is currently 1-75 which collects (Le all of those motels restaurants etc) noting it still has some capacity but not enough to handle the numbers being proposed to MCU
General discussion ensued to Chairman McClain Mr Mellinger advised that the Bond will
neighborhood of $15000000 $16000000 He stated he would like of a 714 customer system which is 1 of 3
Book U 1 Page 547
July 14 5
owned by Mr deMenzes and is on southeast corner of the City and wraps across the road from MCUs South A purchase price of
$18 million and change has been negotiated that system MCU had Burton amp perform the financial analysis on which will not have any impact
on MCU as the majority of customers aU the way up 14000 gallons per month will see about a $3 month increase by coming to the MCU once above the 14000 gallons per month it is less than a $10 increase up to 20000 gallons and once above 20000 gallons their $539 increment kicks in and start feeling it He noted this
one of the issues Mr deMenzes has with over the past in that he does not rate structure however he one approved that goes into
10000 gallons that will be raised by $050 In response to Chairman McClain stated the purchase price is $1
McClain clarified that of will be to purchase the system lt1ltgt1011 MCU will pay out of Capital currently on hand
that back into Capital Mr Mellinger addressed the high
Mechanics noting this year the Utility turnover Field Mechanics The turnover for 3 He asked that Human for pOSitions and find out where they are people are leaving for more money Mr Mellinger requested permission use up to $75000 of the $87000 in savings this help adjust those salaries to hopefully some of the turnover
Commissioner Zalak inquired if the $87000 savings is all operational Mr Mellinger concurred Commissioner Zalak d staff to bring back a salary study
see if all of the $75000 needs to be spent Chairman McClain directed staff to cond survey noting the Board would like to have the opportunity to discuss the
Mr Mellinger concurred McClain advised that it is the Board at least explore what
475 and 475A noting some properties in that area will require the County will to figure out how to go under
side of opined that the County should it done while going out which will be worked out
Agreements noting will cover the ltgtvrlltgtn
00ltgt discussion ensued Commissioner Zalak questioned how of the Bond money will
Mellinger $12000000 will the Marion Oaks Water 101
which will start out as a 1 mgd facility at a cost of about $12 to Commissioner Zalak Mr Meliginer stated the facility needs
2017 noting the problem MCU has is that it a 220000 gallon plant at -VIYIJ
and flows need to be moved south I of building a plant at Golden right now MCU looked at where the best place to build a plant was and determined that Marion
is place Rather than spending $12000000 at Golden Ocala and another $12000000 at Marion Oaks that will be in 5 years MCU can go ahead spend the money down there and put $5000000 into a pipeline that will take from Ocala to Oak Run take Marion Oaks and SummerGlens flows of Oak Run put them back at the Marion This also gives MCU ability
Oak Run Marion vice-versa as well as run flows back Golden Ocala and MCU will want to
Book U
5 July 14
build a plant at Golden it is just the timing right now and the Marion Oaks plant is the better option of the effluent disposal opportunities even though Ocala has a commitment of 2000000 gallons of effluent that can be taken for golf course or whatever however it is unknown if Golden can get a consumptive use permit (CUP) for that amount however Golden Ocala a commitment for water that they have to on so that MCU can move flows away in to save money Eventually MCU may go and put in plant but they want
membrane that was built at Salt Springs to more comfortable with which a much smaller footprint it is believed that a
facility can be put that will be less General discussion In response to Zalak Mr Mellinger Trilogy is starting to build
homes which is driving MCU to do something now the Golden Ocala plant does not have enough capacity to take care of development Trilogy Mr Mellinger stated MCU has the Capital in its rate sufficiency analysis which is programed in so they knew they were going to to spend it they also revenues that would received and the capital will be returned with the charges it also the added customer that supports long term It will have a impact on MCUs without that northwest area In reply to Commissioner Mellinger advised that City Ocala is not a Wholesale Agreement
General Commissioner questioned how MCU is on bad debt Mr Mellinger they are still in the of making telephone and pleading with customers
as well as sending noting the customers are obviously cut off He noted the collection agencys success is not as great as one would think Mr Mellinger CTOlTtgtro
the success rate of collecting on bad debt is around 20 eventually reaches a point where it is written off advised that the County Attorney is currently reviewing proposals noting one proposal is to start placing a lien on property so that the debt can
recovered once is sold General
commented on MCU a charge even services are looking at a new some of those assumptions
are built in and from a policy standpoint if the County continue down that path or explore different opportunities He commented on bonding process and what the County has committed to as as a rate solidifies that so a choice cannot be Commissioner Zalak did not necessarily want to into a new Bond with the same presumptions if it can avoided Mr Bouyounes that the new Bond will assume what the County in the Ordinance Commissioner Zalak stated the Board should consider any to the Ordinance prior to bonding Mr Mellinger it may be a bank loan rather than a Bond Chairman McClain it is a good discussion to have at a later date Mr Mellinger commented on concerns by Burton amp in
to options General Mr Bouyounes if the Board wanted to the bonding at the next
strategic planning It was the general consensus of the Board to concur Mr Mellinger questioned if Board wanted a report from Burton amp Associates prior to the planning session Chairman McClain clarified that direction is that the Board wants explore this thought as it relates to the Bond Mr Mellinger suggested that he
Book U Page 549
July 14 2015
wait to see how fast he can get something from Burton amp Associates and then schedule a workshop Commissioner Zalak recommended that the Board look at the Ordinance and consider the options while they have the opportunity Mr Mellinger briefly commented on the base charge
Mr Garri commented on a legal issue in regard to the Reimbursement Resolution document which the Board will have to execute in order to take Bond proceeds if a bond is taken and reimburse prior expenses before the date of the Bond issue He clarified that MCU cannot start spending money now thinking it will get reimbursed unless a Reimbursement Resolution is in place which is something the County Attorney will have to prepare In response to Chairman McClain Mr Mellinger stated he understood what Mr Garri said as well as what the Board wants to discuss
Clerk Ellspermann requested an update from Mr Mellinger on returning deposits or hookup fees that is of concern to the Auditors Mr Mellinger stated he is aware that the Auditors are concerned about that money but it has not been the highest priority until this year He advised that he asked Customer Service amp Billing Manager Nancy Jarvis to drop everything and dedicate her time toward working on that list noting it is not an easy process Mr Mellinger gave his commitment that the task will be completed by the end of the calendar year December 31 2015 so that it hopefully will not go into next years audit
It was the general consensus of the Board that there are no further issues to discuss with regard to the MCUs budgets
Chairman McClain directed staff to take a comprehensive look at CR 484 purchase of the deMenzes system salary study and go ahead and start putting the timetable together for the Bond or bank loan Mr Mellinger noted that he shared the Rate Sufficiency Analysis with the Board this year
Commissioners Bryant and Moore out at 304 pm Chairman McClain advised that the Board will deviate from the schedule and
consider the MSTU budget next Commissioner Moore returned at 305 pm
BudgetsDistrictsSubdivisions - Municipal Service Taxing Unit (MSTU) Director Teresa Darnell appeared to review the departments proposed budget for FY 2015-16 for Department 4155 MSTUAssessments (page 135) Department 4156 MSTU Assessments - PA (public assistance) (page 137) Department 4600 Road Assessments (page 220) Department 4320 Marion Oaks Recreation (page 330) Department 8100 Silver Springs Shores Recreation Facility (page 339) Department 8110 Silver Springs Shores Street Lighting (page 343) Department 8200 Hills of Ocala Recreation (page 350) and Department 4930 Marion Oaks MSTU for General Services (page 476) ACA Bouyounes was also present
Ms Darnell stated Department 4155 MSTUAssessments budget found on page 135 is pretty straight forward and proposes the elimination of 3 Staff Assistant positions and create 2 new Assessment Specialists positions as previously discussed She noted the Community Services Department has taken over the low income assistance program which was also previously discussed The MSTU Department also handles postage for 30 or so County Departments and that responsibility will be shared between the Administrative Staff Assistant and the Assessment Specialist I position An Advisory Board seminar will be held in November of 2015 for new members
The MSTU is fully staffed at this time with 3 Project Coordinators Pete Hodges
Page 550 Book U
July 14 2015
who has been with the County for over 10 years Richard McClean who was previously with the OCE Stormwater Division and the 3rd Project Coordinator was brought on board and is new Marion County The department is a behind on projects and currently more than a dozen inspections which will responded to as as they can now that they are fully staffed
Commissioner Bryant at 308 pm Ms stated department is working toward greatest level
they can The first new project petitions are out for Turning Hawk which are on August 212015
Chairman McClain inquired as to the number projects MSTU is currently working on have out or are in construction Ms Darnell she not have
number in front of her but noted the department has more than a requests that they are now inspecting and preparing estimates for which not include ongoing and Municipal Service Unit (MSBU) projects noted that petitions for Turning Hawk are out right now and everything is in and they know Hgt they stand final public hearings are scheduled week Silver Springs
is a maintenance project will be brought to the Board A Change (CO) was recently approved for Marion Oaks to another 15 The Department is also getting ready to go to bid on Silver Springs Shores which is a little more than 14 miles
Darnell Department 4156 MSTUAssessments which is low income assistance program and can be found on page 1 is proposing to
that budget from $25000 to $20000 and will be going the Community Services Department noted 29 applications have been received so far this but the deadline is not until August 28 2015 year $25000 was budgeted $18000 was used
Chairman McClain asked if this budget will continue leaving Department 4156 with or move it Community at some point in the Mr Kauffman stated
is agreeable moving the budget to Community Services Chairman McClain advised that this budget will not next r
Ms Darnell Department 4600 Road Assessments found on page noting that number came way down this year from what it was last but upon review of list of it was realized that many of them had already failed petition one of which was handled privately through a homeowners association (HOA) list was pared down what might happen however it is anticipated that number will due to amount of inspection requests
Darnell Department 4320 Marion Oaks and can found on page 330 noted that Mr Tomich presented them with a financial forecast
shows they are in good until 2018 Ms Darnell commented on the improvements playground improvements possible parking expansion resealing of the courtyard basketball courts and a storage building) which the Advisory Board is exploring A conceptual drawing a proposed park was prepared by DirectorLandscape Architect Jim Couillard where that goes remains to be seen as it has a lot to do with property values and collections
Commissioner Zalak if the improvements is just money that has not yet been allocated to a Ms Darnell stated that is correct
Ms Darnell this department has 1 vacancy for a part-time Recreation Aide interviews have conducted but they have secure for the primarily due to drug testing
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July 14 2015
Chairman McClain inquired as to line item 564101 Machinery and Equipment for a golf cart in the amount of $8000 (page 332) Marion Oaks Building amp Ground Supervisor David Pierce stated it is an estimated costs for a motorized golf cart instead of an electric one which is about $1500 more than the traditional golf carts
Ms Darnell along with Chairman C J Hagins Silver Springs Shores Special Tax District Advisory Council appeared to address Department 8100 Silver Springs Shores Recreation Facility which can be found on page 339 Approximately 50 of the staff is retirement eligible The facility is aging and needs some attention It was recently learned that the Youth Center restrooms will require upgrades to become compliant IVIs Darnell noted they have met with Facilities Management Director Andy Race who suggested that the work itself will be about $25000 and an architect will be needed which will cost approximately $25000 so they are guesstimating the cost to be around $50000 Problems exist with the Youth Center pool deck that is settling and the parking lot is crumbling and is in bad condition The advisory board is leaning toward adding some computer labs in both the Community Center and Youth Center surplus computers that were upgraded this year can be used She advised that she met with IT to obtain cost estimates and opined that both can be done for about $5000
Ms Darnell noted this department has 3 vacancies the office is currently staffed by a Spherion Staffing Services person (temporary person) and a Recreation Aide is out with an injury as well as upcoming vacations She advised that she may also be monitoring at the pool this weekend Risk Management recommends certified lifeguards at the pools Silver Springs Shores has 3 swimming pools and national standards require 1 lifeguard per 50 occupants The swimming pools are currently operated with no lifeguards on duty and signage states that fact pool monitors are simply there to monitor as they are not certified Red Cross Lifeguards Staff has been used as monitors however some are not comfortable watching 50 people and feel they can only handle 25 Ms Darnell stated it has been her goal to keep all 3 pools operational and open on the weekends
Ms Darnell stated she would like to bring forth an Agenda Item in the near future to downgrade the Youth Recreation Specialist position (page 341) to a Recreation Leader II position which is more in line with the Parks amp Recreation Department this position can train up to become a Recreation Manager in the succession plan She further commented on reclassifying the General Maintenance TechLifeguard by splitting the position to a Building and Grounds Technician which will then free them up to add another part-time seasonal certified lifeguard With 3 lifeguards during the summer months it will allow for 1 full time lifeguard to work year round at the heated pool and the summer pools can be staffed with seasonal lifeguards
Ms Darnell advised that she spoke with Mr Couillard about partnering with the Parks amp Recreation Department and bringing some programs to the Youth Center She stated the Youth Director recently resigned and took a position at The Villages noting there are lots of openings
Commissioner Zalak inquired as to what the recommendation is at this point Ms Darnell opined that there could be a benefit to the citizens of Silver Springs Shores if the Community Center and swimming pools were under the Parks amp Recreation Department simply because it is a recreation facility however she does not know if they are considering this idea but there is a need for partnering
Commissioner Moore commented on the library in Silver Springs Shores Mr Hagins advised that he attended the residents meeting last night and noted one group is
Page 552 Book U
July 14 2015
generally the idea the Youth He stated are going move forward with getting in the Youth as well as the Community Center Commissioner Moore if books will moved into the Youth Center Mr Hagins it is possible Ms Darnell advised that there is a Library in the Community however children are not allowed
Commissioner Bryant commented on having Parks amp Recreation taking this over and inquired if it would still fall MSTU as as funding Mr Bouyounes noted positions from MSTU will to that facility guidance management will the Parks amp Department instead of the MSTU Department if that is direction the Board wants to go Ms Darnel stated it may be something to explore in a workshop at a later
General discussion ensued Commissioner Zalak opined that Ms Darnell to get with the Director
to figure out how to make some those mechanical pieces work they [Parks] already expertise on it is to recruit people over the summer makes no sense MSTU and manage element He recommended bring back a proposal as to how to transition working with advisory council
Chairman McClain commented on the staff positions just addressed noting the budget number staff will have to change Ms Darnell concurred and that she will bring those numbers forward in an Agenda Item the pay 13 position will be downgraded which will up funding for the seasonal position
the Maintenance TechnicianLifeguard would with no pay change as it will still be a pay 5 She budget will be minimal
Commissioner Zalak suggested staff meet with Parks Department and aHow them to look this over as well noting they may need with the Parks classifications in the transition than what is here today It was the general consensus of the Board to concur Mr Bouyounes opined that if this is on the 4 2015 Agenda and approved by the then it can in the Chairman McClain it can be included the budget with the change made
Commissioner Bryant noted Department 811 Silver Springs Street Lighting found on page 343 contains only 1 line item
Ms Darnell addressed Department 8200 Hills of Ocala Recreation which is a community park (passive park) with a meeting facility and can be found on 350 The advisory board is looking to their tennis They wanted to purchase some toddler playground equipment but are with the so they are looking new fiber around existing playground as well as replacing some benches and do some minimal other than that this budget has not The facility is currently rented by a church that has some property on CR 484 where they will building a facility so some of the rental income will be lost in future There does not seem to be any room for expansion on collections as it is pretty much a passive
Ms Darnell along with Advisory Board Chairman Levengood 4930 Marion MSTU for which can
Darnell advised Department experienced a high turnover rate currently has 4 She stated would like to bring forth an agenda item to eliminate a part-time Maintenance nician position reclassify
Book U 553
July 14 2015
Maintenance Mechanic a Medium Equipment position in staff to all maintenance responsibilities of the (page 477)
there has not been much discussion they would also like to going from 4 1 hour days to 58-hour days Currently are 2 crews one is working Monday through Thursday and is working Tuesday through Friday Going 58-hour days would not require having Supervisor staff for 2 different crews as 1 Supervisor could be Monday thru Friday Ms Darnell stated will have to speak to the HR Director about this change to see if this will be a more way to those crews
employees involved another is Marion Services
Board is asking for a salary increase for Superintendent Sloan in the amount of $3934 this is not a reclassification but a 95 request based on fact that they took over maintenance of waterfall 2 years and Ms Sloan 17 years of service with the County In response to Commissioner Bryant Ms Darnell advised that the increase is not included in the budget
In response to Commissioner Ms Levengood to the d of advisory board and stated is to in the operation of
make recommendations capital expenditures staffing and
expansions She that from the first budget that Marion Oaks Advisory Board originally prepared in March to the one the is looking at $300000 was cut from the budget and considerably lowered noting they are not yet done As Ms Darnell stated the advisory board recommended moving a part-time employee to a vacant full time position delete the part-time position which resu another savings of approximately $16000 The advisory board is also recommending reclassification of a position for the waterfall which will provide savings of $9500 total over approximately $25500 from what is before the today
Ms Levengood noted that Ms Sloan has been with Marion Oaks Services MSTU almost 18 years and is too humble to ask for a raise The number workers has from 4 to 9 as well as the amount of equipment with 90 the equipment maintenance being done Transportation assumed maintenance of Units 9 6A 6B 11 and 12 along with the other 7 Units Ms Sloan maintains for a total of about 350 which is an 118 miles just in last few years With BCC approval the board has added the waterfall which Ms Sloan also oversees
of of responsibility by Marion Oaks MSTU General Services and facts they are the raise in to the for the position be for Ms Sloan who is an exemplary that and beyond on a daily
Chairman McClain inquired if position should reclassified in order provide a raise for Ms In response to Commissioner Zalak Ms Darnell stated the pay increase was not included in the budget because she was advised to bring it to the workshop
Zalak noted it is somewhat confusing as Board Policy that adviSOry boards are not to direction employees or playa role in personnel nltgtT stated the two are different Policy is for advisory members not to direction to as to what to or not do on a day-to-day however part of their duties is to a budget and present
Page 554 Book U
July 14 2015
it to the BCC stated advisory board has every right to present a recommendation to the BCC
discussion Chairman McClain stated the Board should give them some direction as to whether
or not the position should reclassified or advise if this is okay for the advisory board to do this going forward
Mr Tomich advised that as far as is concerned it not really deal with individual employees but a time where the rd will determine recommendations that a given of position or position responsibility is appropriate to the job When the discussion turns to performance an individual in a position or whether that person doing something that is over and the of that it a matter of personnel or looking at the position itself He expressed concern with trying to do employee reviews and salary adjustments for performance as part of budget process
Chairman McClain of whether the Board considers pay adjustments during the budget mid-year or it is normally through a reclassification because more responsibility has generally been taken on by an employee It was noted that Ms Levengood Ms Sloan has certainly taken on more responsibility The BCC would prefer to consider salary adjustments as a reclassification He this is a preliminary budget workshop and suggested advisory board work with Ms Darnell
In response to Chairman McClain Mr Bouyounes noted the has a Superintendent which may be a little different in responsibilities commented on the need to capture all responsibilities addressed with HR to look job description and bring a recommendation to the BCC Chairman McClain stated tile Board would be more comfortable with a reclassification
Mr Tomicl1 stated not to specific to this issue but wanted to point out overall budget not quite $800000 in revenue and is relying on Fund Balance year He noted more than $450000 in is proposed and $400000 in operating expenditures so they will be looking at an adjustment in the assessment that area as soon as next to maintain this level of
o or~ discussion ensued Mr Bouyounes suggested bringing all those positions with a reclassification as
an agenda item for approval which will then be reflected in budget irman McClain stated jf want to do a reclassification of a position can go and
with HR present Board discussion Ms stated did not for a She advised that she does not
more positions noting the part-time employee was previously eliminated and she can work without that being changed to a full time employee Ms Darnell the position is still in budget even though it has not been filled or being advertised Chairman McClain asked if this is the General Maintenance Technician position Ms Darnell concurred In response to Chairman McClain Ms Darnell stated the position is the budget however it is Ms Sloan clarified 3 positions are open that they will filling Ms Darnell that is noting another Maintenance Technician position is also open (vacant)
Chairman McClain directed staff get with and bring back a reclassification sometime during the budget process for discussion as it relates to the budget
Book U 555
July 14 2015
Commissioner questioned the deficit next year (FY 17-18) and the millage rate Mr Tomich stated it is a fixed parcel of $30 per lot which is a levy
this point of $798000 although that full amount will not be collected something less $800000 will be collected Commissioner Zalak questioned how much in reserves
is being used today Mr Tomich advised the Carry Forward is showing at $461000 and Reserves are $205000 and approximated that over $100000 in Reserves are being
In response to Commissioner Ms clarified that the parcel vary and is for mowing and lighting and $50 for residential
for commercial and $20 condominiums for road improvements stated does not have a copy of the Ordinance with her and that it not state a maximum Commissioner Zalak it is still a deficit of $100000
Mr Tomich opined that one of the first is to look realistically which vacancies are being maintained and delete positions if that is what it takes to balance the budget It was general consensus of Board to concur Mr Tomich noted that in 2014 the actual expenditures were $700000 If 2016 is going a whole lot different than 2014 they may need a more realistic budget that can show they can operate within current -
Chairman McClain reiterated that and the advisory board have work do He them to meet with HR to address the reclassification and bring a
recommendation back to the Board It was the consensus of the Board that are no further questions in
regard to MSTU Department Commissioner Bryant out at pm
======-== - Solid Waste Director Mike appeared to review departments proposed budget for 2015-16 for Department 4230 Solid Waste Disposal (page 582) Department Solid Waste Collection (page and Department Solid Waste Recycling (page 589) introduced Operations Manager
Starkey and Budget amp Administration Coordinator Ronald Crews (who remained 0011 in the audience) ACA Bouyounes was also present
Mr Sims that Solid Waste Department is made up 3 Divisions Department 4230 is Disposal Division which basically runs the Landfill the old landfills and transfer station operations as well as all of the facilities Department 4250 is the Collection Division which also contains Litter Control Enforcement and Department 4270 is the 18 Recycling that out and around the County He provided a recap of some of departments accomplishments in the last year as a slight increase of 133000 tons of disposal waste into landfill which is over 127000 received the previous year
Commissioner Bryant returned at 348 pm Mr Sims continued recapping accomplishments noting a slight in
customer counts utilizing the Baseline Landfill facility as well as Recycling Centers by over visits department also a County recycling of completed building Newton Recycling Center and remediation project by installing a closure cover and stormwater collection system on the landfill started Davis Landfill water line extension the public drinking water system noting there are other associated programs with project and they are now trying to acquire enough ROW to move that project forward Funding in the upcoming budget will with the
556 Book U
July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
Book U Page
July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
II
July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
Book U 561
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
July 14 2015
has 5 he will BCC on projects department is budget is
A bid was on the Beltway uncn
hoped that the will be brought the Board on August 4 2015 which will put construction around the middle or end of August the northern is out to bid and will be open as of of next week and as discussed at the last BCC meeting the Horse Park turn will appear on the August 4 2015 The Agenda Item regarding the Park turn lanes will ress funding from Transportation Impact
District 4 if the budget is monies are in the Economic Development Incentive Grant (EDIG) Fund a budget will be done next to move that funding to the EDIG The Park turn
August 4 2015 Agenda for approval and will be added approved list of for next year The Park will be doing the design and obtaining the permit which they anticipate having everything ready by the end of this fiscal so it is possible that it can be out to bid in October for construction
Chairman McClain stated his understanding was that were going to look Capital Improvement Plan (CIP) or something as it to the Horse
noting Mr was going to what be money for the Park turn lanes was from Impact Fund Mr noted the 49th project was at the Board noting allocated for rights-of-way (ROW) acquisition At this point $300000 was taken from 49th Avenue but if the EDIG can used when the approves that budget then it will revert back He advised that mentioned 3 projects in the Transportation Improvement Plan that could and opined that 49th Avenue is the best option
Mr Bouyounes introduced Deputy County Engineers Atwell and Tracy who will review departments budget for 6 for Department Water Resources Department (page Department 41 Property amp Services (page 1 Department 4130 Construction 20 Gas Tax Department 4121 Transportation Department (page 212) Department 3390 Water Program Department (page 460)
Ms Straub advised that Department 2715 Water Department which has one employee is a General Fund and can be found on page 99 of the budget book
Commissioner Bryant returned 1 38 pm Ms Straub the budget as proposed is 235 years
and does contain the With lacoochee Regional Water Supply Authority (WRWSA) membership found in line item 554201 amp Membersh in the amount of $64116 and is a per capita assessment that changed from assessment value of $019 per capita but the amount has slightly
Commissioner Moore questioned line item 531109 Professional noting $53000 was spent and the proposed budget is in the amount of $78750 Ms Straub stated that is where the department been paying their water supply feasibility work they are under with Devo Consulting She noted money was moved in the line last year through amendments make that happen however that project is coming to a close
Mr Atwell addressed Department 4145 Property amp Engineering which has 2 employees is funded by the Fund and can be found on 133 No
Page 540 Book U
July 14 2015
significant changes have been made to Person Operating or for the FY 15-16 A decrease in spending is noted in the proposed budget of 1
Commissioner Moore questioned line item 531109 Professional Services which was $0 in 2014 but proposed budget is in amount Mr
that $1750 spent so year Mr stated the Services Contract Services items are used when dealing with
surplus properties or coming to the County where the department sometimes to care of them mowing taking care of buildings or improvements etc)
He noted funds are not always used but the money is there just in case arise Chairman McClain questioned where monies from foreclosed propertiesbank
are located in budget Mr stated those are treated as Revenue dollars offsets a portion In
McClain Mr by law have used to offset of Code noting their expenditures exceed that amount but it
is not specifically earmarked or set aside Mr Atwell addressed Department 4130 Construction-
has no employees is funded by the Gas Tax and can be found on fund road and traffic materials for County work forces
rnl~11 under this fund include limerock concrete sod striping materials light traffic signals
Atwell Department 4121 Department which is also Gas Tax and can found on proposed includes an
approximate decrease of 1 from the FY 14-15 Some of the significant personnel include a total 3 reclassifications change in job responsibilities at a
salary of $7182 as well as a new position with a salary of $31 due to increased workload which was during the planning workshop
Chairman McClain questioned the Transportation Contract Compliance position (page Mr Atwell position is involved with assembly
books processing as they are from the are also very with local program (LAP) which virtually has millions of dollars of aid and construction funds from the Florida Department of Transportation (FOOT) The position is also involved with audits field interviews opportunity documentations as required amount of material submitted to has significantly
since he started with County about 7 ago Ms Straub commented on the capital portion of the budget noting during the
planning session one of the key was the of the vehicle and replacement keep the staff equipment replaced a of $15 to $25 million year
in to keep a stable as well as keeping the equipment in operational condition The budget Board in the Capital line item 564101 Machinery and Equipment is proposed in amount of $13 million (page 218) however staff has worked with the Fleet Management Department and are now recommending further reduction to that budget of about $400000 by removing the Motor in the amount of $205183 and Widener in amount of $194931 In so doing additional monies need to to the repair contract line items In talking to
in mechanical such staff is looking to move $40000 into line item RepairsMaint - Management to cover additional repairs for those units and move the remainder slightly more than $360000 into line item
u 541
July 14 2015
01 Contract - Misc to toward contract work in particular focusing on the long line trimming efforts
In response to Chairman McClain Ms commented on long line tree trimming effort which is a big undertaking the department has further and further behind She more work is in this effort to keep it in a more routine fashion which will a lot to get caught up as they are far behind
General ensued Chairman McClain questioned what is included in line 534101 Ms stated that item the crossing
shredding for repeater installation ROW (for larger department cannot remove) as well as AITCgt
disposal (for oil grease and spill material) Chairman McClain inquired if the $360000 will be spent in next year
Ms Straub stated the amount will be as they will hit all quadrants Commissioner questioned the cost per mile Ms Straub stated did not know the per mile cost at time Mr Bouyounes noted the last time the long line trimming was done was over 2 He stated staff can provide that information to the Board
a later In Commissioner Ms Straub vendor looked each actual see the coverage they will take money
and accomplish as much as possible General discussion resumed Chairman McClain requested staff provide a report as to how much time money
and equipment is allocated to the long line trimming Ms Straub she did not have that number time but can report that information to the
General d resumed Commissioner Zalak Mr Bouyounes stated can provide a
amount of over the last five for long line trimming both and Commissioner if staff is
aware of what the Utilities (private utilities) will doing Mr Bouyounes that the Utilities did notify but it is a short however crews try avoid trimming along power lines and on other areas
General d continued Chairman McClain stated he was having a hard time giving the department another
$360000 when it is spending almost $2000000 on this work Mr Bouyounes the $360000 would go toward long line contract type work not
house tree trimming work Ms Straub noted that Marion County is a heavily treed county McClain that he will a decision today
Commissioner commented on compressed replacements where they will located Ms one of pickup trucks will Road Maintenance Supervisor (RMS) who is assigned to North but regularly runs to Fleet and the main headquarters Mr Atwell stated 2 CNG trucks will go the Engineering and Traffic 1 truck will be for the Traffic Supervisor and the other truck is for the ROW Inspector Also a replacement sign truck for Traffic will be a CNG truck Mr Bouyounes noted employees put a lot of miles on the as they drive throughout the County_
inquired if any vehicles at can be replaced CNG and the vehicles in other areas that are not near a
fueling station Mr Bouyounes stated will have to work with explore
542 Book U
July 14 15
idea Mr Kauffman questioned whether the Board wanted Ms Olsen to address the 2 Chairman McClain stated there was no to ress the this time
noting he may a question in general to RFPs Chairman McClain the $359000 is an enhancement the budget versus
what has occurred over last years as it to trimming He advised that is having with putting dollars into the budget however may be some opportunities exist that staff has not fully explored (eg working with power companies to costs) Mr Bouyounes stated staff can look at as the money will remain in fund balance Chairman McClain concurred
Commissioner Zalak inquired if can also provide information as to how far behind the long line trimming is and exactly what that $360000 can do when they bring back the report as requested earlier Mr Bouyounes stated in general the Transportation Departmentffransportation Maintenance Fund is not short on work in field as there are many maintenance that need to taken care stated will check on the trimming bring back some recommendations so Board can see where they have been and what they have so far and if there are any other opportunities with power companies then can bring forward a comprehensive plan
Chairman McClain staff to go ahead and the 2 vehicles out and switch around the budget In response to Mr Bouyounes Chairman McClain stated he is okay with moving the $40000 clarified that he is to doing what staff asked Mr Tomich stated to specific 2 vehicles been eliminated with $40000 for
Management about $360000 in Chairman McClain stated the 000 will go into their Contract Services budget Chairman McClain if there is a higher priority where this money can be
Mr Bouyounes commented on the major issues the department with on a regular basis as drainage pothole patching shoulder widening care of side of the and trimming
Commissioner Zalak commented on making sure is enough money in the material supply side (Iimerock) when doing contracted grading maintenance to crown dirt Mr Bouyounes stated it is part of the 20 Gas Tax budget as earlier by Mr Atwell In response Commissioner Zalak Mr Bouyounes every time they grade they are making improvements noting there are over 400 miles of dirt
to deal with but only about are on a routine Ms Straub stated graded roads cost about $700000 $800000 year and time material is added more money is on those dirt roads which is a significant portion of budget for such a small number of roads as compared to overall road network Commissioner Zalak questioned if County is fixing the problem noting some dirt roads better than others
General discussion Ms add Department 3390 Stormwater Program Department which
is funded and can found on 460 Staff is recommending one personnel change add a temporary seasonal employee a Summer I The budget is strategic plan focused the department really tries to concentrate its efforts on the maintenance installers which is under Capital Outlay (page 463) item 563101 Improvements Other than Buildings in the amount of $5888445 Continued efforts to reconstruct and remediate stormwater systems for both water quality
Book U Page 543
July 14 2015
and quantity can seen under line item big are identified in the Stormwater Improvement Plan (SIP) that comes before the each Also as a result of watershed management program the department a Capital Projects Privatization (CPPR) which all of to be worked on (from maintenance to capital) and is a living document that staff continues to assess watershed by watershed reprioritize based off its findings and as new findings which built into 5-Year The other item is the public education plan which staff will bringing to Board in September or early October 201
Chairman McClain noted that a little more money was to be budgeted under item 563101 and questioned if staff is on track to continue to spend this kind of money
in that budget over the next several years Ms Straub that Stormwater Engineer Gail Mowry has an excellent job at laying out a plan She opined that department will hit the $5000000 mark this year from the budget much of which is capital work and they are aiming to grow that (by projects not money) and year
Chairman McClain to Stormwater Improvement projects in the amount of $3122880 and questioned how many are included in that Ms Straub it is miscellaneous projects which includes anything from swales digging a retention pond She commented on a project list this that shows construction costs that range from $10000 to $500000 In response to Chairman McClain Mr Bouyounes the items are identified in the SI
Chairman McClain if the County is due for any big map updates in future Ms Straub in to mapping staff is in the midst of doing a Emergency Management Agency (FEMA) update right now and are waiting on Staff wants to address City of changes believes that FEMA wants to wait to include that information before moving forward they do not want to have it as an amendment but actually want to incorporate it into update County staff been told anywhere from AugustSeptember to of the
Chairman McClain commented on the Countys watershed management asked if it is something is doing on a regular basis or on 4 to 5 year life cycles that
updating Ms Straub advised that all the big watersheds are being out and at maintenance maintenance are small most of that work will done
Chairman McClain if once the maps are done is it just a of keeping them updated Stormwater Engineer Mowry stated that is correct noting the Watershed Management Program is done in to all of modeling so for the most part every watershed has a 100 year model event for then staff moves into water quality portion and the capital projects reports all of which was brought in internally Staff basically has a long range to do and incorporate into the 5-Year Staff is not doing any more Flood Insurance Rate Maps (FIRM) than the 2015 ones they are currently doing
Commissioner questioned line 552108 Operating Supplies in the amount of $17625 (page 460) Ms Straub stated and control supplies which include silt fencing and mulch as well as office supplies such as DVDs memory sticks for the camera field log books flagging stakes and water quality sampling equipment are purchased from this line item Commissioner Zalak asked if the big drivers are fencing and mulch outside office supplies Ms stated the erosionsediment control is big ticket item which runs $15000 and the sampling equipment is $1275
Commissioner Zalak questioned line item 1 Training Education in the
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amount of Ms Straub advised that a slight change is Training and as the has not kept up with a items and is of online Computer-Aided Design training which 000 FOOT is no longer doing some classes for so the department is now having to pay some of items The remainder is for the continuing education that has been consistent In response to Commissioner Zalak Ms Straub that the department looks to 1 person CAD certified Ms Mowry stated there are 7 CAD users in the group and the on training course is $1 for 5 peoplepositions noted they can potentially downsize and use numbers with multiple people however the Geographical Information Systems person is supposed to cross-trained to sometime this year
projects on in the amount of by the end of Ms Mowry stated
Ms Straub stated the will not be finished construction bythe end however funds are allocated and a contractor is brought on board but
construction can be carried on into fall Ms Mowry clarified the bulk of projects on the list are currently in design or will be coming before the at the first meeting in August (August 42015)
discussion ensued to Chairman Mr Kirbas stated purchases to
date is $180505 in regard line item 561101 Chairman McClain asked if will be OU(la9tea forward in Ms Straub stated earmark that is IfI~nI1 noting Ms Mowry ROW Manager Shawn Hubbuck of upcoming
Zalak commented on the monster water pipe by Silver Springs and inquired as what the red light means Ms Straub stated it means the pump station is not properly working Ms Mowry advised that for some reason that pump station seems to be very susceptible to lightening it was thought to during this last repair however light still triggers on a fairly basis She that if the red light is on the pump is turned off Ms stated the pump is working but chambers are collecting sediment Ms Mowry concurred clarified that pump is water on other but chambers are still collecting In response Commissioner Zalak advised that FOOT is taking care of the pump station
Commissioner Zaiak inquired as to what will happen to pumping station when the road is widened Mr Bouyounes the 4-lane project was considered during the design of the pump station which will not be impacted by the improvement noted the will occur on the north side of the pump station
Commissioner Zalak questioned line item 525101 Unemployment Compensation in the amount of $3000 Mr Bouyounes this is an item that has no value in budget and it is unknown as when it is neE~aE~a
It was general consensus the that are no further issues to discuss with the County budgets
BudgetsUtilities - Marion County Utilities (MCU) Director Flip Mellinger appeared to review proposed FY 201 6 budgets for Department 7130 Utilities - Customer Service (page 594) Department 40 Utilities - Water Operations (page 598) Department 71 Utilities - Water Maintenance (page 601) Department 7150 Utilities
Book U Page
July 14 2015
Wastewater (page 604) 7155 Utilities Wastewater Maintenance (page and Department 7160 UtHities shy Engineering Construction (page 610) ACA was also present
Commissioner Zalak noted the Unemployment Compensation is to in line 526101 as Other Employment in the amount of $5665 (page
594) Mr Mellinger this is an item that is required by the Clerks Finance Director John Garri that OPEB is by the Governmental Accounting Standards Board calculate noting an Actuary is hired to calculate
value as it on overall financial unfortunately Enterprise it has to be the fund is basically of the health
insurance that the County provides to a reduced group is referred to as the implicit rate Although the County is essentially not fund say there is a subsidy that the Board provides the by allowing them to their health insurance at the group The County was required to calculate that value and start recording it on the statement a couple of years ago He noted the pension one will be coming up and will be booked as an expense For governmental funds that will be entity wide level and will not affect the budget however it will
the funds Mr Mellinger addressed MCUs as presented to
demonstrate and is about $87500 than last year without considering and debt When considering and debt budget it is
considerably less year because funds have been previously allocated to capital projects and expended project funds will be carried over into the About $19000000 is currently in the CIP and allocated toward projects and as the year rolls on those funds will draw down on payment to contractors and the balance will be carried forward on active
The budget a reclassification a Assistant I to a Assistant II (page 596) as it is a continuous revolving Commissioner questioned the overall turnover Mr Mellinger stated in 4 years MCU an overall turnover rate of 46 is quite high
The proposed includes replacing 10 of MCUs 72 vehicle at a cost of about $382000 $385000 was to purchase a Vac-Con Truck so no pickup trucks were replaced cycle has to be started as no pickup trucks been replaced
2007 MCU intends to spend about $400000 per year Also 9 computers are included in the have been by Information Technology (IT) as needing to be An additional $69 million (approximately) is planned for capital
the which are mains that will run from Golden Ocala to 200 and to the Oak Run collection system MCU to begin the design for of the Marion Regional Water facility The pressure for future projects including alternative water supply development drives
need for another rate increase in 2016 Mr Mellinger he had several proposals he would like to talk to the Board
about and inquired if are any questions Chairman McClain commented on operating budget for and wastewater
to line 534101 Contract Other - Misc of approximately $350000 questioned if those funds are meter reading Mr Mellinger concurred
noting that is down and by this fiscal should be out of the meter reading as pretty much everything has been over to automatic
546 Book U
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In
July 14
meter which will allow 1 1 vehicle to go around and all of the MCU use have a dump station for vac-con when they were hauling grease and stuff that out of lift stations but since had to stop their use landfill or even haulers will not haul MCU is not able to properly dry material which is not authorized for transport MCU is now hiring American Pipe and Tank to come and pick stuff up or they dump the vac-cons their location which that cost quite a bit this year
Chairman McClain commented on Department 7155 Utilities shyMaintenance line item 534101 Contract - Other shy$161396 (page and questioned how much of is meter reading Mr Mellinger stated none of line item is for meter reading hauling MCU is Solid Waste to haul the the drying wastewater plant item
Misc in the amount
that it is all dumping
commented on 71 Utilities - Customer budget line 101 Contract Serv - Other in the amount of $208773 594) and if this is all meter reading Mr Mellinger stated it is not noting this line item cleaning contract bill printing service certified document shredding etc McClain inquired as to where the reading is in the budget Mr Mellinger reading is currently in 7130 although the cost has reduced money remained in the budget to continue the services for turn onoff since it is than doing so in-house Chairman McClain clarified that the reduction will continue to 7130 budget Mr Mellinger meter reading will remain in the Department 71 budget
Chairman McClain questioned if the treatment plant is Marion Oaks Mr Mellinger
CIP
would eventually per day (mgd) facility when
water reclamation plant is for Marion MCU knew that the Marion to be facility will be a 9 million it is built out which is much larger than Oak Run
Commissioner requested review of Mr Mellinger stated that is part of the noting need to address going for a bond in 16 to take on the debt MCU needs to pay for Marion Oaks Water Reclamation which will also include some improvements to the collection system at CR 484 and 1-75 He noted they have reached a point this has to be addressed as are a lot of entities talking to MCU about The existing infrastructure can handle some more flow but it will not handle all Mr Meflinger stated there is no 1 project that is large enough to take on the cost of infrastructure improvement that is Basically MCU nonc
to install a new main from CR 484 run south along to the nearest point of intersect with and into the lift SummerGlen project can $1000000 There is for anyone entity to pay for to put the money out will later be recuperated in capital to Chairman McClain Mr Mellinger stated an 8-inch main is currently 1-75 which collects (Le all of those motels restaurants etc) noting it still has some capacity but not enough to handle the numbers being proposed to MCU
General discussion ensued to Chairman McClain Mr Mellinger advised that the Bond will
neighborhood of $15000000 $16000000 He stated he would like of a 714 customer system which is 1 of 3
Book U 1 Page 547
July 14 5
owned by Mr deMenzes and is on southeast corner of the City and wraps across the road from MCUs South A purchase price of
$18 million and change has been negotiated that system MCU had Burton amp perform the financial analysis on which will not have any impact
on MCU as the majority of customers aU the way up 14000 gallons per month will see about a $3 month increase by coming to the MCU once above the 14000 gallons per month it is less than a $10 increase up to 20000 gallons and once above 20000 gallons their $539 increment kicks in and start feeling it He noted this
one of the issues Mr deMenzes has with over the past in that he does not rate structure however he one approved that goes into
10000 gallons that will be raised by $050 In response to Chairman McClain stated the purchase price is $1
McClain clarified that of will be to purchase the system lt1ltgt1011 MCU will pay out of Capital currently on hand
that back into Capital Mr Mellinger addressed the high
Mechanics noting this year the Utility turnover Field Mechanics The turnover for 3 He asked that Human for pOSitions and find out where they are people are leaving for more money Mr Mellinger requested permission use up to $75000 of the $87000 in savings this help adjust those salaries to hopefully some of the turnover
Commissioner Zalak inquired if the $87000 savings is all operational Mr Mellinger concurred Commissioner Zalak d staff to bring back a salary study
see if all of the $75000 needs to be spent Chairman McClain directed staff to cond survey noting the Board would like to have the opportunity to discuss the
Mr Mellinger concurred McClain advised that it is the Board at least explore what
475 and 475A noting some properties in that area will require the County will to figure out how to go under
side of opined that the County should it done while going out which will be worked out
Agreements noting will cover the ltgtvrlltgtn
00ltgt discussion ensued Commissioner Zalak questioned how of the Bond money will
Mellinger $12000000 will the Marion Oaks Water 101
which will start out as a 1 mgd facility at a cost of about $12 to Commissioner Zalak Mr Meliginer stated the facility needs
2017 noting the problem MCU has is that it a 220000 gallon plant at -VIYIJ
and flows need to be moved south I of building a plant at Golden right now MCU looked at where the best place to build a plant was and determined that Marion
is place Rather than spending $12000000 at Golden Ocala and another $12000000 at Marion Oaks that will be in 5 years MCU can go ahead spend the money down there and put $5000000 into a pipeline that will take from Ocala to Oak Run take Marion Oaks and SummerGlens flows of Oak Run put them back at the Marion This also gives MCU ability
Oak Run Marion vice-versa as well as run flows back Golden Ocala and MCU will want to
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5 July 14
build a plant at Golden it is just the timing right now and the Marion Oaks plant is the better option of the effluent disposal opportunities even though Ocala has a commitment of 2000000 gallons of effluent that can be taken for golf course or whatever however it is unknown if Golden can get a consumptive use permit (CUP) for that amount however Golden Ocala a commitment for water that they have to on so that MCU can move flows away in to save money Eventually MCU may go and put in plant but they want
membrane that was built at Salt Springs to more comfortable with which a much smaller footprint it is believed that a
facility can be put that will be less General discussion In response to Zalak Mr Mellinger Trilogy is starting to build
homes which is driving MCU to do something now the Golden Ocala plant does not have enough capacity to take care of development Trilogy Mr Mellinger stated MCU has the Capital in its rate sufficiency analysis which is programed in so they knew they were going to to spend it they also revenues that would received and the capital will be returned with the charges it also the added customer that supports long term It will have a impact on MCUs without that northwest area In reply to Commissioner Mellinger advised that City Ocala is not a Wholesale Agreement
General Commissioner questioned how MCU is on bad debt Mr Mellinger they are still in the of making telephone and pleading with customers
as well as sending noting the customers are obviously cut off He noted the collection agencys success is not as great as one would think Mr Mellinger CTOlTtgtro
the success rate of collecting on bad debt is around 20 eventually reaches a point where it is written off advised that the County Attorney is currently reviewing proposals noting one proposal is to start placing a lien on property so that the debt can
recovered once is sold General
commented on MCU a charge even services are looking at a new some of those assumptions
are built in and from a policy standpoint if the County continue down that path or explore different opportunities He commented on bonding process and what the County has committed to as as a rate solidifies that so a choice cannot be Commissioner Zalak did not necessarily want to into a new Bond with the same presumptions if it can avoided Mr Bouyounes that the new Bond will assume what the County in the Ordinance Commissioner Zalak stated the Board should consider any to the Ordinance prior to bonding Mr Mellinger it may be a bank loan rather than a Bond Chairman McClain it is a good discussion to have at a later date Mr Mellinger commented on concerns by Burton amp in
to options General Mr Bouyounes if the Board wanted to the bonding at the next
strategic planning It was the general consensus of the Board to concur Mr Mellinger questioned if Board wanted a report from Burton amp Associates prior to the planning session Chairman McClain clarified that direction is that the Board wants explore this thought as it relates to the Bond Mr Mellinger suggested that he
Book U Page 549
July 14 2015
wait to see how fast he can get something from Burton amp Associates and then schedule a workshop Commissioner Zalak recommended that the Board look at the Ordinance and consider the options while they have the opportunity Mr Mellinger briefly commented on the base charge
Mr Garri commented on a legal issue in regard to the Reimbursement Resolution document which the Board will have to execute in order to take Bond proceeds if a bond is taken and reimburse prior expenses before the date of the Bond issue He clarified that MCU cannot start spending money now thinking it will get reimbursed unless a Reimbursement Resolution is in place which is something the County Attorney will have to prepare In response to Chairman McClain Mr Mellinger stated he understood what Mr Garri said as well as what the Board wants to discuss
Clerk Ellspermann requested an update from Mr Mellinger on returning deposits or hookup fees that is of concern to the Auditors Mr Mellinger stated he is aware that the Auditors are concerned about that money but it has not been the highest priority until this year He advised that he asked Customer Service amp Billing Manager Nancy Jarvis to drop everything and dedicate her time toward working on that list noting it is not an easy process Mr Mellinger gave his commitment that the task will be completed by the end of the calendar year December 31 2015 so that it hopefully will not go into next years audit
It was the general consensus of the Board that there are no further issues to discuss with regard to the MCUs budgets
Chairman McClain directed staff to take a comprehensive look at CR 484 purchase of the deMenzes system salary study and go ahead and start putting the timetable together for the Bond or bank loan Mr Mellinger noted that he shared the Rate Sufficiency Analysis with the Board this year
Commissioners Bryant and Moore out at 304 pm Chairman McClain advised that the Board will deviate from the schedule and
consider the MSTU budget next Commissioner Moore returned at 305 pm
BudgetsDistrictsSubdivisions - Municipal Service Taxing Unit (MSTU) Director Teresa Darnell appeared to review the departments proposed budget for FY 2015-16 for Department 4155 MSTUAssessments (page 135) Department 4156 MSTU Assessments - PA (public assistance) (page 137) Department 4600 Road Assessments (page 220) Department 4320 Marion Oaks Recreation (page 330) Department 8100 Silver Springs Shores Recreation Facility (page 339) Department 8110 Silver Springs Shores Street Lighting (page 343) Department 8200 Hills of Ocala Recreation (page 350) and Department 4930 Marion Oaks MSTU for General Services (page 476) ACA Bouyounes was also present
Ms Darnell stated Department 4155 MSTUAssessments budget found on page 135 is pretty straight forward and proposes the elimination of 3 Staff Assistant positions and create 2 new Assessment Specialists positions as previously discussed She noted the Community Services Department has taken over the low income assistance program which was also previously discussed The MSTU Department also handles postage for 30 or so County Departments and that responsibility will be shared between the Administrative Staff Assistant and the Assessment Specialist I position An Advisory Board seminar will be held in November of 2015 for new members
The MSTU is fully staffed at this time with 3 Project Coordinators Pete Hodges
Page 550 Book U
July 14 2015
who has been with the County for over 10 years Richard McClean who was previously with the OCE Stormwater Division and the 3rd Project Coordinator was brought on board and is new Marion County The department is a behind on projects and currently more than a dozen inspections which will responded to as as they can now that they are fully staffed
Commissioner Bryant at 308 pm Ms stated department is working toward greatest level
they can The first new project petitions are out for Turning Hawk which are on August 212015
Chairman McClain inquired as to the number projects MSTU is currently working on have out or are in construction Ms Darnell she not have
number in front of her but noted the department has more than a requests that they are now inspecting and preparing estimates for which not include ongoing and Municipal Service Unit (MSBU) projects noted that petitions for Turning Hawk are out right now and everything is in and they know Hgt they stand final public hearings are scheduled week Silver Springs
is a maintenance project will be brought to the Board A Change (CO) was recently approved for Marion Oaks to another 15 The Department is also getting ready to go to bid on Silver Springs Shores which is a little more than 14 miles
Darnell Department 4156 MSTUAssessments which is low income assistance program and can be found on page 1 is proposing to
that budget from $25000 to $20000 and will be going the Community Services Department noted 29 applications have been received so far this but the deadline is not until August 28 2015 year $25000 was budgeted $18000 was used
Chairman McClain asked if this budget will continue leaving Department 4156 with or move it Community at some point in the Mr Kauffman stated
is agreeable moving the budget to Community Services Chairman McClain advised that this budget will not next r
Ms Darnell Department 4600 Road Assessments found on page noting that number came way down this year from what it was last but upon review of list of it was realized that many of them had already failed petition one of which was handled privately through a homeowners association (HOA) list was pared down what might happen however it is anticipated that number will due to amount of inspection requests
Darnell Department 4320 Marion Oaks and can found on page 330 noted that Mr Tomich presented them with a financial forecast
shows they are in good until 2018 Ms Darnell commented on the improvements playground improvements possible parking expansion resealing of the courtyard basketball courts and a storage building) which the Advisory Board is exploring A conceptual drawing a proposed park was prepared by DirectorLandscape Architect Jim Couillard where that goes remains to be seen as it has a lot to do with property values and collections
Commissioner Zalak if the improvements is just money that has not yet been allocated to a Ms Darnell stated that is correct
Ms Darnell this department has 1 vacancy for a part-time Recreation Aide interviews have conducted but they have secure for the primarily due to drug testing
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July 14 2015
Chairman McClain inquired as to line item 564101 Machinery and Equipment for a golf cart in the amount of $8000 (page 332) Marion Oaks Building amp Ground Supervisor David Pierce stated it is an estimated costs for a motorized golf cart instead of an electric one which is about $1500 more than the traditional golf carts
Ms Darnell along with Chairman C J Hagins Silver Springs Shores Special Tax District Advisory Council appeared to address Department 8100 Silver Springs Shores Recreation Facility which can be found on page 339 Approximately 50 of the staff is retirement eligible The facility is aging and needs some attention It was recently learned that the Youth Center restrooms will require upgrades to become compliant IVIs Darnell noted they have met with Facilities Management Director Andy Race who suggested that the work itself will be about $25000 and an architect will be needed which will cost approximately $25000 so they are guesstimating the cost to be around $50000 Problems exist with the Youth Center pool deck that is settling and the parking lot is crumbling and is in bad condition The advisory board is leaning toward adding some computer labs in both the Community Center and Youth Center surplus computers that were upgraded this year can be used She advised that she met with IT to obtain cost estimates and opined that both can be done for about $5000
Ms Darnell noted this department has 3 vacancies the office is currently staffed by a Spherion Staffing Services person (temporary person) and a Recreation Aide is out with an injury as well as upcoming vacations She advised that she may also be monitoring at the pool this weekend Risk Management recommends certified lifeguards at the pools Silver Springs Shores has 3 swimming pools and national standards require 1 lifeguard per 50 occupants The swimming pools are currently operated with no lifeguards on duty and signage states that fact pool monitors are simply there to monitor as they are not certified Red Cross Lifeguards Staff has been used as monitors however some are not comfortable watching 50 people and feel they can only handle 25 Ms Darnell stated it has been her goal to keep all 3 pools operational and open on the weekends
Ms Darnell stated she would like to bring forth an Agenda Item in the near future to downgrade the Youth Recreation Specialist position (page 341) to a Recreation Leader II position which is more in line with the Parks amp Recreation Department this position can train up to become a Recreation Manager in the succession plan She further commented on reclassifying the General Maintenance TechLifeguard by splitting the position to a Building and Grounds Technician which will then free them up to add another part-time seasonal certified lifeguard With 3 lifeguards during the summer months it will allow for 1 full time lifeguard to work year round at the heated pool and the summer pools can be staffed with seasonal lifeguards
Ms Darnell advised that she spoke with Mr Couillard about partnering with the Parks amp Recreation Department and bringing some programs to the Youth Center She stated the Youth Director recently resigned and took a position at The Villages noting there are lots of openings
Commissioner Zalak inquired as to what the recommendation is at this point Ms Darnell opined that there could be a benefit to the citizens of Silver Springs Shores if the Community Center and swimming pools were under the Parks amp Recreation Department simply because it is a recreation facility however she does not know if they are considering this idea but there is a need for partnering
Commissioner Moore commented on the library in Silver Springs Shores Mr Hagins advised that he attended the residents meeting last night and noted one group is
Page 552 Book U
July 14 2015
generally the idea the Youth He stated are going move forward with getting in the Youth as well as the Community Center Commissioner Moore if books will moved into the Youth Center Mr Hagins it is possible Ms Darnell advised that there is a Library in the Community however children are not allowed
Commissioner Bryant commented on having Parks amp Recreation taking this over and inquired if it would still fall MSTU as as funding Mr Bouyounes noted positions from MSTU will to that facility guidance management will the Parks amp Department instead of the MSTU Department if that is direction the Board wants to go Ms Darnel stated it may be something to explore in a workshop at a later
General discussion ensued Commissioner Zalak opined that Ms Darnell to get with the Director
to figure out how to make some those mechanical pieces work they [Parks] already expertise on it is to recruit people over the summer makes no sense MSTU and manage element He recommended bring back a proposal as to how to transition working with advisory council
Chairman McClain commented on the staff positions just addressed noting the budget number staff will have to change Ms Darnell concurred and that she will bring those numbers forward in an Agenda Item the pay 13 position will be downgraded which will up funding for the seasonal position
the Maintenance TechnicianLifeguard would with no pay change as it will still be a pay 5 She budget will be minimal
Commissioner Zalak suggested staff meet with Parks Department and aHow them to look this over as well noting they may need with the Parks classifications in the transition than what is here today It was the general consensus of the Board to concur Mr Bouyounes opined that if this is on the 4 2015 Agenda and approved by the then it can in the Chairman McClain it can be included the budget with the change made
Commissioner Bryant noted Department 811 Silver Springs Street Lighting found on page 343 contains only 1 line item
Ms Darnell addressed Department 8200 Hills of Ocala Recreation which is a community park (passive park) with a meeting facility and can be found on 350 The advisory board is looking to their tennis They wanted to purchase some toddler playground equipment but are with the so they are looking new fiber around existing playground as well as replacing some benches and do some minimal other than that this budget has not The facility is currently rented by a church that has some property on CR 484 where they will building a facility so some of the rental income will be lost in future There does not seem to be any room for expansion on collections as it is pretty much a passive
Ms Darnell along with Advisory Board Chairman Levengood 4930 Marion MSTU for which can
Darnell advised Department experienced a high turnover rate currently has 4 She stated would like to bring forth an agenda item to eliminate a part-time Maintenance nician position reclassify
Book U 553
July 14 2015
Maintenance Mechanic a Medium Equipment position in staff to all maintenance responsibilities of the (page 477)
there has not been much discussion they would also like to going from 4 1 hour days to 58-hour days Currently are 2 crews one is working Monday through Thursday and is working Tuesday through Friday Going 58-hour days would not require having Supervisor staff for 2 different crews as 1 Supervisor could be Monday thru Friday Ms Darnell stated will have to speak to the HR Director about this change to see if this will be a more way to those crews
employees involved another is Marion Services
Board is asking for a salary increase for Superintendent Sloan in the amount of $3934 this is not a reclassification but a 95 request based on fact that they took over maintenance of waterfall 2 years and Ms Sloan 17 years of service with the County In response to Commissioner Bryant Ms Darnell advised that the increase is not included in the budget
In response to Commissioner Ms Levengood to the d of advisory board and stated is to in the operation of
make recommendations capital expenditures staffing and
expansions She that from the first budget that Marion Oaks Advisory Board originally prepared in March to the one the is looking at $300000 was cut from the budget and considerably lowered noting they are not yet done As Ms Darnell stated the advisory board recommended moving a part-time employee to a vacant full time position delete the part-time position which resu another savings of approximately $16000 The advisory board is also recommending reclassification of a position for the waterfall which will provide savings of $9500 total over approximately $25500 from what is before the today
Ms Levengood noted that Ms Sloan has been with Marion Oaks Services MSTU almost 18 years and is too humble to ask for a raise The number workers has from 4 to 9 as well as the amount of equipment with 90 the equipment maintenance being done Transportation assumed maintenance of Units 9 6A 6B 11 and 12 along with the other 7 Units Ms Sloan maintains for a total of about 350 which is an 118 miles just in last few years With BCC approval the board has added the waterfall which Ms Sloan also oversees
of of responsibility by Marion Oaks MSTU General Services and facts they are the raise in to the for the position be for Ms Sloan who is an exemplary that and beyond on a daily
Chairman McClain inquired if position should reclassified in order provide a raise for Ms In response to Commissioner Zalak Ms Darnell stated the pay increase was not included in the budget because she was advised to bring it to the workshop
Zalak noted it is somewhat confusing as Board Policy that adviSOry boards are not to direction employees or playa role in personnel nltgtT stated the two are different Policy is for advisory members not to direction to as to what to or not do on a day-to-day however part of their duties is to a budget and present
Page 554 Book U
July 14 2015
it to the BCC stated advisory board has every right to present a recommendation to the BCC
discussion Chairman McClain stated the Board should give them some direction as to whether
or not the position should reclassified or advise if this is okay for the advisory board to do this going forward
Mr Tomich advised that as far as is concerned it not really deal with individual employees but a time where the rd will determine recommendations that a given of position or position responsibility is appropriate to the job When the discussion turns to performance an individual in a position or whether that person doing something that is over and the of that it a matter of personnel or looking at the position itself He expressed concern with trying to do employee reviews and salary adjustments for performance as part of budget process
Chairman McClain of whether the Board considers pay adjustments during the budget mid-year or it is normally through a reclassification because more responsibility has generally been taken on by an employee It was noted that Ms Levengood Ms Sloan has certainly taken on more responsibility The BCC would prefer to consider salary adjustments as a reclassification He this is a preliminary budget workshop and suggested advisory board work with Ms Darnell
In response to Chairman McClain Mr Bouyounes noted the has a Superintendent which may be a little different in responsibilities commented on the need to capture all responsibilities addressed with HR to look job description and bring a recommendation to the BCC Chairman McClain stated tile Board would be more comfortable with a reclassification
Mr Tomicl1 stated not to specific to this issue but wanted to point out overall budget not quite $800000 in revenue and is relying on Fund Balance year He noted more than $450000 in is proposed and $400000 in operating expenditures so they will be looking at an adjustment in the assessment that area as soon as next to maintain this level of
o or~ discussion ensued Mr Bouyounes suggested bringing all those positions with a reclassification as
an agenda item for approval which will then be reflected in budget irman McClain stated jf want to do a reclassification of a position can go and
with HR present Board discussion Ms stated did not for a She advised that she does not
more positions noting the part-time employee was previously eliminated and she can work without that being changed to a full time employee Ms Darnell the position is still in budget even though it has not been filled or being advertised Chairman McClain asked if this is the General Maintenance Technician position Ms Darnell concurred In response to Chairman McClain Ms Darnell stated the position is the budget however it is Ms Sloan clarified 3 positions are open that they will filling Ms Darnell that is noting another Maintenance Technician position is also open (vacant)
Chairman McClain directed staff get with and bring back a reclassification sometime during the budget process for discussion as it relates to the budget
Book U 555
July 14 2015
Commissioner questioned the deficit next year (FY 17-18) and the millage rate Mr Tomich stated it is a fixed parcel of $30 per lot which is a levy
this point of $798000 although that full amount will not be collected something less $800000 will be collected Commissioner Zalak questioned how much in reserves
is being used today Mr Tomich advised the Carry Forward is showing at $461000 and Reserves are $205000 and approximated that over $100000 in Reserves are being
In response to Commissioner Ms clarified that the parcel vary and is for mowing and lighting and $50 for residential
for commercial and $20 condominiums for road improvements stated does not have a copy of the Ordinance with her and that it not state a maximum Commissioner Zalak it is still a deficit of $100000
Mr Tomich opined that one of the first is to look realistically which vacancies are being maintained and delete positions if that is what it takes to balance the budget It was general consensus of Board to concur Mr Tomich noted that in 2014 the actual expenditures were $700000 If 2016 is going a whole lot different than 2014 they may need a more realistic budget that can show they can operate within current -
Chairman McClain reiterated that and the advisory board have work do He them to meet with HR to address the reclassification and bring a
recommendation back to the Board It was the consensus of the Board that are no further questions in
regard to MSTU Department Commissioner Bryant out at pm
======-== - Solid Waste Director Mike appeared to review departments proposed budget for 2015-16 for Department 4230 Solid Waste Disposal (page 582) Department Solid Waste Collection (page and Department Solid Waste Recycling (page 589) introduced Operations Manager
Starkey and Budget amp Administration Coordinator Ronald Crews (who remained 0011 in the audience) ACA Bouyounes was also present
Mr Sims that Solid Waste Department is made up 3 Divisions Department 4230 is Disposal Division which basically runs the Landfill the old landfills and transfer station operations as well as all of the facilities Department 4250 is the Collection Division which also contains Litter Control Enforcement and Department 4270 is the 18 Recycling that out and around the County He provided a recap of some of departments accomplishments in the last year as a slight increase of 133000 tons of disposal waste into landfill which is over 127000 received the previous year
Commissioner Bryant returned at 348 pm Mr Sims continued recapping accomplishments noting a slight in
customer counts utilizing the Baseline Landfill facility as well as Recycling Centers by over visits department also a County recycling of completed building Newton Recycling Center and remediation project by installing a closure cover and stormwater collection system on the landfill started Davis Landfill water line extension the public drinking water system noting there are other associated programs with project and they are now trying to acquire enough ROW to move that project forward Funding in the upcoming budget will with the
556 Book U
July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
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July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
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July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
Book U 561
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
July 14 2015
significant changes have been made to Person Operating or for the FY 15-16 A decrease in spending is noted in the proposed budget of 1
Commissioner Moore questioned line item 531109 Professional Services which was $0 in 2014 but proposed budget is in amount Mr
that $1750 spent so year Mr stated the Services Contract Services items are used when dealing with
surplus properties or coming to the County where the department sometimes to care of them mowing taking care of buildings or improvements etc)
He noted funds are not always used but the money is there just in case arise Chairman McClain questioned where monies from foreclosed propertiesbank
are located in budget Mr stated those are treated as Revenue dollars offsets a portion In
McClain Mr by law have used to offset of Code noting their expenditures exceed that amount but it
is not specifically earmarked or set aside Mr Atwell addressed Department 4130 Construction-
has no employees is funded by the Gas Tax and can be found on fund road and traffic materials for County work forces
rnl~11 under this fund include limerock concrete sod striping materials light traffic signals
Atwell Department 4121 Department which is also Gas Tax and can found on proposed includes an
approximate decrease of 1 from the FY 14-15 Some of the significant personnel include a total 3 reclassifications change in job responsibilities at a
salary of $7182 as well as a new position with a salary of $31 due to increased workload which was during the planning workshop
Chairman McClain questioned the Transportation Contract Compliance position (page Mr Atwell position is involved with assembly
books processing as they are from the are also very with local program (LAP) which virtually has millions of dollars of aid and construction funds from the Florida Department of Transportation (FOOT) The position is also involved with audits field interviews opportunity documentations as required amount of material submitted to has significantly
since he started with County about 7 ago Ms Straub commented on the capital portion of the budget noting during the
planning session one of the key was the of the vehicle and replacement keep the staff equipment replaced a of $15 to $25 million year
in to keep a stable as well as keeping the equipment in operational condition The budget Board in the Capital line item 564101 Machinery and Equipment is proposed in amount of $13 million (page 218) however staff has worked with the Fleet Management Department and are now recommending further reduction to that budget of about $400000 by removing the Motor in the amount of $205183 and Widener in amount of $194931 In so doing additional monies need to to the repair contract line items In talking to
in mechanical such staff is looking to move $40000 into line item RepairsMaint - Management to cover additional repairs for those units and move the remainder slightly more than $360000 into line item
u 541
July 14 2015
01 Contract - Misc to toward contract work in particular focusing on the long line trimming efforts
In response to Chairman McClain Ms commented on long line tree trimming effort which is a big undertaking the department has further and further behind She more work is in this effort to keep it in a more routine fashion which will a lot to get caught up as they are far behind
General ensued Chairman McClain questioned what is included in line 534101 Ms stated that item the crossing
shredding for repeater installation ROW (for larger department cannot remove) as well as AITCgt
disposal (for oil grease and spill material) Chairman McClain inquired if the $360000 will be spent in next year
Ms Straub stated the amount will be as they will hit all quadrants Commissioner questioned the cost per mile Ms Straub stated did not know the per mile cost at time Mr Bouyounes noted the last time the long line trimming was done was over 2 He stated staff can provide that information to the Board
a later In Commissioner Ms Straub vendor looked each actual see the coverage they will take money
and accomplish as much as possible General discussion resumed Chairman McClain requested staff provide a report as to how much time money
and equipment is allocated to the long line trimming Ms Straub she did not have that number time but can report that information to the
General d resumed Commissioner Zalak Mr Bouyounes stated can provide a
amount of over the last five for long line trimming both and Commissioner if staff is
aware of what the Utilities (private utilities) will doing Mr Bouyounes that the Utilities did notify but it is a short however crews try avoid trimming along power lines and on other areas
General d continued Chairman McClain stated he was having a hard time giving the department another
$360000 when it is spending almost $2000000 on this work Mr Bouyounes the $360000 would go toward long line contract type work not
house tree trimming work Ms Straub noted that Marion County is a heavily treed county McClain that he will a decision today
Commissioner commented on compressed replacements where they will located Ms one of pickup trucks will Road Maintenance Supervisor (RMS) who is assigned to North but regularly runs to Fleet and the main headquarters Mr Atwell stated 2 CNG trucks will go the Engineering and Traffic 1 truck will be for the Traffic Supervisor and the other truck is for the ROW Inspector Also a replacement sign truck for Traffic will be a CNG truck Mr Bouyounes noted employees put a lot of miles on the as they drive throughout the County_
inquired if any vehicles at can be replaced CNG and the vehicles in other areas that are not near a
fueling station Mr Bouyounes stated will have to work with explore
542 Book U
July 14 15
idea Mr Kauffman questioned whether the Board wanted Ms Olsen to address the 2 Chairman McClain stated there was no to ress the this time
noting he may a question in general to RFPs Chairman McClain the $359000 is an enhancement the budget versus
what has occurred over last years as it to trimming He advised that is having with putting dollars into the budget however may be some opportunities exist that staff has not fully explored (eg working with power companies to costs) Mr Bouyounes stated staff can look at as the money will remain in fund balance Chairman McClain concurred
Commissioner Zalak inquired if can also provide information as to how far behind the long line trimming is and exactly what that $360000 can do when they bring back the report as requested earlier Mr Bouyounes stated in general the Transportation Departmentffransportation Maintenance Fund is not short on work in field as there are many maintenance that need to taken care stated will check on the trimming bring back some recommendations so Board can see where they have been and what they have so far and if there are any other opportunities with power companies then can bring forward a comprehensive plan
Chairman McClain staff to go ahead and the 2 vehicles out and switch around the budget In response to Mr Bouyounes Chairman McClain stated he is okay with moving the $40000 clarified that he is to doing what staff asked Mr Tomich stated to specific 2 vehicles been eliminated with $40000 for
Management about $360000 in Chairman McClain stated the 000 will go into their Contract Services budget Chairman McClain if there is a higher priority where this money can be
Mr Bouyounes commented on the major issues the department with on a regular basis as drainage pothole patching shoulder widening care of side of the and trimming
Commissioner Zalak commented on making sure is enough money in the material supply side (Iimerock) when doing contracted grading maintenance to crown dirt Mr Bouyounes stated it is part of the 20 Gas Tax budget as earlier by Mr Atwell In response Commissioner Zalak Mr Bouyounes every time they grade they are making improvements noting there are over 400 miles of dirt
to deal with but only about are on a routine Ms Straub stated graded roads cost about $700000 $800000 year and time material is added more money is on those dirt roads which is a significant portion of budget for such a small number of roads as compared to overall road network Commissioner Zalak questioned if County is fixing the problem noting some dirt roads better than others
General discussion Ms add Department 3390 Stormwater Program Department which
is funded and can found on 460 Staff is recommending one personnel change add a temporary seasonal employee a Summer I The budget is strategic plan focused the department really tries to concentrate its efforts on the maintenance installers which is under Capital Outlay (page 463) item 563101 Improvements Other than Buildings in the amount of $5888445 Continued efforts to reconstruct and remediate stormwater systems for both water quality
Book U Page 543
July 14 2015
and quantity can seen under line item big are identified in the Stormwater Improvement Plan (SIP) that comes before the each Also as a result of watershed management program the department a Capital Projects Privatization (CPPR) which all of to be worked on (from maintenance to capital) and is a living document that staff continues to assess watershed by watershed reprioritize based off its findings and as new findings which built into 5-Year The other item is the public education plan which staff will bringing to Board in September or early October 201
Chairman McClain noted that a little more money was to be budgeted under item 563101 and questioned if staff is on track to continue to spend this kind of money
in that budget over the next several years Ms Straub that Stormwater Engineer Gail Mowry has an excellent job at laying out a plan She opined that department will hit the $5000000 mark this year from the budget much of which is capital work and they are aiming to grow that (by projects not money) and year
Chairman McClain to Stormwater Improvement projects in the amount of $3122880 and questioned how many are included in that Ms Straub it is miscellaneous projects which includes anything from swales digging a retention pond She commented on a project list this that shows construction costs that range from $10000 to $500000 In response to Chairman McClain Mr Bouyounes the items are identified in the SI
Chairman McClain if the County is due for any big map updates in future Ms Straub in to mapping staff is in the midst of doing a Emergency Management Agency (FEMA) update right now and are waiting on Staff wants to address City of changes believes that FEMA wants to wait to include that information before moving forward they do not want to have it as an amendment but actually want to incorporate it into update County staff been told anywhere from AugustSeptember to of the
Chairman McClain commented on the Countys watershed management asked if it is something is doing on a regular basis or on 4 to 5 year life cycles that
updating Ms Straub advised that all the big watersheds are being out and at maintenance maintenance are small most of that work will done
Chairman McClain if once the maps are done is it just a of keeping them updated Stormwater Engineer Mowry stated that is correct noting the Watershed Management Program is done in to all of modeling so for the most part every watershed has a 100 year model event for then staff moves into water quality portion and the capital projects reports all of which was brought in internally Staff basically has a long range to do and incorporate into the 5-Year Staff is not doing any more Flood Insurance Rate Maps (FIRM) than the 2015 ones they are currently doing
Commissioner questioned line 552108 Operating Supplies in the amount of $17625 (page 460) Ms Straub stated and control supplies which include silt fencing and mulch as well as office supplies such as DVDs memory sticks for the camera field log books flagging stakes and water quality sampling equipment are purchased from this line item Commissioner Zalak asked if the big drivers are fencing and mulch outside office supplies Ms stated the erosionsediment control is big ticket item which runs $15000 and the sampling equipment is $1275
Commissioner Zalak questioned line item 1 Training Education in the
Page 544 Book U
July 14 2015
amount of Ms Straub advised that a slight change is Training and as the has not kept up with a items and is of online Computer-Aided Design training which 000 FOOT is no longer doing some classes for so the department is now having to pay some of items The remainder is for the continuing education that has been consistent In response to Commissioner Zalak Ms Straub that the department looks to 1 person CAD certified Ms Mowry stated there are 7 CAD users in the group and the on training course is $1 for 5 peoplepositions noted they can potentially downsize and use numbers with multiple people however the Geographical Information Systems person is supposed to cross-trained to sometime this year
projects on in the amount of by the end of Ms Mowry stated
Ms Straub stated the will not be finished construction bythe end however funds are allocated and a contractor is brought on board but
construction can be carried on into fall Ms Mowry clarified the bulk of projects on the list are currently in design or will be coming before the at the first meeting in August (August 42015)
discussion ensued to Chairman Mr Kirbas stated purchases to
date is $180505 in regard line item 561101 Chairman McClain asked if will be OU(la9tea forward in Ms Straub stated earmark that is IfI~nI1 noting Ms Mowry ROW Manager Shawn Hubbuck of upcoming
Zalak commented on the monster water pipe by Silver Springs and inquired as what the red light means Ms Straub stated it means the pump station is not properly working Ms Mowry advised that for some reason that pump station seems to be very susceptible to lightening it was thought to during this last repair however light still triggers on a fairly basis She that if the red light is on the pump is turned off Ms stated the pump is working but chambers are collecting sediment Ms Mowry concurred clarified that pump is water on other but chambers are still collecting In response Commissioner Zalak advised that FOOT is taking care of the pump station
Commissioner Zaiak inquired as to what will happen to pumping station when the road is widened Mr Bouyounes the 4-lane project was considered during the design of the pump station which will not be impacted by the improvement noted the will occur on the north side of the pump station
Commissioner Zalak questioned line item 525101 Unemployment Compensation in the amount of $3000 Mr Bouyounes this is an item that has no value in budget and it is unknown as when it is neE~aE~a
It was general consensus the that are no further issues to discuss with the County budgets
BudgetsUtilities - Marion County Utilities (MCU) Director Flip Mellinger appeared to review proposed FY 201 6 budgets for Department 7130 Utilities - Customer Service (page 594) Department 40 Utilities - Water Operations (page 598) Department 71 Utilities - Water Maintenance (page 601) Department 7150 Utilities
Book U Page
July 14 2015
Wastewater (page 604) 7155 Utilities Wastewater Maintenance (page and Department 7160 UtHities shy Engineering Construction (page 610) ACA was also present
Commissioner Zalak noted the Unemployment Compensation is to in line 526101 as Other Employment in the amount of $5665 (page
594) Mr Mellinger this is an item that is required by the Clerks Finance Director John Garri that OPEB is by the Governmental Accounting Standards Board calculate noting an Actuary is hired to calculate
value as it on overall financial unfortunately Enterprise it has to be the fund is basically of the health
insurance that the County provides to a reduced group is referred to as the implicit rate Although the County is essentially not fund say there is a subsidy that the Board provides the by allowing them to their health insurance at the group The County was required to calculate that value and start recording it on the statement a couple of years ago He noted the pension one will be coming up and will be booked as an expense For governmental funds that will be entity wide level and will not affect the budget however it will
the funds Mr Mellinger addressed MCUs as presented to
demonstrate and is about $87500 than last year without considering and debt When considering and debt budget it is
considerably less year because funds have been previously allocated to capital projects and expended project funds will be carried over into the About $19000000 is currently in the CIP and allocated toward projects and as the year rolls on those funds will draw down on payment to contractors and the balance will be carried forward on active
The budget a reclassification a Assistant I to a Assistant II (page 596) as it is a continuous revolving Commissioner questioned the overall turnover Mr Mellinger stated in 4 years MCU an overall turnover rate of 46 is quite high
The proposed includes replacing 10 of MCUs 72 vehicle at a cost of about $382000 $385000 was to purchase a Vac-Con Truck so no pickup trucks were replaced cycle has to be started as no pickup trucks been replaced
2007 MCU intends to spend about $400000 per year Also 9 computers are included in the have been by Information Technology (IT) as needing to be An additional $69 million (approximately) is planned for capital
the which are mains that will run from Golden Ocala to 200 and to the Oak Run collection system MCU to begin the design for of the Marion Regional Water facility The pressure for future projects including alternative water supply development drives
need for another rate increase in 2016 Mr Mellinger he had several proposals he would like to talk to the Board
about and inquired if are any questions Chairman McClain commented on operating budget for and wastewater
to line 534101 Contract Other - Misc of approximately $350000 questioned if those funds are meter reading Mr Mellinger concurred
noting that is down and by this fiscal should be out of the meter reading as pretty much everything has been over to automatic
546 Book U
5
In
July 14
meter which will allow 1 1 vehicle to go around and all of the MCU use have a dump station for vac-con when they were hauling grease and stuff that out of lift stations but since had to stop their use landfill or even haulers will not haul MCU is not able to properly dry material which is not authorized for transport MCU is now hiring American Pipe and Tank to come and pick stuff up or they dump the vac-cons their location which that cost quite a bit this year
Chairman McClain commented on Department 7155 Utilities shyMaintenance line item 534101 Contract - Other shy$161396 (page and questioned how much of is meter reading Mr Mellinger stated none of line item is for meter reading hauling MCU is Solid Waste to haul the the drying wastewater plant item
Misc in the amount
that it is all dumping
commented on 71 Utilities - Customer budget line 101 Contract Serv - Other in the amount of $208773 594) and if this is all meter reading Mr Mellinger stated it is not noting this line item cleaning contract bill printing service certified document shredding etc McClain inquired as to where the reading is in the budget Mr Mellinger reading is currently in 7130 although the cost has reduced money remained in the budget to continue the services for turn onoff since it is than doing so in-house Chairman McClain clarified that the reduction will continue to 7130 budget Mr Mellinger meter reading will remain in the Department 71 budget
Chairman McClain questioned if the treatment plant is Marion Oaks Mr Mellinger
CIP
would eventually per day (mgd) facility when
water reclamation plant is for Marion MCU knew that the Marion to be facility will be a 9 million it is built out which is much larger than Oak Run
Commissioner requested review of Mr Mellinger stated that is part of the noting need to address going for a bond in 16 to take on the debt MCU needs to pay for Marion Oaks Water Reclamation which will also include some improvements to the collection system at CR 484 and 1-75 He noted they have reached a point this has to be addressed as are a lot of entities talking to MCU about The existing infrastructure can handle some more flow but it will not handle all Mr Meflinger stated there is no 1 project that is large enough to take on the cost of infrastructure improvement that is Basically MCU nonc
to install a new main from CR 484 run south along to the nearest point of intersect with and into the lift SummerGlen project can $1000000 There is for anyone entity to pay for to put the money out will later be recuperated in capital to Chairman McClain Mr Mellinger stated an 8-inch main is currently 1-75 which collects (Le all of those motels restaurants etc) noting it still has some capacity but not enough to handle the numbers being proposed to MCU
General discussion ensued to Chairman McClain Mr Mellinger advised that the Bond will
neighborhood of $15000000 $16000000 He stated he would like of a 714 customer system which is 1 of 3
Book U 1 Page 547
July 14 5
owned by Mr deMenzes and is on southeast corner of the City and wraps across the road from MCUs South A purchase price of
$18 million and change has been negotiated that system MCU had Burton amp perform the financial analysis on which will not have any impact
on MCU as the majority of customers aU the way up 14000 gallons per month will see about a $3 month increase by coming to the MCU once above the 14000 gallons per month it is less than a $10 increase up to 20000 gallons and once above 20000 gallons their $539 increment kicks in and start feeling it He noted this
one of the issues Mr deMenzes has with over the past in that he does not rate structure however he one approved that goes into
10000 gallons that will be raised by $050 In response to Chairman McClain stated the purchase price is $1
McClain clarified that of will be to purchase the system lt1ltgt1011 MCU will pay out of Capital currently on hand
that back into Capital Mr Mellinger addressed the high
Mechanics noting this year the Utility turnover Field Mechanics The turnover for 3 He asked that Human for pOSitions and find out where they are people are leaving for more money Mr Mellinger requested permission use up to $75000 of the $87000 in savings this help adjust those salaries to hopefully some of the turnover
Commissioner Zalak inquired if the $87000 savings is all operational Mr Mellinger concurred Commissioner Zalak d staff to bring back a salary study
see if all of the $75000 needs to be spent Chairman McClain directed staff to cond survey noting the Board would like to have the opportunity to discuss the
Mr Mellinger concurred McClain advised that it is the Board at least explore what
475 and 475A noting some properties in that area will require the County will to figure out how to go under
side of opined that the County should it done while going out which will be worked out
Agreements noting will cover the ltgtvrlltgtn
00ltgt discussion ensued Commissioner Zalak questioned how of the Bond money will
Mellinger $12000000 will the Marion Oaks Water 101
which will start out as a 1 mgd facility at a cost of about $12 to Commissioner Zalak Mr Meliginer stated the facility needs
2017 noting the problem MCU has is that it a 220000 gallon plant at -VIYIJ
and flows need to be moved south I of building a plant at Golden right now MCU looked at where the best place to build a plant was and determined that Marion
is place Rather than spending $12000000 at Golden Ocala and another $12000000 at Marion Oaks that will be in 5 years MCU can go ahead spend the money down there and put $5000000 into a pipeline that will take from Ocala to Oak Run take Marion Oaks and SummerGlens flows of Oak Run put them back at the Marion This also gives MCU ability
Oak Run Marion vice-versa as well as run flows back Golden Ocala and MCU will want to
Book U
5 July 14
build a plant at Golden it is just the timing right now and the Marion Oaks plant is the better option of the effluent disposal opportunities even though Ocala has a commitment of 2000000 gallons of effluent that can be taken for golf course or whatever however it is unknown if Golden can get a consumptive use permit (CUP) for that amount however Golden Ocala a commitment for water that they have to on so that MCU can move flows away in to save money Eventually MCU may go and put in plant but they want
membrane that was built at Salt Springs to more comfortable with which a much smaller footprint it is believed that a
facility can be put that will be less General discussion In response to Zalak Mr Mellinger Trilogy is starting to build
homes which is driving MCU to do something now the Golden Ocala plant does not have enough capacity to take care of development Trilogy Mr Mellinger stated MCU has the Capital in its rate sufficiency analysis which is programed in so they knew they were going to to spend it they also revenues that would received and the capital will be returned with the charges it also the added customer that supports long term It will have a impact on MCUs without that northwest area In reply to Commissioner Mellinger advised that City Ocala is not a Wholesale Agreement
General Commissioner questioned how MCU is on bad debt Mr Mellinger they are still in the of making telephone and pleading with customers
as well as sending noting the customers are obviously cut off He noted the collection agencys success is not as great as one would think Mr Mellinger CTOlTtgtro
the success rate of collecting on bad debt is around 20 eventually reaches a point where it is written off advised that the County Attorney is currently reviewing proposals noting one proposal is to start placing a lien on property so that the debt can
recovered once is sold General
commented on MCU a charge even services are looking at a new some of those assumptions
are built in and from a policy standpoint if the County continue down that path or explore different opportunities He commented on bonding process and what the County has committed to as as a rate solidifies that so a choice cannot be Commissioner Zalak did not necessarily want to into a new Bond with the same presumptions if it can avoided Mr Bouyounes that the new Bond will assume what the County in the Ordinance Commissioner Zalak stated the Board should consider any to the Ordinance prior to bonding Mr Mellinger it may be a bank loan rather than a Bond Chairman McClain it is a good discussion to have at a later date Mr Mellinger commented on concerns by Burton amp in
to options General Mr Bouyounes if the Board wanted to the bonding at the next
strategic planning It was the general consensus of the Board to concur Mr Mellinger questioned if Board wanted a report from Burton amp Associates prior to the planning session Chairman McClain clarified that direction is that the Board wants explore this thought as it relates to the Bond Mr Mellinger suggested that he
Book U Page 549
July 14 2015
wait to see how fast he can get something from Burton amp Associates and then schedule a workshop Commissioner Zalak recommended that the Board look at the Ordinance and consider the options while they have the opportunity Mr Mellinger briefly commented on the base charge
Mr Garri commented on a legal issue in regard to the Reimbursement Resolution document which the Board will have to execute in order to take Bond proceeds if a bond is taken and reimburse prior expenses before the date of the Bond issue He clarified that MCU cannot start spending money now thinking it will get reimbursed unless a Reimbursement Resolution is in place which is something the County Attorney will have to prepare In response to Chairman McClain Mr Mellinger stated he understood what Mr Garri said as well as what the Board wants to discuss
Clerk Ellspermann requested an update from Mr Mellinger on returning deposits or hookup fees that is of concern to the Auditors Mr Mellinger stated he is aware that the Auditors are concerned about that money but it has not been the highest priority until this year He advised that he asked Customer Service amp Billing Manager Nancy Jarvis to drop everything and dedicate her time toward working on that list noting it is not an easy process Mr Mellinger gave his commitment that the task will be completed by the end of the calendar year December 31 2015 so that it hopefully will not go into next years audit
It was the general consensus of the Board that there are no further issues to discuss with regard to the MCUs budgets
Chairman McClain directed staff to take a comprehensive look at CR 484 purchase of the deMenzes system salary study and go ahead and start putting the timetable together for the Bond or bank loan Mr Mellinger noted that he shared the Rate Sufficiency Analysis with the Board this year
Commissioners Bryant and Moore out at 304 pm Chairman McClain advised that the Board will deviate from the schedule and
consider the MSTU budget next Commissioner Moore returned at 305 pm
BudgetsDistrictsSubdivisions - Municipal Service Taxing Unit (MSTU) Director Teresa Darnell appeared to review the departments proposed budget for FY 2015-16 for Department 4155 MSTUAssessments (page 135) Department 4156 MSTU Assessments - PA (public assistance) (page 137) Department 4600 Road Assessments (page 220) Department 4320 Marion Oaks Recreation (page 330) Department 8100 Silver Springs Shores Recreation Facility (page 339) Department 8110 Silver Springs Shores Street Lighting (page 343) Department 8200 Hills of Ocala Recreation (page 350) and Department 4930 Marion Oaks MSTU for General Services (page 476) ACA Bouyounes was also present
Ms Darnell stated Department 4155 MSTUAssessments budget found on page 135 is pretty straight forward and proposes the elimination of 3 Staff Assistant positions and create 2 new Assessment Specialists positions as previously discussed She noted the Community Services Department has taken over the low income assistance program which was also previously discussed The MSTU Department also handles postage for 30 or so County Departments and that responsibility will be shared between the Administrative Staff Assistant and the Assessment Specialist I position An Advisory Board seminar will be held in November of 2015 for new members
The MSTU is fully staffed at this time with 3 Project Coordinators Pete Hodges
Page 550 Book U
July 14 2015
who has been with the County for over 10 years Richard McClean who was previously with the OCE Stormwater Division and the 3rd Project Coordinator was brought on board and is new Marion County The department is a behind on projects and currently more than a dozen inspections which will responded to as as they can now that they are fully staffed
Commissioner Bryant at 308 pm Ms stated department is working toward greatest level
they can The first new project petitions are out for Turning Hawk which are on August 212015
Chairman McClain inquired as to the number projects MSTU is currently working on have out or are in construction Ms Darnell she not have
number in front of her but noted the department has more than a requests that they are now inspecting and preparing estimates for which not include ongoing and Municipal Service Unit (MSBU) projects noted that petitions for Turning Hawk are out right now and everything is in and they know Hgt they stand final public hearings are scheduled week Silver Springs
is a maintenance project will be brought to the Board A Change (CO) was recently approved for Marion Oaks to another 15 The Department is also getting ready to go to bid on Silver Springs Shores which is a little more than 14 miles
Darnell Department 4156 MSTUAssessments which is low income assistance program and can be found on page 1 is proposing to
that budget from $25000 to $20000 and will be going the Community Services Department noted 29 applications have been received so far this but the deadline is not until August 28 2015 year $25000 was budgeted $18000 was used
Chairman McClain asked if this budget will continue leaving Department 4156 with or move it Community at some point in the Mr Kauffman stated
is agreeable moving the budget to Community Services Chairman McClain advised that this budget will not next r
Ms Darnell Department 4600 Road Assessments found on page noting that number came way down this year from what it was last but upon review of list of it was realized that many of them had already failed petition one of which was handled privately through a homeowners association (HOA) list was pared down what might happen however it is anticipated that number will due to amount of inspection requests
Darnell Department 4320 Marion Oaks and can found on page 330 noted that Mr Tomich presented them with a financial forecast
shows they are in good until 2018 Ms Darnell commented on the improvements playground improvements possible parking expansion resealing of the courtyard basketball courts and a storage building) which the Advisory Board is exploring A conceptual drawing a proposed park was prepared by DirectorLandscape Architect Jim Couillard where that goes remains to be seen as it has a lot to do with property values and collections
Commissioner Zalak if the improvements is just money that has not yet been allocated to a Ms Darnell stated that is correct
Ms Darnell this department has 1 vacancy for a part-time Recreation Aide interviews have conducted but they have secure for the primarily due to drug testing
Book U Page
July 14 2015
Chairman McClain inquired as to line item 564101 Machinery and Equipment for a golf cart in the amount of $8000 (page 332) Marion Oaks Building amp Ground Supervisor David Pierce stated it is an estimated costs for a motorized golf cart instead of an electric one which is about $1500 more than the traditional golf carts
Ms Darnell along with Chairman C J Hagins Silver Springs Shores Special Tax District Advisory Council appeared to address Department 8100 Silver Springs Shores Recreation Facility which can be found on page 339 Approximately 50 of the staff is retirement eligible The facility is aging and needs some attention It was recently learned that the Youth Center restrooms will require upgrades to become compliant IVIs Darnell noted they have met with Facilities Management Director Andy Race who suggested that the work itself will be about $25000 and an architect will be needed which will cost approximately $25000 so they are guesstimating the cost to be around $50000 Problems exist with the Youth Center pool deck that is settling and the parking lot is crumbling and is in bad condition The advisory board is leaning toward adding some computer labs in both the Community Center and Youth Center surplus computers that were upgraded this year can be used She advised that she met with IT to obtain cost estimates and opined that both can be done for about $5000
Ms Darnell noted this department has 3 vacancies the office is currently staffed by a Spherion Staffing Services person (temporary person) and a Recreation Aide is out with an injury as well as upcoming vacations She advised that she may also be monitoring at the pool this weekend Risk Management recommends certified lifeguards at the pools Silver Springs Shores has 3 swimming pools and national standards require 1 lifeguard per 50 occupants The swimming pools are currently operated with no lifeguards on duty and signage states that fact pool monitors are simply there to monitor as they are not certified Red Cross Lifeguards Staff has been used as monitors however some are not comfortable watching 50 people and feel they can only handle 25 Ms Darnell stated it has been her goal to keep all 3 pools operational and open on the weekends
Ms Darnell stated she would like to bring forth an Agenda Item in the near future to downgrade the Youth Recreation Specialist position (page 341) to a Recreation Leader II position which is more in line with the Parks amp Recreation Department this position can train up to become a Recreation Manager in the succession plan She further commented on reclassifying the General Maintenance TechLifeguard by splitting the position to a Building and Grounds Technician which will then free them up to add another part-time seasonal certified lifeguard With 3 lifeguards during the summer months it will allow for 1 full time lifeguard to work year round at the heated pool and the summer pools can be staffed with seasonal lifeguards
Ms Darnell advised that she spoke with Mr Couillard about partnering with the Parks amp Recreation Department and bringing some programs to the Youth Center She stated the Youth Director recently resigned and took a position at The Villages noting there are lots of openings
Commissioner Zalak inquired as to what the recommendation is at this point Ms Darnell opined that there could be a benefit to the citizens of Silver Springs Shores if the Community Center and swimming pools were under the Parks amp Recreation Department simply because it is a recreation facility however she does not know if they are considering this idea but there is a need for partnering
Commissioner Moore commented on the library in Silver Springs Shores Mr Hagins advised that he attended the residents meeting last night and noted one group is
Page 552 Book U
July 14 2015
generally the idea the Youth He stated are going move forward with getting in the Youth as well as the Community Center Commissioner Moore if books will moved into the Youth Center Mr Hagins it is possible Ms Darnell advised that there is a Library in the Community however children are not allowed
Commissioner Bryant commented on having Parks amp Recreation taking this over and inquired if it would still fall MSTU as as funding Mr Bouyounes noted positions from MSTU will to that facility guidance management will the Parks amp Department instead of the MSTU Department if that is direction the Board wants to go Ms Darnel stated it may be something to explore in a workshop at a later
General discussion ensued Commissioner Zalak opined that Ms Darnell to get with the Director
to figure out how to make some those mechanical pieces work they [Parks] already expertise on it is to recruit people over the summer makes no sense MSTU and manage element He recommended bring back a proposal as to how to transition working with advisory council
Chairman McClain commented on the staff positions just addressed noting the budget number staff will have to change Ms Darnell concurred and that she will bring those numbers forward in an Agenda Item the pay 13 position will be downgraded which will up funding for the seasonal position
the Maintenance TechnicianLifeguard would with no pay change as it will still be a pay 5 She budget will be minimal
Commissioner Zalak suggested staff meet with Parks Department and aHow them to look this over as well noting they may need with the Parks classifications in the transition than what is here today It was the general consensus of the Board to concur Mr Bouyounes opined that if this is on the 4 2015 Agenda and approved by the then it can in the Chairman McClain it can be included the budget with the change made
Commissioner Bryant noted Department 811 Silver Springs Street Lighting found on page 343 contains only 1 line item
Ms Darnell addressed Department 8200 Hills of Ocala Recreation which is a community park (passive park) with a meeting facility and can be found on 350 The advisory board is looking to their tennis They wanted to purchase some toddler playground equipment but are with the so they are looking new fiber around existing playground as well as replacing some benches and do some minimal other than that this budget has not The facility is currently rented by a church that has some property on CR 484 where they will building a facility so some of the rental income will be lost in future There does not seem to be any room for expansion on collections as it is pretty much a passive
Ms Darnell along with Advisory Board Chairman Levengood 4930 Marion MSTU for which can
Darnell advised Department experienced a high turnover rate currently has 4 She stated would like to bring forth an agenda item to eliminate a part-time Maintenance nician position reclassify
Book U 553
July 14 2015
Maintenance Mechanic a Medium Equipment position in staff to all maintenance responsibilities of the (page 477)
there has not been much discussion they would also like to going from 4 1 hour days to 58-hour days Currently are 2 crews one is working Monday through Thursday and is working Tuesday through Friday Going 58-hour days would not require having Supervisor staff for 2 different crews as 1 Supervisor could be Monday thru Friday Ms Darnell stated will have to speak to the HR Director about this change to see if this will be a more way to those crews
employees involved another is Marion Services
Board is asking for a salary increase for Superintendent Sloan in the amount of $3934 this is not a reclassification but a 95 request based on fact that they took over maintenance of waterfall 2 years and Ms Sloan 17 years of service with the County In response to Commissioner Bryant Ms Darnell advised that the increase is not included in the budget
In response to Commissioner Ms Levengood to the d of advisory board and stated is to in the operation of
make recommendations capital expenditures staffing and
expansions She that from the first budget that Marion Oaks Advisory Board originally prepared in March to the one the is looking at $300000 was cut from the budget and considerably lowered noting they are not yet done As Ms Darnell stated the advisory board recommended moving a part-time employee to a vacant full time position delete the part-time position which resu another savings of approximately $16000 The advisory board is also recommending reclassification of a position for the waterfall which will provide savings of $9500 total over approximately $25500 from what is before the today
Ms Levengood noted that Ms Sloan has been with Marion Oaks Services MSTU almost 18 years and is too humble to ask for a raise The number workers has from 4 to 9 as well as the amount of equipment with 90 the equipment maintenance being done Transportation assumed maintenance of Units 9 6A 6B 11 and 12 along with the other 7 Units Ms Sloan maintains for a total of about 350 which is an 118 miles just in last few years With BCC approval the board has added the waterfall which Ms Sloan also oversees
of of responsibility by Marion Oaks MSTU General Services and facts they are the raise in to the for the position be for Ms Sloan who is an exemplary that and beyond on a daily
Chairman McClain inquired if position should reclassified in order provide a raise for Ms In response to Commissioner Zalak Ms Darnell stated the pay increase was not included in the budget because she was advised to bring it to the workshop
Zalak noted it is somewhat confusing as Board Policy that adviSOry boards are not to direction employees or playa role in personnel nltgtT stated the two are different Policy is for advisory members not to direction to as to what to or not do on a day-to-day however part of their duties is to a budget and present
Page 554 Book U
July 14 2015
it to the BCC stated advisory board has every right to present a recommendation to the BCC
discussion Chairman McClain stated the Board should give them some direction as to whether
or not the position should reclassified or advise if this is okay for the advisory board to do this going forward
Mr Tomich advised that as far as is concerned it not really deal with individual employees but a time where the rd will determine recommendations that a given of position or position responsibility is appropriate to the job When the discussion turns to performance an individual in a position or whether that person doing something that is over and the of that it a matter of personnel or looking at the position itself He expressed concern with trying to do employee reviews and salary adjustments for performance as part of budget process
Chairman McClain of whether the Board considers pay adjustments during the budget mid-year or it is normally through a reclassification because more responsibility has generally been taken on by an employee It was noted that Ms Levengood Ms Sloan has certainly taken on more responsibility The BCC would prefer to consider salary adjustments as a reclassification He this is a preliminary budget workshop and suggested advisory board work with Ms Darnell
In response to Chairman McClain Mr Bouyounes noted the has a Superintendent which may be a little different in responsibilities commented on the need to capture all responsibilities addressed with HR to look job description and bring a recommendation to the BCC Chairman McClain stated tile Board would be more comfortable with a reclassification
Mr Tomicl1 stated not to specific to this issue but wanted to point out overall budget not quite $800000 in revenue and is relying on Fund Balance year He noted more than $450000 in is proposed and $400000 in operating expenditures so they will be looking at an adjustment in the assessment that area as soon as next to maintain this level of
o or~ discussion ensued Mr Bouyounes suggested bringing all those positions with a reclassification as
an agenda item for approval which will then be reflected in budget irman McClain stated jf want to do a reclassification of a position can go and
with HR present Board discussion Ms stated did not for a She advised that she does not
more positions noting the part-time employee was previously eliminated and she can work without that being changed to a full time employee Ms Darnell the position is still in budget even though it has not been filled or being advertised Chairman McClain asked if this is the General Maintenance Technician position Ms Darnell concurred In response to Chairman McClain Ms Darnell stated the position is the budget however it is Ms Sloan clarified 3 positions are open that they will filling Ms Darnell that is noting another Maintenance Technician position is also open (vacant)
Chairman McClain directed staff get with and bring back a reclassification sometime during the budget process for discussion as it relates to the budget
Book U 555
July 14 2015
Commissioner questioned the deficit next year (FY 17-18) and the millage rate Mr Tomich stated it is a fixed parcel of $30 per lot which is a levy
this point of $798000 although that full amount will not be collected something less $800000 will be collected Commissioner Zalak questioned how much in reserves
is being used today Mr Tomich advised the Carry Forward is showing at $461000 and Reserves are $205000 and approximated that over $100000 in Reserves are being
In response to Commissioner Ms clarified that the parcel vary and is for mowing and lighting and $50 for residential
for commercial and $20 condominiums for road improvements stated does not have a copy of the Ordinance with her and that it not state a maximum Commissioner Zalak it is still a deficit of $100000
Mr Tomich opined that one of the first is to look realistically which vacancies are being maintained and delete positions if that is what it takes to balance the budget It was general consensus of Board to concur Mr Tomich noted that in 2014 the actual expenditures were $700000 If 2016 is going a whole lot different than 2014 they may need a more realistic budget that can show they can operate within current -
Chairman McClain reiterated that and the advisory board have work do He them to meet with HR to address the reclassification and bring a
recommendation back to the Board It was the consensus of the Board that are no further questions in
regard to MSTU Department Commissioner Bryant out at pm
======-== - Solid Waste Director Mike appeared to review departments proposed budget for 2015-16 for Department 4230 Solid Waste Disposal (page 582) Department Solid Waste Collection (page and Department Solid Waste Recycling (page 589) introduced Operations Manager
Starkey and Budget amp Administration Coordinator Ronald Crews (who remained 0011 in the audience) ACA Bouyounes was also present
Mr Sims that Solid Waste Department is made up 3 Divisions Department 4230 is Disposal Division which basically runs the Landfill the old landfills and transfer station operations as well as all of the facilities Department 4250 is the Collection Division which also contains Litter Control Enforcement and Department 4270 is the 18 Recycling that out and around the County He provided a recap of some of departments accomplishments in the last year as a slight increase of 133000 tons of disposal waste into landfill which is over 127000 received the previous year
Commissioner Bryant returned at 348 pm Mr Sims continued recapping accomplishments noting a slight in
customer counts utilizing the Baseline Landfill facility as well as Recycling Centers by over visits department also a County recycling of completed building Newton Recycling Center and remediation project by installing a closure cover and stormwater collection system on the landfill started Davis Landfill water line extension the public drinking water system noting there are other associated programs with project and they are now trying to acquire enough ROW to move that project forward Funding in the upcoming budget will with the
556 Book U
July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
Book U Page
July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
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July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
Book U 561
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
July 14 2015
01 Contract - Misc to toward contract work in particular focusing on the long line trimming efforts
In response to Chairman McClain Ms commented on long line tree trimming effort which is a big undertaking the department has further and further behind She more work is in this effort to keep it in a more routine fashion which will a lot to get caught up as they are far behind
General ensued Chairman McClain questioned what is included in line 534101 Ms stated that item the crossing
shredding for repeater installation ROW (for larger department cannot remove) as well as AITCgt
disposal (for oil grease and spill material) Chairman McClain inquired if the $360000 will be spent in next year
Ms Straub stated the amount will be as they will hit all quadrants Commissioner questioned the cost per mile Ms Straub stated did not know the per mile cost at time Mr Bouyounes noted the last time the long line trimming was done was over 2 He stated staff can provide that information to the Board
a later In Commissioner Ms Straub vendor looked each actual see the coverage they will take money
and accomplish as much as possible General discussion resumed Chairman McClain requested staff provide a report as to how much time money
and equipment is allocated to the long line trimming Ms Straub she did not have that number time but can report that information to the
General d resumed Commissioner Zalak Mr Bouyounes stated can provide a
amount of over the last five for long line trimming both and Commissioner if staff is
aware of what the Utilities (private utilities) will doing Mr Bouyounes that the Utilities did notify but it is a short however crews try avoid trimming along power lines and on other areas
General d continued Chairman McClain stated he was having a hard time giving the department another
$360000 when it is spending almost $2000000 on this work Mr Bouyounes the $360000 would go toward long line contract type work not
house tree trimming work Ms Straub noted that Marion County is a heavily treed county McClain that he will a decision today
Commissioner commented on compressed replacements where they will located Ms one of pickup trucks will Road Maintenance Supervisor (RMS) who is assigned to North but regularly runs to Fleet and the main headquarters Mr Atwell stated 2 CNG trucks will go the Engineering and Traffic 1 truck will be for the Traffic Supervisor and the other truck is for the ROW Inspector Also a replacement sign truck for Traffic will be a CNG truck Mr Bouyounes noted employees put a lot of miles on the as they drive throughout the County_
inquired if any vehicles at can be replaced CNG and the vehicles in other areas that are not near a
fueling station Mr Bouyounes stated will have to work with explore
542 Book U
July 14 15
idea Mr Kauffman questioned whether the Board wanted Ms Olsen to address the 2 Chairman McClain stated there was no to ress the this time
noting he may a question in general to RFPs Chairman McClain the $359000 is an enhancement the budget versus
what has occurred over last years as it to trimming He advised that is having with putting dollars into the budget however may be some opportunities exist that staff has not fully explored (eg working with power companies to costs) Mr Bouyounes stated staff can look at as the money will remain in fund balance Chairman McClain concurred
Commissioner Zalak inquired if can also provide information as to how far behind the long line trimming is and exactly what that $360000 can do when they bring back the report as requested earlier Mr Bouyounes stated in general the Transportation Departmentffransportation Maintenance Fund is not short on work in field as there are many maintenance that need to taken care stated will check on the trimming bring back some recommendations so Board can see where they have been and what they have so far and if there are any other opportunities with power companies then can bring forward a comprehensive plan
Chairman McClain staff to go ahead and the 2 vehicles out and switch around the budget In response to Mr Bouyounes Chairman McClain stated he is okay with moving the $40000 clarified that he is to doing what staff asked Mr Tomich stated to specific 2 vehicles been eliminated with $40000 for
Management about $360000 in Chairman McClain stated the 000 will go into their Contract Services budget Chairman McClain if there is a higher priority where this money can be
Mr Bouyounes commented on the major issues the department with on a regular basis as drainage pothole patching shoulder widening care of side of the and trimming
Commissioner Zalak commented on making sure is enough money in the material supply side (Iimerock) when doing contracted grading maintenance to crown dirt Mr Bouyounes stated it is part of the 20 Gas Tax budget as earlier by Mr Atwell In response Commissioner Zalak Mr Bouyounes every time they grade they are making improvements noting there are over 400 miles of dirt
to deal with but only about are on a routine Ms Straub stated graded roads cost about $700000 $800000 year and time material is added more money is on those dirt roads which is a significant portion of budget for such a small number of roads as compared to overall road network Commissioner Zalak questioned if County is fixing the problem noting some dirt roads better than others
General discussion Ms add Department 3390 Stormwater Program Department which
is funded and can found on 460 Staff is recommending one personnel change add a temporary seasonal employee a Summer I The budget is strategic plan focused the department really tries to concentrate its efforts on the maintenance installers which is under Capital Outlay (page 463) item 563101 Improvements Other than Buildings in the amount of $5888445 Continued efforts to reconstruct and remediate stormwater systems for both water quality
Book U Page 543
July 14 2015
and quantity can seen under line item big are identified in the Stormwater Improvement Plan (SIP) that comes before the each Also as a result of watershed management program the department a Capital Projects Privatization (CPPR) which all of to be worked on (from maintenance to capital) and is a living document that staff continues to assess watershed by watershed reprioritize based off its findings and as new findings which built into 5-Year The other item is the public education plan which staff will bringing to Board in September or early October 201
Chairman McClain noted that a little more money was to be budgeted under item 563101 and questioned if staff is on track to continue to spend this kind of money
in that budget over the next several years Ms Straub that Stormwater Engineer Gail Mowry has an excellent job at laying out a plan She opined that department will hit the $5000000 mark this year from the budget much of which is capital work and they are aiming to grow that (by projects not money) and year
Chairman McClain to Stormwater Improvement projects in the amount of $3122880 and questioned how many are included in that Ms Straub it is miscellaneous projects which includes anything from swales digging a retention pond She commented on a project list this that shows construction costs that range from $10000 to $500000 In response to Chairman McClain Mr Bouyounes the items are identified in the SI
Chairman McClain if the County is due for any big map updates in future Ms Straub in to mapping staff is in the midst of doing a Emergency Management Agency (FEMA) update right now and are waiting on Staff wants to address City of changes believes that FEMA wants to wait to include that information before moving forward they do not want to have it as an amendment but actually want to incorporate it into update County staff been told anywhere from AugustSeptember to of the
Chairman McClain commented on the Countys watershed management asked if it is something is doing on a regular basis or on 4 to 5 year life cycles that
updating Ms Straub advised that all the big watersheds are being out and at maintenance maintenance are small most of that work will done
Chairman McClain if once the maps are done is it just a of keeping them updated Stormwater Engineer Mowry stated that is correct noting the Watershed Management Program is done in to all of modeling so for the most part every watershed has a 100 year model event for then staff moves into water quality portion and the capital projects reports all of which was brought in internally Staff basically has a long range to do and incorporate into the 5-Year Staff is not doing any more Flood Insurance Rate Maps (FIRM) than the 2015 ones they are currently doing
Commissioner questioned line 552108 Operating Supplies in the amount of $17625 (page 460) Ms Straub stated and control supplies which include silt fencing and mulch as well as office supplies such as DVDs memory sticks for the camera field log books flagging stakes and water quality sampling equipment are purchased from this line item Commissioner Zalak asked if the big drivers are fencing and mulch outside office supplies Ms stated the erosionsediment control is big ticket item which runs $15000 and the sampling equipment is $1275
Commissioner Zalak questioned line item 1 Training Education in the
Page 544 Book U
July 14 2015
amount of Ms Straub advised that a slight change is Training and as the has not kept up with a items and is of online Computer-Aided Design training which 000 FOOT is no longer doing some classes for so the department is now having to pay some of items The remainder is for the continuing education that has been consistent In response to Commissioner Zalak Ms Straub that the department looks to 1 person CAD certified Ms Mowry stated there are 7 CAD users in the group and the on training course is $1 for 5 peoplepositions noted they can potentially downsize and use numbers with multiple people however the Geographical Information Systems person is supposed to cross-trained to sometime this year
projects on in the amount of by the end of Ms Mowry stated
Ms Straub stated the will not be finished construction bythe end however funds are allocated and a contractor is brought on board but
construction can be carried on into fall Ms Mowry clarified the bulk of projects on the list are currently in design or will be coming before the at the first meeting in August (August 42015)
discussion ensued to Chairman Mr Kirbas stated purchases to
date is $180505 in regard line item 561101 Chairman McClain asked if will be OU(la9tea forward in Ms Straub stated earmark that is IfI~nI1 noting Ms Mowry ROW Manager Shawn Hubbuck of upcoming
Zalak commented on the monster water pipe by Silver Springs and inquired as what the red light means Ms Straub stated it means the pump station is not properly working Ms Mowry advised that for some reason that pump station seems to be very susceptible to lightening it was thought to during this last repair however light still triggers on a fairly basis She that if the red light is on the pump is turned off Ms stated the pump is working but chambers are collecting sediment Ms Mowry concurred clarified that pump is water on other but chambers are still collecting In response Commissioner Zalak advised that FOOT is taking care of the pump station
Commissioner Zaiak inquired as to what will happen to pumping station when the road is widened Mr Bouyounes the 4-lane project was considered during the design of the pump station which will not be impacted by the improvement noted the will occur on the north side of the pump station
Commissioner Zalak questioned line item 525101 Unemployment Compensation in the amount of $3000 Mr Bouyounes this is an item that has no value in budget and it is unknown as when it is neE~aE~a
It was general consensus the that are no further issues to discuss with the County budgets
BudgetsUtilities - Marion County Utilities (MCU) Director Flip Mellinger appeared to review proposed FY 201 6 budgets for Department 7130 Utilities - Customer Service (page 594) Department 40 Utilities - Water Operations (page 598) Department 71 Utilities - Water Maintenance (page 601) Department 7150 Utilities
Book U Page
July 14 2015
Wastewater (page 604) 7155 Utilities Wastewater Maintenance (page and Department 7160 UtHities shy Engineering Construction (page 610) ACA was also present
Commissioner Zalak noted the Unemployment Compensation is to in line 526101 as Other Employment in the amount of $5665 (page
594) Mr Mellinger this is an item that is required by the Clerks Finance Director John Garri that OPEB is by the Governmental Accounting Standards Board calculate noting an Actuary is hired to calculate
value as it on overall financial unfortunately Enterprise it has to be the fund is basically of the health
insurance that the County provides to a reduced group is referred to as the implicit rate Although the County is essentially not fund say there is a subsidy that the Board provides the by allowing them to their health insurance at the group The County was required to calculate that value and start recording it on the statement a couple of years ago He noted the pension one will be coming up and will be booked as an expense For governmental funds that will be entity wide level and will not affect the budget however it will
the funds Mr Mellinger addressed MCUs as presented to
demonstrate and is about $87500 than last year without considering and debt When considering and debt budget it is
considerably less year because funds have been previously allocated to capital projects and expended project funds will be carried over into the About $19000000 is currently in the CIP and allocated toward projects and as the year rolls on those funds will draw down on payment to contractors and the balance will be carried forward on active
The budget a reclassification a Assistant I to a Assistant II (page 596) as it is a continuous revolving Commissioner questioned the overall turnover Mr Mellinger stated in 4 years MCU an overall turnover rate of 46 is quite high
The proposed includes replacing 10 of MCUs 72 vehicle at a cost of about $382000 $385000 was to purchase a Vac-Con Truck so no pickup trucks were replaced cycle has to be started as no pickup trucks been replaced
2007 MCU intends to spend about $400000 per year Also 9 computers are included in the have been by Information Technology (IT) as needing to be An additional $69 million (approximately) is planned for capital
the which are mains that will run from Golden Ocala to 200 and to the Oak Run collection system MCU to begin the design for of the Marion Regional Water facility The pressure for future projects including alternative water supply development drives
need for another rate increase in 2016 Mr Mellinger he had several proposals he would like to talk to the Board
about and inquired if are any questions Chairman McClain commented on operating budget for and wastewater
to line 534101 Contract Other - Misc of approximately $350000 questioned if those funds are meter reading Mr Mellinger concurred
noting that is down and by this fiscal should be out of the meter reading as pretty much everything has been over to automatic
546 Book U
5
In
July 14
meter which will allow 1 1 vehicle to go around and all of the MCU use have a dump station for vac-con when they were hauling grease and stuff that out of lift stations but since had to stop their use landfill or even haulers will not haul MCU is not able to properly dry material which is not authorized for transport MCU is now hiring American Pipe and Tank to come and pick stuff up or they dump the vac-cons their location which that cost quite a bit this year
Chairman McClain commented on Department 7155 Utilities shyMaintenance line item 534101 Contract - Other shy$161396 (page and questioned how much of is meter reading Mr Mellinger stated none of line item is for meter reading hauling MCU is Solid Waste to haul the the drying wastewater plant item
Misc in the amount
that it is all dumping
commented on 71 Utilities - Customer budget line 101 Contract Serv - Other in the amount of $208773 594) and if this is all meter reading Mr Mellinger stated it is not noting this line item cleaning contract bill printing service certified document shredding etc McClain inquired as to where the reading is in the budget Mr Mellinger reading is currently in 7130 although the cost has reduced money remained in the budget to continue the services for turn onoff since it is than doing so in-house Chairman McClain clarified that the reduction will continue to 7130 budget Mr Mellinger meter reading will remain in the Department 71 budget
Chairman McClain questioned if the treatment plant is Marion Oaks Mr Mellinger
CIP
would eventually per day (mgd) facility when
water reclamation plant is for Marion MCU knew that the Marion to be facility will be a 9 million it is built out which is much larger than Oak Run
Commissioner requested review of Mr Mellinger stated that is part of the noting need to address going for a bond in 16 to take on the debt MCU needs to pay for Marion Oaks Water Reclamation which will also include some improvements to the collection system at CR 484 and 1-75 He noted they have reached a point this has to be addressed as are a lot of entities talking to MCU about The existing infrastructure can handle some more flow but it will not handle all Mr Meflinger stated there is no 1 project that is large enough to take on the cost of infrastructure improvement that is Basically MCU nonc
to install a new main from CR 484 run south along to the nearest point of intersect with and into the lift SummerGlen project can $1000000 There is for anyone entity to pay for to put the money out will later be recuperated in capital to Chairman McClain Mr Mellinger stated an 8-inch main is currently 1-75 which collects (Le all of those motels restaurants etc) noting it still has some capacity but not enough to handle the numbers being proposed to MCU
General discussion ensued to Chairman McClain Mr Mellinger advised that the Bond will
neighborhood of $15000000 $16000000 He stated he would like of a 714 customer system which is 1 of 3
Book U 1 Page 547
July 14 5
owned by Mr deMenzes and is on southeast corner of the City and wraps across the road from MCUs South A purchase price of
$18 million and change has been negotiated that system MCU had Burton amp perform the financial analysis on which will not have any impact
on MCU as the majority of customers aU the way up 14000 gallons per month will see about a $3 month increase by coming to the MCU once above the 14000 gallons per month it is less than a $10 increase up to 20000 gallons and once above 20000 gallons their $539 increment kicks in and start feeling it He noted this
one of the issues Mr deMenzes has with over the past in that he does not rate structure however he one approved that goes into
10000 gallons that will be raised by $050 In response to Chairman McClain stated the purchase price is $1
McClain clarified that of will be to purchase the system lt1ltgt1011 MCU will pay out of Capital currently on hand
that back into Capital Mr Mellinger addressed the high
Mechanics noting this year the Utility turnover Field Mechanics The turnover for 3 He asked that Human for pOSitions and find out where they are people are leaving for more money Mr Mellinger requested permission use up to $75000 of the $87000 in savings this help adjust those salaries to hopefully some of the turnover
Commissioner Zalak inquired if the $87000 savings is all operational Mr Mellinger concurred Commissioner Zalak d staff to bring back a salary study
see if all of the $75000 needs to be spent Chairman McClain directed staff to cond survey noting the Board would like to have the opportunity to discuss the
Mr Mellinger concurred McClain advised that it is the Board at least explore what
475 and 475A noting some properties in that area will require the County will to figure out how to go under
side of opined that the County should it done while going out which will be worked out
Agreements noting will cover the ltgtvrlltgtn
00ltgt discussion ensued Commissioner Zalak questioned how of the Bond money will
Mellinger $12000000 will the Marion Oaks Water 101
which will start out as a 1 mgd facility at a cost of about $12 to Commissioner Zalak Mr Meliginer stated the facility needs
2017 noting the problem MCU has is that it a 220000 gallon plant at -VIYIJ
and flows need to be moved south I of building a plant at Golden right now MCU looked at where the best place to build a plant was and determined that Marion
is place Rather than spending $12000000 at Golden Ocala and another $12000000 at Marion Oaks that will be in 5 years MCU can go ahead spend the money down there and put $5000000 into a pipeline that will take from Ocala to Oak Run take Marion Oaks and SummerGlens flows of Oak Run put them back at the Marion This also gives MCU ability
Oak Run Marion vice-versa as well as run flows back Golden Ocala and MCU will want to
Book U
5 July 14
build a plant at Golden it is just the timing right now and the Marion Oaks plant is the better option of the effluent disposal opportunities even though Ocala has a commitment of 2000000 gallons of effluent that can be taken for golf course or whatever however it is unknown if Golden can get a consumptive use permit (CUP) for that amount however Golden Ocala a commitment for water that they have to on so that MCU can move flows away in to save money Eventually MCU may go and put in plant but they want
membrane that was built at Salt Springs to more comfortable with which a much smaller footprint it is believed that a
facility can be put that will be less General discussion In response to Zalak Mr Mellinger Trilogy is starting to build
homes which is driving MCU to do something now the Golden Ocala plant does not have enough capacity to take care of development Trilogy Mr Mellinger stated MCU has the Capital in its rate sufficiency analysis which is programed in so they knew they were going to to spend it they also revenues that would received and the capital will be returned with the charges it also the added customer that supports long term It will have a impact on MCUs without that northwest area In reply to Commissioner Mellinger advised that City Ocala is not a Wholesale Agreement
General Commissioner questioned how MCU is on bad debt Mr Mellinger they are still in the of making telephone and pleading with customers
as well as sending noting the customers are obviously cut off He noted the collection agencys success is not as great as one would think Mr Mellinger CTOlTtgtro
the success rate of collecting on bad debt is around 20 eventually reaches a point where it is written off advised that the County Attorney is currently reviewing proposals noting one proposal is to start placing a lien on property so that the debt can
recovered once is sold General
commented on MCU a charge even services are looking at a new some of those assumptions
are built in and from a policy standpoint if the County continue down that path or explore different opportunities He commented on bonding process and what the County has committed to as as a rate solidifies that so a choice cannot be Commissioner Zalak did not necessarily want to into a new Bond with the same presumptions if it can avoided Mr Bouyounes that the new Bond will assume what the County in the Ordinance Commissioner Zalak stated the Board should consider any to the Ordinance prior to bonding Mr Mellinger it may be a bank loan rather than a Bond Chairman McClain it is a good discussion to have at a later date Mr Mellinger commented on concerns by Burton amp in
to options General Mr Bouyounes if the Board wanted to the bonding at the next
strategic planning It was the general consensus of the Board to concur Mr Mellinger questioned if Board wanted a report from Burton amp Associates prior to the planning session Chairman McClain clarified that direction is that the Board wants explore this thought as it relates to the Bond Mr Mellinger suggested that he
Book U Page 549
July 14 2015
wait to see how fast he can get something from Burton amp Associates and then schedule a workshop Commissioner Zalak recommended that the Board look at the Ordinance and consider the options while they have the opportunity Mr Mellinger briefly commented on the base charge
Mr Garri commented on a legal issue in regard to the Reimbursement Resolution document which the Board will have to execute in order to take Bond proceeds if a bond is taken and reimburse prior expenses before the date of the Bond issue He clarified that MCU cannot start spending money now thinking it will get reimbursed unless a Reimbursement Resolution is in place which is something the County Attorney will have to prepare In response to Chairman McClain Mr Mellinger stated he understood what Mr Garri said as well as what the Board wants to discuss
Clerk Ellspermann requested an update from Mr Mellinger on returning deposits or hookup fees that is of concern to the Auditors Mr Mellinger stated he is aware that the Auditors are concerned about that money but it has not been the highest priority until this year He advised that he asked Customer Service amp Billing Manager Nancy Jarvis to drop everything and dedicate her time toward working on that list noting it is not an easy process Mr Mellinger gave his commitment that the task will be completed by the end of the calendar year December 31 2015 so that it hopefully will not go into next years audit
It was the general consensus of the Board that there are no further issues to discuss with regard to the MCUs budgets
Chairman McClain directed staff to take a comprehensive look at CR 484 purchase of the deMenzes system salary study and go ahead and start putting the timetable together for the Bond or bank loan Mr Mellinger noted that he shared the Rate Sufficiency Analysis with the Board this year
Commissioners Bryant and Moore out at 304 pm Chairman McClain advised that the Board will deviate from the schedule and
consider the MSTU budget next Commissioner Moore returned at 305 pm
BudgetsDistrictsSubdivisions - Municipal Service Taxing Unit (MSTU) Director Teresa Darnell appeared to review the departments proposed budget for FY 2015-16 for Department 4155 MSTUAssessments (page 135) Department 4156 MSTU Assessments - PA (public assistance) (page 137) Department 4600 Road Assessments (page 220) Department 4320 Marion Oaks Recreation (page 330) Department 8100 Silver Springs Shores Recreation Facility (page 339) Department 8110 Silver Springs Shores Street Lighting (page 343) Department 8200 Hills of Ocala Recreation (page 350) and Department 4930 Marion Oaks MSTU for General Services (page 476) ACA Bouyounes was also present
Ms Darnell stated Department 4155 MSTUAssessments budget found on page 135 is pretty straight forward and proposes the elimination of 3 Staff Assistant positions and create 2 new Assessment Specialists positions as previously discussed She noted the Community Services Department has taken over the low income assistance program which was also previously discussed The MSTU Department also handles postage for 30 or so County Departments and that responsibility will be shared between the Administrative Staff Assistant and the Assessment Specialist I position An Advisory Board seminar will be held in November of 2015 for new members
The MSTU is fully staffed at this time with 3 Project Coordinators Pete Hodges
Page 550 Book U
July 14 2015
who has been with the County for over 10 years Richard McClean who was previously with the OCE Stormwater Division and the 3rd Project Coordinator was brought on board and is new Marion County The department is a behind on projects and currently more than a dozen inspections which will responded to as as they can now that they are fully staffed
Commissioner Bryant at 308 pm Ms stated department is working toward greatest level
they can The first new project petitions are out for Turning Hawk which are on August 212015
Chairman McClain inquired as to the number projects MSTU is currently working on have out or are in construction Ms Darnell she not have
number in front of her but noted the department has more than a requests that they are now inspecting and preparing estimates for which not include ongoing and Municipal Service Unit (MSBU) projects noted that petitions for Turning Hawk are out right now and everything is in and they know Hgt they stand final public hearings are scheduled week Silver Springs
is a maintenance project will be brought to the Board A Change (CO) was recently approved for Marion Oaks to another 15 The Department is also getting ready to go to bid on Silver Springs Shores which is a little more than 14 miles
Darnell Department 4156 MSTUAssessments which is low income assistance program and can be found on page 1 is proposing to
that budget from $25000 to $20000 and will be going the Community Services Department noted 29 applications have been received so far this but the deadline is not until August 28 2015 year $25000 was budgeted $18000 was used
Chairman McClain asked if this budget will continue leaving Department 4156 with or move it Community at some point in the Mr Kauffman stated
is agreeable moving the budget to Community Services Chairman McClain advised that this budget will not next r
Ms Darnell Department 4600 Road Assessments found on page noting that number came way down this year from what it was last but upon review of list of it was realized that many of them had already failed petition one of which was handled privately through a homeowners association (HOA) list was pared down what might happen however it is anticipated that number will due to amount of inspection requests
Darnell Department 4320 Marion Oaks and can found on page 330 noted that Mr Tomich presented them with a financial forecast
shows they are in good until 2018 Ms Darnell commented on the improvements playground improvements possible parking expansion resealing of the courtyard basketball courts and a storage building) which the Advisory Board is exploring A conceptual drawing a proposed park was prepared by DirectorLandscape Architect Jim Couillard where that goes remains to be seen as it has a lot to do with property values and collections
Commissioner Zalak if the improvements is just money that has not yet been allocated to a Ms Darnell stated that is correct
Ms Darnell this department has 1 vacancy for a part-time Recreation Aide interviews have conducted but they have secure for the primarily due to drug testing
Book U Page
July 14 2015
Chairman McClain inquired as to line item 564101 Machinery and Equipment for a golf cart in the amount of $8000 (page 332) Marion Oaks Building amp Ground Supervisor David Pierce stated it is an estimated costs for a motorized golf cart instead of an electric one which is about $1500 more than the traditional golf carts
Ms Darnell along with Chairman C J Hagins Silver Springs Shores Special Tax District Advisory Council appeared to address Department 8100 Silver Springs Shores Recreation Facility which can be found on page 339 Approximately 50 of the staff is retirement eligible The facility is aging and needs some attention It was recently learned that the Youth Center restrooms will require upgrades to become compliant IVIs Darnell noted they have met with Facilities Management Director Andy Race who suggested that the work itself will be about $25000 and an architect will be needed which will cost approximately $25000 so they are guesstimating the cost to be around $50000 Problems exist with the Youth Center pool deck that is settling and the parking lot is crumbling and is in bad condition The advisory board is leaning toward adding some computer labs in both the Community Center and Youth Center surplus computers that were upgraded this year can be used She advised that she met with IT to obtain cost estimates and opined that both can be done for about $5000
Ms Darnell noted this department has 3 vacancies the office is currently staffed by a Spherion Staffing Services person (temporary person) and a Recreation Aide is out with an injury as well as upcoming vacations She advised that she may also be monitoring at the pool this weekend Risk Management recommends certified lifeguards at the pools Silver Springs Shores has 3 swimming pools and national standards require 1 lifeguard per 50 occupants The swimming pools are currently operated with no lifeguards on duty and signage states that fact pool monitors are simply there to monitor as they are not certified Red Cross Lifeguards Staff has been used as monitors however some are not comfortable watching 50 people and feel they can only handle 25 Ms Darnell stated it has been her goal to keep all 3 pools operational and open on the weekends
Ms Darnell stated she would like to bring forth an Agenda Item in the near future to downgrade the Youth Recreation Specialist position (page 341) to a Recreation Leader II position which is more in line with the Parks amp Recreation Department this position can train up to become a Recreation Manager in the succession plan She further commented on reclassifying the General Maintenance TechLifeguard by splitting the position to a Building and Grounds Technician which will then free them up to add another part-time seasonal certified lifeguard With 3 lifeguards during the summer months it will allow for 1 full time lifeguard to work year round at the heated pool and the summer pools can be staffed with seasonal lifeguards
Ms Darnell advised that she spoke with Mr Couillard about partnering with the Parks amp Recreation Department and bringing some programs to the Youth Center She stated the Youth Director recently resigned and took a position at The Villages noting there are lots of openings
Commissioner Zalak inquired as to what the recommendation is at this point Ms Darnell opined that there could be a benefit to the citizens of Silver Springs Shores if the Community Center and swimming pools were under the Parks amp Recreation Department simply because it is a recreation facility however she does not know if they are considering this idea but there is a need for partnering
Commissioner Moore commented on the library in Silver Springs Shores Mr Hagins advised that he attended the residents meeting last night and noted one group is
Page 552 Book U
July 14 2015
generally the idea the Youth He stated are going move forward with getting in the Youth as well as the Community Center Commissioner Moore if books will moved into the Youth Center Mr Hagins it is possible Ms Darnell advised that there is a Library in the Community however children are not allowed
Commissioner Bryant commented on having Parks amp Recreation taking this over and inquired if it would still fall MSTU as as funding Mr Bouyounes noted positions from MSTU will to that facility guidance management will the Parks amp Department instead of the MSTU Department if that is direction the Board wants to go Ms Darnel stated it may be something to explore in a workshop at a later
General discussion ensued Commissioner Zalak opined that Ms Darnell to get with the Director
to figure out how to make some those mechanical pieces work they [Parks] already expertise on it is to recruit people over the summer makes no sense MSTU and manage element He recommended bring back a proposal as to how to transition working with advisory council
Chairman McClain commented on the staff positions just addressed noting the budget number staff will have to change Ms Darnell concurred and that she will bring those numbers forward in an Agenda Item the pay 13 position will be downgraded which will up funding for the seasonal position
the Maintenance TechnicianLifeguard would with no pay change as it will still be a pay 5 She budget will be minimal
Commissioner Zalak suggested staff meet with Parks Department and aHow them to look this over as well noting they may need with the Parks classifications in the transition than what is here today It was the general consensus of the Board to concur Mr Bouyounes opined that if this is on the 4 2015 Agenda and approved by the then it can in the Chairman McClain it can be included the budget with the change made
Commissioner Bryant noted Department 811 Silver Springs Street Lighting found on page 343 contains only 1 line item
Ms Darnell addressed Department 8200 Hills of Ocala Recreation which is a community park (passive park) with a meeting facility and can be found on 350 The advisory board is looking to their tennis They wanted to purchase some toddler playground equipment but are with the so they are looking new fiber around existing playground as well as replacing some benches and do some minimal other than that this budget has not The facility is currently rented by a church that has some property on CR 484 where they will building a facility so some of the rental income will be lost in future There does not seem to be any room for expansion on collections as it is pretty much a passive
Ms Darnell along with Advisory Board Chairman Levengood 4930 Marion MSTU for which can
Darnell advised Department experienced a high turnover rate currently has 4 She stated would like to bring forth an agenda item to eliminate a part-time Maintenance nician position reclassify
Book U 553
July 14 2015
Maintenance Mechanic a Medium Equipment position in staff to all maintenance responsibilities of the (page 477)
there has not been much discussion they would also like to going from 4 1 hour days to 58-hour days Currently are 2 crews one is working Monday through Thursday and is working Tuesday through Friday Going 58-hour days would not require having Supervisor staff for 2 different crews as 1 Supervisor could be Monday thru Friday Ms Darnell stated will have to speak to the HR Director about this change to see if this will be a more way to those crews
employees involved another is Marion Services
Board is asking for a salary increase for Superintendent Sloan in the amount of $3934 this is not a reclassification but a 95 request based on fact that they took over maintenance of waterfall 2 years and Ms Sloan 17 years of service with the County In response to Commissioner Bryant Ms Darnell advised that the increase is not included in the budget
In response to Commissioner Ms Levengood to the d of advisory board and stated is to in the operation of
make recommendations capital expenditures staffing and
expansions She that from the first budget that Marion Oaks Advisory Board originally prepared in March to the one the is looking at $300000 was cut from the budget and considerably lowered noting they are not yet done As Ms Darnell stated the advisory board recommended moving a part-time employee to a vacant full time position delete the part-time position which resu another savings of approximately $16000 The advisory board is also recommending reclassification of a position for the waterfall which will provide savings of $9500 total over approximately $25500 from what is before the today
Ms Levengood noted that Ms Sloan has been with Marion Oaks Services MSTU almost 18 years and is too humble to ask for a raise The number workers has from 4 to 9 as well as the amount of equipment with 90 the equipment maintenance being done Transportation assumed maintenance of Units 9 6A 6B 11 and 12 along with the other 7 Units Ms Sloan maintains for a total of about 350 which is an 118 miles just in last few years With BCC approval the board has added the waterfall which Ms Sloan also oversees
of of responsibility by Marion Oaks MSTU General Services and facts they are the raise in to the for the position be for Ms Sloan who is an exemplary that and beyond on a daily
Chairman McClain inquired if position should reclassified in order provide a raise for Ms In response to Commissioner Zalak Ms Darnell stated the pay increase was not included in the budget because she was advised to bring it to the workshop
Zalak noted it is somewhat confusing as Board Policy that adviSOry boards are not to direction employees or playa role in personnel nltgtT stated the two are different Policy is for advisory members not to direction to as to what to or not do on a day-to-day however part of their duties is to a budget and present
Page 554 Book U
July 14 2015
it to the BCC stated advisory board has every right to present a recommendation to the BCC
discussion Chairman McClain stated the Board should give them some direction as to whether
or not the position should reclassified or advise if this is okay for the advisory board to do this going forward
Mr Tomich advised that as far as is concerned it not really deal with individual employees but a time where the rd will determine recommendations that a given of position or position responsibility is appropriate to the job When the discussion turns to performance an individual in a position or whether that person doing something that is over and the of that it a matter of personnel or looking at the position itself He expressed concern with trying to do employee reviews and salary adjustments for performance as part of budget process
Chairman McClain of whether the Board considers pay adjustments during the budget mid-year or it is normally through a reclassification because more responsibility has generally been taken on by an employee It was noted that Ms Levengood Ms Sloan has certainly taken on more responsibility The BCC would prefer to consider salary adjustments as a reclassification He this is a preliminary budget workshop and suggested advisory board work with Ms Darnell
In response to Chairman McClain Mr Bouyounes noted the has a Superintendent which may be a little different in responsibilities commented on the need to capture all responsibilities addressed with HR to look job description and bring a recommendation to the BCC Chairman McClain stated tile Board would be more comfortable with a reclassification
Mr Tomicl1 stated not to specific to this issue but wanted to point out overall budget not quite $800000 in revenue and is relying on Fund Balance year He noted more than $450000 in is proposed and $400000 in operating expenditures so they will be looking at an adjustment in the assessment that area as soon as next to maintain this level of
o or~ discussion ensued Mr Bouyounes suggested bringing all those positions with a reclassification as
an agenda item for approval which will then be reflected in budget irman McClain stated jf want to do a reclassification of a position can go and
with HR present Board discussion Ms stated did not for a She advised that she does not
more positions noting the part-time employee was previously eliminated and she can work without that being changed to a full time employee Ms Darnell the position is still in budget even though it has not been filled or being advertised Chairman McClain asked if this is the General Maintenance Technician position Ms Darnell concurred In response to Chairman McClain Ms Darnell stated the position is the budget however it is Ms Sloan clarified 3 positions are open that they will filling Ms Darnell that is noting another Maintenance Technician position is also open (vacant)
Chairman McClain directed staff get with and bring back a reclassification sometime during the budget process for discussion as it relates to the budget
Book U 555
July 14 2015
Commissioner questioned the deficit next year (FY 17-18) and the millage rate Mr Tomich stated it is a fixed parcel of $30 per lot which is a levy
this point of $798000 although that full amount will not be collected something less $800000 will be collected Commissioner Zalak questioned how much in reserves
is being used today Mr Tomich advised the Carry Forward is showing at $461000 and Reserves are $205000 and approximated that over $100000 in Reserves are being
In response to Commissioner Ms clarified that the parcel vary and is for mowing and lighting and $50 for residential
for commercial and $20 condominiums for road improvements stated does not have a copy of the Ordinance with her and that it not state a maximum Commissioner Zalak it is still a deficit of $100000
Mr Tomich opined that one of the first is to look realistically which vacancies are being maintained and delete positions if that is what it takes to balance the budget It was general consensus of Board to concur Mr Tomich noted that in 2014 the actual expenditures were $700000 If 2016 is going a whole lot different than 2014 they may need a more realistic budget that can show they can operate within current -
Chairman McClain reiterated that and the advisory board have work do He them to meet with HR to address the reclassification and bring a
recommendation back to the Board It was the consensus of the Board that are no further questions in
regard to MSTU Department Commissioner Bryant out at pm
======-== - Solid Waste Director Mike appeared to review departments proposed budget for 2015-16 for Department 4230 Solid Waste Disposal (page 582) Department Solid Waste Collection (page and Department Solid Waste Recycling (page 589) introduced Operations Manager
Starkey and Budget amp Administration Coordinator Ronald Crews (who remained 0011 in the audience) ACA Bouyounes was also present
Mr Sims that Solid Waste Department is made up 3 Divisions Department 4230 is Disposal Division which basically runs the Landfill the old landfills and transfer station operations as well as all of the facilities Department 4250 is the Collection Division which also contains Litter Control Enforcement and Department 4270 is the 18 Recycling that out and around the County He provided a recap of some of departments accomplishments in the last year as a slight increase of 133000 tons of disposal waste into landfill which is over 127000 received the previous year
Commissioner Bryant returned at 348 pm Mr Sims continued recapping accomplishments noting a slight in
customer counts utilizing the Baseline Landfill facility as well as Recycling Centers by over visits department also a County recycling of completed building Newton Recycling Center and remediation project by installing a closure cover and stormwater collection system on the landfill started Davis Landfill water line extension the public drinking water system noting there are other associated programs with project and they are now trying to acquire enough ROW to move that project forward Funding in the upcoming budget will with the
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July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
Book U Page
July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
II
July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
Book U 561
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
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July 14 15
idea Mr Kauffman questioned whether the Board wanted Ms Olsen to address the 2 Chairman McClain stated there was no to ress the this time
noting he may a question in general to RFPs Chairman McClain the $359000 is an enhancement the budget versus
what has occurred over last years as it to trimming He advised that is having with putting dollars into the budget however may be some opportunities exist that staff has not fully explored (eg working with power companies to costs) Mr Bouyounes stated staff can look at as the money will remain in fund balance Chairman McClain concurred
Commissioner Zalak inquired if can also provide information as to how far behind the long line trimming is and exactly what that $360000 can do when they bring back the report as requested earlier Mr Bouyounes stated in general the Transportation Departmentffransportation Maintenance Fund is not short on work in field as there are many maintenance that need to taken care stated will check on the trimming bring back some recommendations so Board can see where they have been and what they have so far and if there are any other opportunities with power companies then can bring forward a comprehensive plan
Chairman McClain staff to go ahead and the 2 vehicles out and switch around the budget In response to Mr Bouyounes Chairman McClain stated he is okay with moving the $40000 clarified that he is to doing what staff asked Mr Tomich stated to specific 2 vehicles been eliminated with $40000 for
Management about $360000 in Chairman McClain stated the 000 will go into their Contract Services budget Chairman McClain if there is a higher priority where this money can be
Mr Bouyounes commented on the major issues the department with on a regular basis as drainage pothole patching shoulder widening care of side of the and trimming
Commissioner Zalak commented on making sure is enough money in the material supply side (Iimerock) when doing contracted grading maintenance to crown dirt Mr Bouyounes stated it is part of the 20 Gas Tax budget as earlier by Mr Atwell In response Commissioner Zalak Mr Bouyounes every time they grade they are making improvements noting there are over 400 miles of dirt
to deal with but only about are on a routine Ms Straub stated graded roads cost about $700000 $800000 year and time material is added more money is on those dirt roads which is a significant portion of budget for such a small number of roads as compared to overall road network Commissioner Zalak questioned if County is fixing the problem noting some dirt roads better than others
General discussion Ms add Department 3390 Stormwater Program Department which
is funded and can found on 460 Staff is recommending one personnel change add a temporary seasonal employee a Summer I The budget is strategic plan focused the department really tries to concentrate its efforts on the maintenance installers which is under Capital Outlay (page 463) item 563101 Improvements Other than Buildings in the amount of $5888445 Continued efforts to reconstruct and remediate stormwater systems for both water quality
Book U Page 543
July 14 2015
and quantity can seen under line item big are identified in the Stormwater Improvement Plan (SIP) that comes before the each Also as a result of watershed management program the department a Capital Projects Privatization (CPPR) which all of to be worked on (from maintenance to capital) and is a living document that staff continues to assess watershed by watershed reprioritize based off its findings and as new findings which built into 5-Year The other item is the public education plan which staff will bringing to Board in September or early October 201
Chairman McClain noted that a little more money was to be budgeted under item 563101 and questioned if staff is on track to continue to spend this kind of money
in that budget over the next several years Ms Straub that Stormwater Engineer Gail Mowry has an excellent job at laying out a plan She opined that department will hit the $5000000 mark this year from the budget much of which is capital work and they are aiming to grow that (by projects not money) and year
Chairman McClain to Stormwater Improvement projects in the amount of $3122880 and questioned how many are included in that Ms Straub it is miscellaneous projects which includes anything from swales digging a retention pond She commented on a project list this that shows construction costs that range from $10000 to $500000 In response to Chairman McClain Mr Bouyounes the items are identified in the SI
Chairman McClain if the County is due for any big map updates in future Ms Straub in to mapping staff is in the midst of doing a Emergency Management Agency (FEMA) update right now and are waiting on Staff wants to address City of changes believes that FEMA wants to wait to include that information before moving forward they do not want to have it as an amendment but actually want to incorporate it into update County staff been told anywhere from AugustSeptember to of the
Chairman McClain commented on the Countys watershed management asked if it is something is doing on a regular basis or on 4 to 5 year life cycles that
updating Ms Straub advised that all the big watersheds are being out and at maintenance maintenance are small most of that work will done
Chairman McClain if once the maps are done is it just a of keeping them updated Stormwater Engineer Mowry stated that is correct noting the Watershed Management Program is done in to all of modeling so for the most part every watershed has a 100 year model event for then staff moves into water quality portion and the capital projects reports all of which was brought in internally Staff basically has a long range to do and incorporate into the 5-Year Staff is not doing any more Flood Insurance Rate Maps (FIRM) than the 2015 ones they are currently doing
Commissioner questioned line 552108 Operating Supplies in the amount of $17625 (page 460) Ms Straub stated and control supplies which include silt fencing and mulch as well as office supplies such as DVDs memory sticks for the camera field log books flagging stakes and water quality sampling equipment are purchased from this line item Commissioner Zalak asked if the big drivers are fencing and mulch outside office supplies Ms stated the erosionsediment control is big ticket item which runs $15000 and the sampling equipment is $1275
Commissioner Zalak questioned line item 1 Training Education in the
Page 544 Book U
July 14 2015
amount of Ms Straub advised that a slight change is Training and as the has not kept up with a items and is of online Computer-Aided Design training which 000 FOOT is no longer doing some classes for so the department is now having to pay some of items The remainder is for the continuing education that has been consistent In response to Commissioner Zalak Ms Straub that the department looks to 1 person CAD certified Ms Mowry stated there are 7 CAD users in the group and the on training course is $1 for 5 peoplepositions noted they can potentially downsize and use numbers with multiple people however the Geographical Information Systems person is supposed to cross-trained to sometime this year
projects on in the amount of by the end of Ms Mowry stated
Ms Straub stated the will not be finished construction bythe end however funds are allocated and a contractor is brought on board but
construction can be carried on into fall Ms Mowry clarified the bulk of projects on the list are currently in design or will be coming before the at the first meeting in August (August 42015)
discussion ensued to Chairman Mr Kirbas stated purchases to
date is $180505 in regard line item 561101 Chairman McClain asked if will be OU(la9tea forward in Ms Straub stated earmark that is IfI~nI1 noting Ms Mowry ROW Manager Shawn Hubbuck of upcoming
Zalak commented on the monster water pipe by Silver Springs and inquired as what the red light means Ms Straub stated it means the pump station is not properly working Ms Mowry advised that for some reason that pump station seems to be very susceptible to lightening it was thought to during this last repair however light still triggers on a fairly basis She that if the red light is on the pump is turned off Ms stated the pump is working but chambers are collecting sediment Ms Mowry concurred clarified that pump is water on other but chambers are still collecting In response Commissioner Zalak advised that FOOT is taking care of the pump station
Commissioner Zaiak inquired as to what will happen to pumping station when the road is widened Mr Bouyounes the 4-lane project was considered during the design of the pump station which will not be impacted by the improvement noted the will occur on the north side of the pump station
Commissioner Zalak questioned line item 525101 Unemployment Compensation in the amount of $3000 Mr Bouyounes this is an item that has no value in budget and it is unknown as when it is neE~aE~a
It was general consensus the that are no further issues to discuss with the County budgets
BudgetsUtilities - Marion County Utilities (MCU) Director Flip Mellinger appeared to review proposed FY 201 6 budgets for Department 7130 Utilities - Customer Service (page 594) Department 40 Utilities - Water Operations (page 598) Department 71 Utilities - Water Maintenance (page 601) Department 7150 Utilities
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July 14 2015
Wastewater (page 604) 7155 Utilities Wastewater Maintenance (page and Department 7160 UtHities shy Engineering Construction (page 610) ACA was also present
Commissioner Zalak noted the Unemployment Compensation is to in line 526101 as Other Employment in the amount of $5665 (page
594) Mr Mellinger this is an item that is required by the Clerks Finance Director John Garri that OPEB is by the Governmental Accounting Standards Board calculate noting an Actuary is hired to calculate
value as it on overall financial unfortunately Enterprise it has to be the fund is basically of the health
insurance that the County provides to a reduced group is referred to as the implicit rate Although the County is essentially not fund say there is a subsidy that the Board provides the by allowing them to their health insurance at the group The County was required to calculate that value and start recording it on the statement a couple of years ago He noted the pension one will be coming up and will be booked as an expense For governmental funds that will be entity wide level and will not affect the budget however it will
the funds Mr Mellinger addressed MCUs as presented to
demonstrate and is about $87500 than last year without considering and debt When considering and debt budget it is
considerably less year because funds have been previously allocated to capital projects and expended project funds will be carried over into the About $19000000 is currently in the CIP and allocated toward projects and as the year rolls on those funds will draw down on payment to contractors and the balance will be carried forward on active
The budget a reclassification a Assistant I to a Assistant II (page 596) as it is a continuous revolving Commissioner questioned the overall turnover Mr Mellinger stated in 4 years MCU an overall turnover rate of 46 is quite high
The proposed includes replacing 10 of MCUs 72 vehicle at a cost of about $382000 $385000 was to purchase a Vac-Con Truck so no pickup trucks were replaced cycle has to be started as no pickup trucks been replaced
2007 MCU intends to spend about $400000 per year Also 9 computers are included in the have been by Information Technology (IT) as needing to be An additional $69 million (approximately) is planned for capital
the which are mains that will run from Golden Ocala to 200 and to the Oak Run collection system MCU to begin the design for of the Marion Regional Water facility The pressure for future projects including alternative water supply development drives
need for another rate increase in 2016 Mr Mellinger he had several proposals he would like to talk to the Board
about and inquired if are any questions Chairman McClain commented on operating budget for and wastewater
to line 534101 Contract Other - Misc of approximately $350000 questioned if those funds are meter reading Mr Mellinger concurred
noting that is down and by this fiscal should be out of the meter reading as pretty much everything has been over to automatic
546 Book U
5
In
July 14
meter which will allow 1 1 vehicle to go around and all of the MCU use have a dump station for vac-con when they were hauling grease and stuff that out of lift stations but since had to stop their use landfill or even haulers will not haul MCU is not able to properly dry material which is not authorized for transport MCU is now hiring American Pipe and Tank to come and pick stuff up or they dump the vac-cons their location which that cost quite a bit this year
Chairman McClain commented on Department 7155 Utilities shyMaintenance line item 534101 Contract - Other shy$161396 (page and questioned how much of is meter reading Mr Mellinger stated none of line item is for meter reading hauling MCU is Solid Waste to haul the the drying wastewater plant item
Misc in the amount
that it is all dumping
commented on 71 Utilities - Customer budget line 101 Contract Serv - Other in the amount of $208773 594) and if this is all meter reading Mr Mellinger stated it is not noting this line item cleaning contract bill printing service certified document shredding etc McClain inquired as to where the reading is in the budget Mr Mellinger reading is currently in 7130 although the cost has reduced money remained in the budget to continue the services for turn onoff since it is than doing so in-house Chairman McClain clarified that the reduction will continue to 7130 budget Mr Mellinger meter reading will remain in the Department 71 budget
Chairman McClain questioned if the treatment plant is Marion Oaks Mr Mellinger
CIP
would eventually per day (mgd) facility when
water reclamation plant is for Marion MCU knew that the Marion to be facility will be a 9 million it is built out which is much larger than Oak Run
Commissioner requested review of Mr Mellinger stated that is part of the noting need to address going for a bond in 16 to take on the debt MCU needs to pay for Marion Oaks Water Reclamation which will also include some improvements to the collection system at CR 484 and 1-75 He noted they have reached a point this has to be addressed as are a lot of entities talking to MCU about The existing infrastructure can handle some more flow but it will not handle all Mr Meflinger stated there is no 1 project that is large enough to take on the cost of infrastructure improvement that is Basically MCU nonc
to install a new main from CR 484 run south along to the nearest point of intersect with and into the lift SummerGlen project can $1000000 There is for anyone entity to pay for to put the money out will later be recuperated in capital to Chairman McClain Mr Mellinger stated an 8-inch main is currently 1-75 which collects (Le all of those motels restaurants etc) noting it still has some capacity but not enough to handle the numbers being proposed to MCU
General discussion ensued to Chairman McClain Mr Mellinger advised that the Bond will
neighborhood of $15000000 $16000000 He stated he would like of a 714 customer system which is 1 of 3
Book U 1 Page 547
July 14 5
owned by Mr deMenzes and is on southeast corner of the City and wraps across the road from MCUs South A purchase price of
$18 million and change has been negotiated that system MCU had Burton amp perform the financial analysis on which will not have any impact
on MCU as the majority of customers aU the way up 14000 gallons per month will see about a $3 month increase by coming to the MCU once above the 14000 gallons per month it is less than a $10 increase up to 20000 gallons and once above 20000 gallons their $539 increment kicks in and start feeling it He noted this
one of the issues Mr deMenzes has with over the past in that he does not rate structure however he one approved that goes into
10000 gallons that will be raised by $050 In response to Chairman McClain stated the purchase price is $1
McClain clarified that of will be to purchase the system lt1ltgt1011 MCU will pay out of Capital currently on hand
that back into Capital Mr Mellinger addressed the high
Mechanics noting this year the Utility turnover Field Mechanics The turnover for 3 He asked that Human for pOSitions and find out where they are people are leaving for more money Mr Mellinger requested permission use up to $75000 of the $87000 in savings this help adjust those salaries to hopefully some of the turnover
Commissioner Zalak inquired if the $87000 savings is all operational Mr Mellinger concurred Commissioner Zalak d staff to bring back a salary study
see if all of the $75000 needs to be spent Chairman McClain directed staff to cond survey noting the Board would like to have the opportunity to discuss the
Mr Mellinger concurred McClain advised that it is the Board at least explore what
475 and 475A noting some properties in that area will require the County will to figure out how to go under
side of opined that the County should it done while going out which will be worked out
Agreements noting will cover the ltgtvrlltgtn
00ltgt discussion ensued Commissioner Zalak questioned how of the Bond money will
Mellinger $12000000 will the Marion Oaks Water 101
which will start out as a 1 mgd facility at a cost of about $12 to Commissioner Zalak Mr Meliginer stated the facility needs
2017 noting the problem MCU has is that it a 220000 gallon plant at -VIYIJ
and flows need to be moved south I of building a plant at Golden right now MCU looked at where the best place to build a plant was and determined that Marion
is place Rather than spending $12000000 at Golden Ocala and another $12000000 at Marion Oaks that will be in 5 years MCU can go ahead spend the money down there and put $5000000 into a pipeline that will take from Ocala to Oak Run take Marion Oaks and SummerGlens flows of Oak Run put them back at the Marion This also gives MCU ability
Oak Run Marion vice-versa as well as run flows back Golden Ocala and MCU will want to
Book U
5 July 14
build a plant at Golden it is just the timing right now and the Marion Oaks plant is the better option of the effluent disposal opportunities even though Ocala has a commitment of 2000000 gallons of effluent that can be taken for golf course or whatever however it is unknown if Golden can get a consumptive use permit (CUP) for that amount however Golden Ocala a commitment for water that they have to on so that MCU can move flows away in to save money Eventually MCU may go and put in plant but they want
membrane that was built at Salt Springs to more comfortable with which a much smaller footprint it is believed that a
facility can be put that will be less General discussion In response to Zalak Mr Mellinger Trilogy is starting to build
homes which is driving MCU to do something now the Golden Ocala plant does not have enough capacity to take care of development Trilogy Mr Mellinger stated MCU has the Capital in its rate sufficiency analysis which is programed in so they knew they were going to to spend it they also revenues that would received and the capital will be returned with the charges it also the added customer that supports long term It will have a impact on MCUs without that northwest area In reply to Commissioner Mellinger advised that City Ocala is not a Wholesale Agreement
General Commissioner questioned how MCU is on bad debt Mr Mellinger they are still in the of making telephone and pleading with customers
as well as sending noting the customers are obviously cut off He noted the collection agencys success is not as great as one would think Mr Mellinger CTOlTtgtro
the success rate of collecting on bad debt is around 20 eventually reaches a point where it is written off advised that the County Attorney is currently reviewing proposals noting one proposal is to start placing a lien on property so that the debt can
recovered once is sold General
commented on MCU a charge even services are looking at a new some of those assumptions
are built in and from a policy standpoint if the County continue down that path or explore different opportunities He commented on bonding process and what the County has committed to as as a rate solidifies that so a choice cannot be Commissioner Zalak did not necessarily want to into a new Bond with the same presumptions if it can avoided Mr Bouyounes that the new Bond will assume what the County in the Ordinance Commissioner Zalak stated the Board should consider any to the Ordinance prior to bonding Mr Mellinger it may be a bank loan rather than a Bond Chairman McClain it is a good discussion to have at a later date Mr Mellinger commented on concerns by Burton amp in
to options General Mr Bouyounes if the Board wanted to the bonding at the next
strategic planning It was the general consensus of the Board to concur Mr Mellinger questioned if Board wanted a report from Burton amp Associates prior to the planning session Chairman McClain clarified that direction is that the Board wants explore this thought as it relates to the Bond Mr Mellinger suggested that he
Book U Page 549
July 14 2015
wait to see how fast he can get something from Burton amp Associates and then schedule a workshop Commissioner Zalak recommended that the Board look at the Ordinance and consider the options while they have the opportunity Mr Mellinger briefly commented on the base charge
Mr Garri commented on a legal issue in regard to the Reimbursement Resolution document which the Board will have to execute in order to take Bond proceeds if a bond is taken and reimburse prior expenses before the date of the Bond issue He clarified that MCU cannot start spending money now thinking it will get reimbursed unless a Reimbursement Resolution is in place which is something the County Attorney will have to prepare In response to Chairman McClain Mr Mellinger stated he understood what Mr Garri said as well as what the Board wants to discuss
Clerk Ellspermann requested an update from Mr Mellinger on returning deposits or hookup fees that is of concern to the Auditors Mr Mellinger stated he is aware that the Auditors are concerned about that money but it has not been the highest priority until this year He advised that he asked Customer Service amp Billing Manager Nancy Jarvis to drop everything and dedicate her time toward working on that list noting it is not an easy process Mr Mellinger gave his commitment that the task will be completed by the end of the calendar year December 31 2015 so that it hopefully will not go into next years audit
It was the general consensus of the Board that there are no further issues to discuss with regard to the MCUs budgets
Chairman McClain directed staff to take a comprehensive look at CR 484 purchase of the deMenzes system salary study and go ahead and start putting the timetable together for the Bond or bank loan Mr Mellinger noted that he shared the Rate Sufficiency Analysis with the Board this year
Commissioners Bryant and Moore out at 304 pm Chairman McClain advised that the Board will deviate from the schedule and
consider the MSTU budget next Commissioner Moore returned at 305 pm
BudgetsDistrictsSubdivisions - Municipal Service Taxing Unit (MSTU) Director Teresa Darnell appeared to review the departments proposed budget for FY 2015-16 for Department 4155 MSTUAssessments (page 135) Department 4156 MSTU Assessments - PA (public assistance) (page 137) Department 4600 Road Assessments (page 220) Department 4320 Marion Oaks Recreation (page 330) Department 8100 Silver Springs Shores Recreation Facility (page 339) Department 8110 Silver Springs Shores Street Lighting (page 343) Department 8200 Hills of Ocala Recreation (page 350) and Department 4930 Marion Oaks MSTU for General Services (page 476) ACA Bouyounes was also present
Ms Darnell stated Department 4155 MSTUAssessments budget found on page 135 is pretty straight forward and proposes the elimination of 3 Staff Assistant positions and create 2 new Assessment Specialists positions as previously discussed She noted the Community Services Department has taken over the low income assistance program which was also previously discussed The MSTU Department also handles postage for 30 or so County Departments and that responsibility will be shared between the Administrative Staff Assistant and the Assessment Specialist I position An Advisory Board seminar will be held in November of 2015 for new members
The MSTU is fully staffed at this time with 3 Project Coordinators Pete Hodges
Page 550 Book U
July 14 2015
who has been with the County for over 10 years Richard McClean who was previously with the OCE Stormwater Division and the 3rd Project Coordinator was brought on board and is new Marion County The department is a behind on projects and currently more than a dozen inspections which will responded to as as they can now that they are fully staffed
Commissioner Bryant at 308 pm Ms stated department is working toward greatest level
they can The first new project petitions are out for Turning Hawk which are on August 212015
Chairman McClain inquired as to the number projects MSTU is currently working on have out or are in construction Ms Darnell she not have
number in front of her but noted the department has more than a requests that they are now inspecting and preparing estimates for which not include ongoing and Municipal Service Unit (MSBU) projects noted that petitions for Turning Hawk are out right now and everything is in and they know Hgt they stand final public hearings are scheduled week Silver Springs
is a maintenance project will be brought to the Board A Change (CO) was recently approved for Marion Oaks to another 15 The Department is also getting ready to go to bid on Silver Springs Shores which is a little more than 14 miles
Darnell Department 4156 MSTUAssessments which is low income assistance program and can be found on page 1 is proposing to
that budget from $25000 to $20000 and will be going the Community Services Department noted 29 applications have been received so far this but the deadline is not until August 28 2015 year $25000 was budgeted $18000 was used
Chairman McClain asked if this budget will continue leaving Department 4156 with or move it Community at some point in the Mr Kauffman stated
is agreeable moving the budget to Community Services Chairman McClain advised that this budget will not next r
Ms Darnell Department 4600 Road Assessments found on page noting that number came way down this year from what it was last but upon review of list of it was realized that many of them had already failed petition one of which was handled privately through a homeowners association (HOA) list was pared down what might happen however it is anticipated that number will due to amount of inspection requests
Darnell Department 4320 Marion Oaks and can found on page 330 noted that Mr Tomich presented them with a financial forecast
shows they are in good until 2018 Ms Darnell commented on the improvements playground improvements possible parking expansion resealing of the courtyard basketball courts and a storage building) which the Advisory Board is exploring A conceptual drawing a proposed park was prepared by DirectorLandscape Architect Jim Couillard where that goes remains to be seen as it has a lot to do with property values and collections
Commissioner Zalak if the improvements is just money that has not yet been allocated to a Ms Darnell stated that is correct
Ms Darnell this department has 1 vacancy for a part-time Recreation Aide interviews have conducted but they have secure for the primarily due to drug testing
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July 14 2015
Chairman McClain inquired as to line item 564101 Machinery and Equipment for a golf cart in the amount of $8000 (page 332) Marion Oaks Building amp Ground Supervisor David Pierce stated it is an estimated costs for a motorized golf cart instead of an electric one which is about $1500 more than the traditional golf carts
Ms Darnell along with Chairman C J Hagins Silver Springs Shores Special Tax District Advisory Council appeared to address Department 8100 Silver Springs Shores Recreation Facility which can be found on page 339 Approximately 50 of the staff is retirement eligible The facility is aging and needs some attention It was recently learned that the Youth Center restrooms will require upgrades to become compliant IVIs Darnell noted they have met with Facilities Management Director Andy Race who suggested that the work itself will be about $25000 and an architect will be needed which will cost approximately $25000 so they are guesstimating the cost to be around $50000 Problems exist with the Youth Center pool deck that is settling and the parking lot is crumbling and is in bad condition The advisory board is leaning toward adding some computer labs in both the Community Center and Youth Center surplus computers that were upgraded this year can be used She advised that she met with IT to obtain cost estimates and opined that both can be done for about $5000
Ms Darnell noted this department has 3 vacancies the office is currently staffed by a Spherion Staffing Services person (temporary person) and a Recreation Aide is out with an injury as well as upcoming vacations She advised that she may also be monitoring at the pool this weekend Risk Management recommends certified lifeguards at the pools Silver Springs Shores has 3 swimming pools and national standards require 1 lifeguard per 50 occupants The swimming pools are currently operated with no lifeguards on duty and signage states that fact pool monitors are simply there to monitor as they are not certified Red Cross Lifeguards Staff has been used as monitors however some are not comfortable watching 50 people and feel they can only handle 25 Ms Darnell stated it has been her goal to keep all 3 pools operational and open on the weekends
Ms Darnell stated she would like to bring forth an Agenda Item in the near future to downgrade the Youth Recreation Specialist position (page 341) to a Recreation Leader II position which is more in line with the Parks amp Recreation Department this position can train up to become a Recreation Manager in the succession plan She further commented on reclassifying the General Maintenance TechLifeguard by splitting the position to a Building and Grounds Technician which will then free them up to add another part-time seasonal certified lifeguard With 3 lifeguards during the summer months it will allow for 1 full time lifeguard to work year round at the heated pool and the summer pools can be staffed with seasonal lifeguards
Ms Darnell advised that she spoke with Mr Couillard about partnering with the Parks amp Recreation Department and bringing some programs to the Youth Center She stated the Youth Director recently resigned and took a position at The Villages noting there are lots of openings
Commissioner Zalak inquired as to what the recommendation is at this point Ms Darnell opined that there could be a benefit to the citizens of Silver Springs Shores if the Community Center and swimming pools were under the Parks amp Recreation Department simply because it is a recreation facility however she does not know if they are considering this idea but there is a need for partnering
Commissioner Moore commented on the library in Silver Springs Shores Mr Hagins advised that he attended the residents meeting last night and noted one group is
Page 552 Book U
July 14 2015
generally the idea the Youth He stated are going move forward with getting in the Youth as well as the Community Center Commissioner Moore if books will moved into the Youth Center Mr Hagins it is possible Ms Darnell advised that there is a Library in the Community however children are not allowed
Commissioner Bryant commented on having Parks amp Recreation taking this over and inquired if it would still fall MSTU as as funding Mr Bouyounes noted positions from MSTU will to that facility guidance management will the Parks amp Department instead of the MSTU Department if that is direction the Board wants to go Ms Darnel stated it may be something to explore in a workshop at a later
General discussion ensued Commissioner Zalak opined that Ms Darnell to get with the Director
to figure out how to make some those mechanical pieces work they [Parks] already expertise on it is to recruit people over the summer makes no sense MSTU and manage element He recommended bring back a proposal as to how to transition working with advisory council
Chairman McClain commented on the staff positions just addressed noting the budget number staff will have to change Ms Darnell concurred and that she will bring those numbers forward in an Agenda Item the pay 13 position will be downgraded which will up funding for the seasonal position
the Maintenance TechnicianLifeguard would with no pay change as it will still be a pay 5 She budget will be minimal
Commissioner Zalak suggested staff meet with Parks Department and aHow them to look this over as well noting they may need with the Parks classifications in the transition than what is here today It was the general consensus of the Board to concur Mr Bouyounes opined that if this is on the 4 2015 Agenda and approved by the then it can in the Chairman McClain it can be included the budget with the change made
Commissioner Bryant noted Department 811 Silver Springs Street Lighting found on page 343 contains only 1 line item
Ms Darnell addressed Department 8200 Hills of Ocala Recreation which is a community park (passive park) with a meeting facility and can be found on 350 The advisory board is looking to their tennis They wanted to purchase some toddler playground equipment but are with the so they are looking new fiber around existing playground as well as replacing some benches and do some minimal other than that this budget has not The facility is currently rented by a church that has some property on CR 484 where they will building a facility so some of the rental income will be lost in future There does not seem to be any room for expansion on collections as it is pretty much a passive
Ms Darnell along with Advisory Board Chairman Levengood 4930 Marion MSTU for which can
Darnell advised Department experienced a high turnover rate currently has 4 She stated would like to bring forth an agenda item to eliminate a part-time Maintenance nician position reclassify
Book U 553
July 14 2015
Maintenance Mechanic a Medium Equipment position in staff to all maintenance responsibilities of the (page 477)
there has not been much discussion they would also like to going from 4 1 hour days to 58-hour days Currently are 2 crews one is working Monday through Thursday and is working Tuesday through Friday Going 58-hour days would not require having Supervisor staff for 2 different crews as 1 Supervisor could be Monday thru Friday Ms Darnell stated will have to speak to the HR Director about this change to see if this will be a more way to those crews
employees involved another is Marion Services
Board is asking for a salary increase for Superintendent Sloan in the amount of $3934 this is not a reclassification but a 95 request based on fact that they took over maintenance of waterfall 2 years and Ms Sloan 17 years of service with the County In response to Commissioner Bryant Ms Darnell advised that the increase is not included in the budget
In response to Commissioner Ms Levengood to the d of advisory board and stated is to in the operation of
make recommendations capital expenditures staffing and
expansions She that from the first budget that Marion Oaks Advisory Board originally prepared in March to the one the is looking at $300000 was cut from the budget and considerably lowered noting they are not yet done As Ms Darnell stated the advisory board recommended moving a part-time employee to a vacant full time position delete the part-time position which resu another savings of approximately $16000 The advisory board is also recommending reclassification of a position for the waterfall which will provide savings of $9500 total over approximately $25500 from what is before the today
Ms Levengood noted that Ms Sloan has been with Marion Oaks Services MSTU almost 18 years and is too humble to ask for a raise The number workers has from 4 to 9 as well as the amount of equipment with 90 the equipment maintenance being done Transportation assumed maintenance of Units 9 6A 6B 11 and 12 along with the other 7 Units Ms Sloan maintains for a total of about 350 which is an 118 miles just in last few years With BCC approval the board has added the waterfall which Ms Sloan also oversees
of of responsibility by Marion Oaks MSTU General Services and facts they are the raise in to the for the position be for Ms Sloan who is an exemplary that and beyond on a daily
Chairman McClain inquired if position should reclassified in order provide a raise for Ms In response to Commissioner Zalak Ms Darnell stated the pay increase was not included in the budget because she was advised to bring it to the workshop
Zalak noted it is somewhat confusing as Board Policy that adviSOry boards are not to direction employees or playa role in personnel nltgtT stated the two are different Policy is for advisory members not to direction to as to what to or not do on a day-to-day however part of their duties is to a budget and present
Page 554 Book U
July 14 2015
it to the BCC stated advisory board has every right to present a recommendation to the BCC
discussion Chairman McClain stated the Board should give them some direction as to whether
or not the position should reclassified or advise if this is okay for the advisory board to do this going forward
Mr Tomich advised that as far as is concerned it not really deal with individual employees but a time where the rd will determine recommendations that a given of position or position responsibility is appropriate to the job When the discussion turns to performance an individual in a position or whether that person doing something that is over and the of that it a matter of personnel or looking at the position itself He expressed concern with trying to do employee reviews and salary adjustments for performance as part of budget process
Chairman McClain of whether the Board considers pay adjustments during the budget mid-year or it is normally through a reclassification because more responsibility has generally been taken on by an employee It was noted that Ms Levengood Ms Sloan has certainly taken on more responsibility The BCC would prefer to consider salary adjustments as a reclassification He this is a preliminary budget workshop and suggested advisory board work with Ms Darnell
In response to Chairman McClain Mr Bouyounes noted the has a Superintendent which may be a little different in responsibilities commented on the need to capture all responsibilities addressed with HR to look job description and bring a recommendation to the BCC Chairman McClain stated tile Board would be more comfortable with a reclassification
Mr Tomicl1 stated not to specific to this issue but wanted to point out overall budget not quite $800000 in revenue and is relying on Fund Balance year He noted more than $450000 in is proposed and $400000 in operating expenditures so they will be looking at an adjustment in the assessment that area as soon as next to maintain this level of
o or~ discussion ensued Mr Bouyounes suggested bringing all those positions with a reclassification as
an agenda item for approval which will then be reflected in budget irman McClain stated jf want to do a reclassification of a position can go and
with HR present Board discussion Ms stated did not for a She advised that she does not
more positions noting the part-time employee was previously eliminated and she can work without that being changed to a full time employee Ms Darnell the position is still in budget even though it has not been filled or being advertised Chairman McClain asked if this is the General Maintenance Technician position Ms Darnell concurred In response to Chairman McClain Ms Darnell stated the position is the budget however it is Ms Sloan clarified 3 positions are open that they will filling Ms Darnell that is noting another Maintenance Technician position is also open (vacant)
Chairman McClain directed staff get with and bring back a reclassification sometime during the budget process for discussion as it relates to the budget
Book U 555
July 14 2015
Commissioner questioned the deficit next year (FY 17-18) and the millage rate Mr Tomich stated it is a fixed parcel of $30 per lot which is a levy
this point of $798000 although that full amount will not be collected something less $800000 will be collected Commissioner Zalak questioned how much in reserves
is being used today Mr Tomich advised the Carry Forward is showing at $461000 and Reserves are $205000 and approximated that over $100000 in Reserves are being
In response to Commissioner Ms clarified that the parcel vary and is for mowing and lighting and $50 for residential
for commercial and $20 condominiums for road improvements stated does not have a copy of the Ordinance with her and that it not state a maximum Commissioner Zalak it is still a deficit of $100000
Mr Tomich opined that one of the first is to look realistically which vacancies are being maintained and delete positions if that is what it takes to balance the budget It was general consensus of Board to concur Mr Tomich noted that in 2014 the actual expenditures were $700000 If 2016 is going a whole lot different than 2014 they may need a more realistic budget that can show they can operate within current -
Chairman McClain reiterated that and the advisory board have work do He them to meet with HR to address the reclassification and bring a
recommendation back to the Board It was the consensus of the Board that are no further questions in
regard to MSTU Department Commissioner Bryant out at pm
======-== - Solid Waste Director Mike appeared to review departments proposed budget for 2015-16 for Department 4230 Solid Waste Disposal (page 582) Department Solid Waste Collection (page and Department Solid Waste Recycling (page 589) introduced Operations Manager
Starkey and Budget amp Administration Coordinator Ronald Crews (who remained 0011 in the audience) ACA Bouyounes was also present
Mr Sims that Solid Waste Department is made up 3 Divisions Department 4230 is Disposal Division which basically runs the Landfill the old landfills and transfer station operations as well as all of the facilities Department 4250 is the Collection Division which also contains Litter Control Enforcement and Department 4270 is the 18 Recycling that out and around the County He provided a recap of some of departments accomplishments in the last year as a slight increase of 133000 tons of disposal waste into landfill which is over 127000 received the previous year
Commissioner Bryant returned at 348 pm Mr Sims continued recapping accomplishments noting a slight in
customer counts utilizing the Baseline Landfill facility as well as Recycling Centers by over visits department also a County recycling of completed building Newton Recycling Center and remediation project by installing a closure cover and stormwater collection system on the landfill started Davis Landfill water line extension the public drinking water system noting there are other associated programs with project and they are now trying to acquire enough ROW to move that project forward Funding in the upcoming budget will with the
556 Book U
July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
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July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
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July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
Book U 561
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
July 14 2015
and quantity can seen under line item big are identified in the Stormwater Improvement Plan (SIP) that comes before the each Also as a result of watershed management program the department a Capital Projects Privatization (CPPR) which all of to be worked on (from maintenance to capital) and is a living document that staff continues to assess watershed by watershed reprioritize based off its findings and as new findings which built into 5-Year The other item is the public education plan which staff will bringing to Board in September or early October 201
Chairman McClain noted that a little more money was to be budgeted under item 563101 and questioned if staff is on track to continue to spend this kind of money
in that budget over the next several years Ms Straub that Stormwater Engineer Gail Mowry has an excellent job at laying out a plan She opined that department will hit the $5000000 mark this year from the budget much of which is capital work and they are aiming to grow that (by projects not money) and year
Chairman McClain to Stormwater Improvement projects in the amount of $3122880 and questioned how many are included in that Ms Straub it is miscellaneous projects which includes anything from swales digging a retention pond She commented on a project list this that shows construction costs that range from $10000 to $500000 In response to Chairman McClain Mr Bouyounes the items are identified in the SI
Chairman McClain if the County is due for any big map updates in future Ms Straub in to mapping staff is in the midst of doing a Emergency Management Agency (FEMA) update right now and are waiting on Staff wants to address City of changes believes that FEMA wants to wait to include that information before moving forward they do not want to have it as an amendment but actually want to incorporate it into update County staff been told anywhere from AugustSeptember to of the
Chairman McClain commented on the Countys watershed management asked if it is something is doing on a regular basis or on 4 to 5 year life cycles that
updating Ms Straub advised that all the big watersheds are being out and at maintenance maintenance are small most of that work will done
Chairman McClain if once the maps are done is it just a of keeping them updated Stormwater Engineer Mowry stated that is correct noting the Watershed Management Program is done in to all of modeling so for the most part every watershed has a 100 year model event for then staff moves into water quality portion and the capital projects reports all of which was brought in internally Staff basically has a long range to do and incorporate into the 5-Year Staff is not doing any more Flood Insurance Rate Maps (FIRM) than the 2015 ones they are currently doing
Commissioner questioned line 552108 Operating Supplies in the amount of $17625 (page 460) Ms Straub stated and control supplies which include silt fencing and mulch as well as office supplies such as DVDs memory sticks for the camera field log books flagging stakes and water quality sampling equipment are purchased from this line item Commissioner Zalak asked if the big drivers are fencing and mulch outside office supplies Ms stated the erosionsediment control is big ticket item which runs $15000 and the sampling equipment is $1275
Commissioner Zalak questioned line item 1 Training Education in the
Page 544 Book U
July 14 2015
amount of Ms Straub advised that a slight change is Training and as the has not kept up with a items and is of online Computer-Aided Design training which 000 FOOT is no longer doing some classes for so the department is now having to pay some of items The remainder is for the continuing education that has been consistent In response to Commissioner Zalak Ms Straub that the department looks to 1 person CAD certified Ms Mowry stated there are 7 CAD users in the group and the on training course is $1 for 5 peoplepositions noted they can potentially downsize and use numbers with multiple people however the Geographical Information Systems person is supposed to cross-trained to sometime this year
projects on in the amount of by the end of Ms Mowry stated
Ms Straub stated the will not be finished construction bythe end however funds are allocated and a contractor is brought on board but
construction can be carried on into fall Ms Mowry clarified the bulk of projects on the list are currently in design or will be coming before the at the first meeting in August (August 42015)
discussion ensued to Chairman Mr Kirbas stated purchases to
date is $180505 in regard line item 561101 Chairman McClain asked if will be OU(la9tea forward in Ms Straub stated earmark that is IfI~nI1 noting Ms Mowry ROW Manager Shawn Hubbuck of upcoming
Zalak commented on the monster water pipe by Silver Springs and inquired as what the red light means Ms Straub stated it means the pump station is not properly working Ms Mowry advised that for some reason that pump station seems to be very susceptible to lightening it was thought to during this last repair however light still triggers on a fairly basis She that if the red light is on the pump is turned off Ms stated the pump is working but chambers are collecting sediment Ms Mowry concurred clarified that pump is water on other but chambers are still collecting In response Commissioner Zalak advised that FOOT is taking care of the pump station
Commissioner Zaiak inquired as to what will happen to pumping station when the road is widened Mr Bouyounes the 4-lane project was considered during the design of the pump station which will not be impacted by the improvement noted the will occur on the north side of the pump station
Commissioner Zalak questioned line item 525101 Unemployment Compensation in the amount of $3000 Mr Bouyounes this is an item that has no value in budget and it is unknown as when it is neE~aE~a
It was general consensus the that are no further issues to discuss with the County budgets
BudgetsUtilities - Marion County Utilities (MCU) Director Flip Mellinger appeared to review proposed FY 201 6 budgets for Department 7130 Utilities - Customer Service (page 594) Department 40 Utilities - Water Operations (page 598) Department 71 Utilities - Water Maintenance (page 601) Department 7150 Utilities
Book U Page
July 14 2015
Wastewater (page 604) 7155 Utilities Wastewater Maintenance (page and Department 7160 UtHities shy Engineering Construction (page 610) ACA was also present
Commissioner Zalak noted the Unemployment Compensation is to in line 526101 as Other Employment in the amount of $5665 (page
594) Mr Mellinger this is an item that is required by the Clerks Finance Director John Garri that OPEB is by the Governmental Accounting Standards Board calculate noting an Actuary is hired to calculate
value as it on overall financial unfortunately Enterprise it has to be the fund is basically of the health
insurance that the County provides to a reduced group is referred to as the implicit rate Although the County is essentially not fund say there is a subsidy that the Board provides the by allowing them to their health insurance at the group The County was required to calculate that value and start recording it on the statement a couple of years ago He noted the pension one will be coming up and will be booked as an expense For governmental funds that will be entity wide level and will not affect the budget however it will
the funds Mr Mellinger addressed MCUs as presented to
demonstrate and is about $87500 than last year without considering and debt When considering and debt budget it is
considerably less year because funds have been previously allocated to capital projects and expended project funds will be carried over into the About $19000000 is currently in the CIP and allocated toward projects and as the year rolls on those funds will draw down on payment to contractors and the balance will be carried forward on active
The budget a reclassification a Assistant I to a Assistant II (page 596) as it is a continuous revolving Commissioner questioned the overall turnover Mr Mellinger stated in 4 years MCU an overall turnover rate of 46 is quite high
The proposed includes replacing 10 of MCUs 72 vehicle at a cost of about $382000 $385000 was to purchase a Vac-Con Truck so no pickup trucks were replaced cycle has to be started as no pickup trucks been replaced
2007 MCU intends to spend about $400000 per year Also 9 computers are included in the have been by Information Technology (IT) as needing to be An additional $69 million (approximately) is planned for capital
the which are mains that will run from Golden Ocala to 200 and to the Oak Run collection system MCU to begin the design for of the Marion Regional Water facility The pressure for future projects including alternative water supply development drives
need for another rate increase in 2016 Mr Mellinger he had several proposals he would like to talk to the Board
about and inquired if are any questions Chairman McClain commented on operating budget for and wastewater
to line 534101 Contract Other - Misc of approximately $350000 questioned if those funds are meter reading Mr Mellinger concurred
noting that is down and by this fiscal should be out of the meter reading as pretty much everything has been over to automatic
546 Book U
5
In
July 14
meter which will allow 1 1 vehicle to go around and all of the MCU use have a dump station for vac-con when they were hauling grease and stuff that out of lift stations but since had to stop their use landfill or even haulers will not haul MCU is not able to properly dry material which is not authorized for transport MCU is now hiring American Pipe and Tank to come and pick stuff up or they dump the vac-cons their location which that cost quite a bit this year
Chairman McClain commented on Department 7155 Utilities shyMaintenance line item 534101 Contract - Other shy$161396 (page and questioned how much of is meter reading Mr Mellinger stated none of line item is for meter reading hauling MCU is Solid Waste to haul the the drying wastewater plant item
Misc in the amount
that it is all dumping
commented on 71 Utilities - Customer budget line 101 Contract Serv - Other in the amount of $208773 594) and if this is all meter reading Mr Mellinger stated it is not noting this line item cleaning contract bill printing service certified document shredding etc McClain inquired as to where the reading is in the budget Mr Mellinger reading is currently in 7130 although the cost has reduced money remained in the budget to continue the services for turn onoff since it is than doing so in-house Chairman McClain clarified that the reduction will continue to 7130 budget Mr Mellinger meter reading will remain in the Department 71 budget
Chairman McClain questioned if the treatment plant is Marion Oaks Mr Mellinger
CIP
would eventually per day (mgd) facility when
water reclamation plant is for Marion MCU knew that the Marion to be facility will be a 9 million it is built out which is much larger than Oak Run
Commissioner requested review of Mr Mellinger stated that is part of the noting need to address going for a bond in 16 to take on the debt MCU needs to pay for Marion Oaks Water Reclamation which will also include some improvements to the collection system at CR 484 and 1-75 He noted they have reached a point this has to be addressed as are a lot of entities talking to MCU about The existing infrastructure can handle some more flow but it will not handle all Mr Meflinger stated there is no 1 project that is large enough to take on the cost of infrastructure improvement that is Basically MCU nonc
to install a new main from CR 484 run south along to the nearest point of intersect with and into the lift SummerGlen project can $1000000 There is for anyone entity to pay for to put the money out will later be recuperated in capital to Chairman McClain Mr Mellinger stated an 8-inch main is currently 1-75 which collects (Le all of those motels restaurants etc) noting it still has some capacity but not enough to handle the numbers being proposed to MCU
General discussion ensued to Chairman McClain Mr Mellinger advised that the Bond will
neighborhood of $15000000 $16000000 He stated he would like of a 714 customer system which is 1 of 3
Book U 1 Page 547
July 14 5
owned by Mr deMenzes and is on southeast corner of the City and wraps across the road from MCUs South A purchase price of
$18 million and change has been negotiated that system MCU had Burton amp perform the financial analysis on which will not have any impact
on MCU as the majority of customers aU the way up 14000 gallons per month will see about a $3 month increase by coming to the MCU once above the 14000 gallons per month it is less than a $10 increase up to 20000 gallons and once above 20000 gallons their $539 increment kicks in and start feeling it He noted this
one of the issues Mr deMenzes has with over the past in that he does not rate structure however he one approved that goes into
10000 gallons that will be raised by $050 In response to Chairman McClain stated the purchase price is $1
McClain clarified that of will be to purchase the system lt1ltgt1011 MCU will pay out of Capital currently on hand
that back into Capital Mr Mellinger addressed the high
Mechanics noting this year the Utility turnover Field Mechanics The turnover for 3 He asked that Human for pOSitions and find out where they are people are leaving for more money Mr Mellinger requested permission use up to $75000 of the $87000 in savings this help adjust those salaries to hopefully some of the turnover
Commissioner Zalak inquired if the $87000 savings is all operational Mr Mellinger concurred Commissioner Zalak d staff to bring back a salary study
see if all of the $75000 needs to be spent Chairman McClain directed staff to cond survey noting the Board would like to have the opportunity to discuss the
Mr Mellinger concurred McClain advised that it is the Board at least explore what
475 and 475A noting some properties in that area will require the County will to figure out how to go under
side of opined that the County should it done while going out which will be worked out
Agreements noting will cover the ltgtvrlltgtn
00ltgt discussion ensued Commissioner Zalak questioned how of the Bond money will
Mellinger $12000000 will the Marion Oaks Water 101
which will start out as a 1 mgd facility at a cost of about $12 to Commissioner Zalak Mr Meliginer stated the facility needs
2017 noting the problem MCU has is that it a 220000 gallon plant at -VIYIJ
and flows need to be moved south I of building a plant at Golden right now MCU looked at where the best place to build a plant was and determined that Marion
is place Rather than spending $12000000 at Golden Ocala and another $12000000 at Marion Oaks that will be in 5 years MCU can go ahead spend the money down there and put $5000000 into a pipeline that will take from Ocala to Oak Run take Marion Oaks and SummerGlens flows of Oak Run put them back at the Marion This also gives MCU ability
Oak Run Marion vice-versa as well as run flows back Golden Ocala and MCU will want to
Book U
5 July 14
build a plant at Golden it is just the timing right now and the Marion Oaks plant is the better option of the effluent disposal opportunities even though Ocala has a commitment of 2000000 gallons of effluent that can be taken for golf course or whatever however it is unknown if Golden can get a consumptive use permit (CUP) for that amount however Golden Ocala a commitment for water that they have to on so that MCU can move flows away in to save money Eventually MCU may go and put in plant but they want
membrane that was built at Salt Springs to more comfortable with which a much smaller footprint it is believed that a
facility can be put that will be less General discussion In response to Zalak Mr Mellinger Trilogy is starting to build
homes which is driving MCU to do something now the Golden Ocala plant does not have enough capacity to take care of development Trilogy Mr Mellinger stated MCU has the Capital in its rate sufficiency analysis which is programed in so they knew they were going to to spend it they also revenues that would received and the capital will be returned with the charges it also the added customer that supports long term It will have a impact on MCUs without that northwest area In reply to Commissioner Mellinger advised that City Ocala is not a Wholesale Agreement
General Commissioner questioned how MCU is on bad debt Mr Mellinger they are still in the of making telephone and pleading with customers
as well as sending noting the customers are obviously cut off He noted the collection agencys success is not as great as one would think Mr Mellinger CTOlTtgtro
the success rate of collecting on bad debt is around 20 eventually reaches a point where it is written off advised that the County Attorney is currently reviewing proposals noting one proposal is to start placing a lien on property so that the debt can
recovered once is sold General
commented on MCU a charge even services are looking at a new some of those assumptions
are built in and from a policy standpoint if the County continue down that path or explore different opportunities He commented on bonding process and what the County has committed to as as a rate solidifies that so a choice cannot be Commissioner Zalak did not necessarily want to into a new Bond with the same presumptions if it can avoided Mr Bouyounes that the new Bond will assume what the County in the Ordinance Commissioner Zalak stated the Board should consider any to the Ordinance prior to bonding Mr Mellinger it may be a bank loan rather than a Bond Chairman McClain it is a good discussion to have at a later date Mr Mellinger commented on concerns by Burton amp in
to options General Mr Bouyounes if the Board wanted to the bonding at the next
strategic planning It was the general consensus of the Board to concur Mr Mellinger questioned if Board wanted a report from Burton amp Associates prior to the planning session Chairman McClain clarified that direction is that the Board wants explore this thought as it relates to the Bond Mr Mellinger suggested that he
Book U Page 549
July 14 2015
wait to see how fast he can get something from Burton amp Associates and then schedule a workshop Commissioner Zalak recommended that the Board look at the Ordinance and consider the options while they have the opportunity Mr Mellinger briefly commented on the base charge
Mr Garri commented on a legal issue in regard to the Reimbursement Resolution document which the Board will have to execute in order to take Bond proceeds if a bond is taken and reimburse prior expenses before the date of the Bond issue He clarified that MCU cannot start spending money now thinking it will get reimbursed unless a Reimbursement Resolution is in place which is something the County Attorney will have to prepare In response to Chairman McClain Mr Mellinger stated he understood what Mr Garri said as well as what the Board wants to discuss
Clerk Ellspermann requested an update from Mr Mellinger on returning deposits or hookup fees that is of concern to the Auditors Mr Mellinger stated he is aware that the Auditors are concerned about that money but it has not been the highest priority until this year He advised that he asked Customer Service amp Billing Manager Nancy Jarvis to drop everything and dedicate her time toward working on that list noting it is not an easy process Mr Mellinger gave his commitment that the task will be completed by the end of the calendar year December 31 2015 so that it hopefully will not go into next years audit
It was the general consensus of the Board that there are no further issues to discuss with regard to the MCUs budgets
Chairman McClain directed staff to take a comprehensive look at CR 484 purchase of the deMenzes system salary study and go ahead and start putting the timetable together for the Bond or bank loan Mr Mellinger noted that he shared the Rate Sufficiency Analysis with the Board this year
Commissioners Bryant and Moore out at 304 pm Chairman McClain advised that the Board will deviate from the schedule and
consider the MSTU budget next Commissioner Moore returned at 305 pm
BudgetsDistrictsSubdivisions - Municipal Service Taxing Unit (MSTU) Director Teresa Darnell appeared to review the departments proposed budget for FY 2015-16 for Department 4155 MSTUAssessments (page 135) Department 4156 MSTU Assessments - PA (public assistance) (page 137) Department 4600 Road Assessments (page 220) Department 4320 Marion Oaks Recreation (page 330) Department 8100 Silver Springs Shores Recreation Facility (page 339) Department 8110 Silver Springs Shores Street Lighting (page 343) Department 8200 Hills of Ocala Recreation (page 350) and Department 4930 Marion Oaks MSTU for General Services (page 476) ACA Bouyounes was also present
Ms Darnell stated Department 4155 MSTUAssessments budget found on page 135 is pretty straight forward and proposes the elimination of 3 Staff Assistant positions and create 2 new Assessment Specialists positions as previously discussed She noted the Community Services Department has taken over the low income assistance program which was also previously discussed The MSTU Department also handles postage for 30 or so County Departments and that responsibility will be shared between the Administrative Staff Assistant and the Assessment Specialist I position An Advisory Board seminar will be held in November of 2015 for new members
The MSTU is fully staffed at this time with 3 Project Coordinators Pete Hodges
Page 550 Book U
July 14 2015
who has been with the County for over 10 years Richard McClean who was previously with the OCE Stormwater Division and the 3rd Project Coordinator was brought on board and is new Marion County The department is a behind on projects and currently more than a dozen inspections which will responded to as as they can now that they are fully staffed
Commissioner Bryant at 308 pm Ms stated department is working toward greatest level
they can The first new project petitions are out for Turning Hawk which are on August 212015
Chairman McClain inquired as to the number projects MSTU is currently working on have out or are in construction Ms Darnell she not have
number in front of her but noted the department has more than a requests that they are now inspecting and preparing estimates for which not include ongoing and Municipal Service Unit (MSBU) projects noted that petitions for Turning Hawk are out right now and everything is in and they know Hgt they stand final public hearings are scheduled week Silver Springs
is a maintenance project will be brought to the Board A Change (CO) was recently approved for Marion Oaks to another 15 The Department is also getting ready to go to bid on Silver Springs Shores which is a little more than 14 miles
Darnell Department 4156 MSTUAssessments which is low income assistance program and can be found on page 1 is proposing to
that budget from $25000 to $20000 and will be going the Community Services Department noted 29 applications have been received so far this but the deadline is not until August 28 2015 year $25000 was budgeted $18000 was used
Chairman McClain asked if this budget will continue leaving Department 4156 with or move it Community at some point in the Mr Kauffman stated
is agreeable moving the budget to Community Services Chairman McClain advised that this budget will not next r
Ms Darnell Department 4600 Road Assessments found on page noting that number came way down this year from what it was last but upon review of list of it was realized that many of them had already failed petition one of which was handled privately through a homeowners association (HOA) list was pared down what might happen however it is anticipated that number will due to amount of inspection requests
Darnell Department 4320 Marion Oaks and can found on page 330 noted that Mr Tomich presented them with a financial forecast
shows they are in good until 2018 Ms Darnell commented on the improvements playground improvements possible parking expansion resealing of the courtyard basketball courts and a storage building) which the Advisory Board is exploring A conceptual drawing a proposed park was prepared by DirectorLandscape Architect Jim Couillard where that goes remains to be seen as it has a lot to do with property values and collections
Commissioner Zalak if the improvements is just money that has not yet been allocated to a Ms Darnell stated that is correct
Ms Darnell this department has 1 vacancy for a part-time Recreation Aide interviews have conducted but they have secure for the primarily due to drug testing
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July 14 2015
Chairman McClain inquired as to line item 564101 Machinery and Equipment for a golf cart in the amount of $8000 (page 332) Marion Oaks Building amp Ground Supervisor David Pierce stated it is an estimated costs for a motorized golf cart instead of an electric one which is about $1500 more than the traditional golf carts
Ms Darnell along with Chairman C J Hagins Silver Springs Shores Special Tax District Advisory Council appeared to address Department 8100 Silver Springs Shores Recreation Facility which can be found on page 339 Approximately 50 of the staff is retirement eligible The facility is aging and needs some attention It was recently learned that the Youth Center restrooms will require upgrades to become compliant IVIs Darnell noted they have met with Facilities Management Director Andy Race who suggested that the work itself will be about $25000 and an architect will be needed which will cost approximately $25000 so they are guesstimating the cost to be around $50000 Problems exist with the Youth Center pool deck that is settling and the parking lot is crumbling and is in bad condition The advisory board is leaning toward adding some computer labs in both the Community Center and Youth Center surplus computers that were upgraded this year can be used She advised that she met with IT to obtain cost estimates and opined that both can be done for about $5000
Ms Darnell noted this department has 3 vacancies the office is currently staffed by a Spherion Staffing Services person (temporary person) and a Recreation Aide is out with an injury as well as upcoming vacations She advised that she may also be monitoring at the pool this weekend Risk Management recommends certified lifeguards at the pools Silver Springs Shores has 3 swimming pools and national standards require 1 lifeguard per 50 occupants The swimming pools are currently operated with no lifeguards on duty and signage states that fact pool monitors are simply there to monitor as they are not certified Red Cross Lifeguards Staff has been used as monitors however some are not comfortable watching 50 people and feel they can only handle 25 Ms Darnell stated it has been her goal to keep all 3 pools operational and open on the weekends
Ms Darnell stated she would like to bring forth an Agenda Item in the near future to downgrade the Youth Recreation Specialist position (page 341) to a Recreation Leader II position which is more in line with the Parks amp Recreation Department this position can train up to become a Recreation Manager in the succession plan She further commented on reclassifying the General Maintenance TechLifeguard by splitting the position to a Building and Grounds Technician which will then free them up to add another part-time seasonal certified lifeguard With 3 lifeguards during the summer months it will allow for 1 full time lifeguard to work year round at the heated pool and the summer pools can be staffed with seasonal lifeguards
Ms Darnell advised that she spoke with Mr Couillard about partnering with the Parks amp Recreation Department and bringing some programs to the Youth Center She stated the Youth Director recently resigned and took a position at The Villages noting there are lots of openings
Commissioner Zalak inquired as to what the recommendation is at this point Ms Darnell opined that there could be a benefit to the citizens of Silver Springs Shores if the Community Center and swimming pools were under the Parks amp Recreation Department simply because it is a recreation facility however she does not know if they are considering this idea but there is a need for partnering
Commissioner Moore commented on the library in Silver Springs Shores Mr Hagins advised that he attended the residents meeting last night and noted one group is
Page 552 Book U
July 14 2015
generally the idea the Youth He stated are going move forward with getting in the Youth as well as the Community Center Commissioner Moore if books will moved into the Youth Center Mr Hagins it is possible Ms Darnell advised that there is a Library in the Community however children are not allowed
Commissioner Bryant commented on having Parks amp Recreation taking this over and inquired if it would still fall MSTU as as funding Mr Bouyounes noted positions from MSTU will to that facility guidance management will the Parks amp Department instead of the MSTU Department if that is direction the Board wants to go Ms Darnel stated it may be something to explore in a workshop at a later
General discussion ensued Commissioner Zalak opined that Ms Darnell to get with the Director
to figure out how to make some those mechanical pieces work they [Parks] already expertise on it is to recruit people over the summer makes no sense MSTU and manage element He recommended bring back a proposal as to how to transition working with advisory council
Chairman McClain commented on the staff positions just addressed noting the budget number staff will have to change Ms Darnell concurred and that she will bring those numbers forward in an Agenda Item the pay 13 position will be downgraded which will up funding for the seasonal position
the Maintenance TechnicianLifeguard would with no pay change as it will still be a pay 5 She budget will be minimal
Commissioner Zalak suggested staff meet with Parks Department and aHow them to look this over as well noting they may need with the Parks classifications in the transition than what is here today It was the general consensus of the Board to concur Mr Bouyounes opined that if this is on the 4 2015 Agenda and approved by the then it can in the Chairman McClain it can be included the budget with the change made
Commissioner Bryant noted Department 811 Silver Springs Street Lighting found on page 343 contains only 1 line item
Ms Darnell addressed Department 8200 Hills of Ocala Recreation which is a community park (passive park) with a meeting facility and can be found on 350 The advisory board is looking to their tennis They wanted to purchase some toddler playground equipment but are with the so they are looking new fiber around existing playground as well as replacing some benches and do some minimal other than that this budget has not The facility is currently rented by a church that has some property on CR 484 where they will building a facility so some of the rental income will be lost in future There does not seem to be any room for expansion on collections as it is pretty much a passive
Ms Darnell along with Advisory Board Chairman Levengood 4930 Marion MSTU for which can
Darnell advised Department experienced a high turnover rate currently has 4 She stated would like to bring forth an agenda item to eliminate a part-time Maintenance nician position reclassify
Book U 553
July 14 2015
Maintenance Mechanic a Medium Equipment position in staff to all maintenance responsibilities of the (page 477)
there has not been much discussion they would also like to going from 4 1 hour days to 58-hour days Currently are 2 crews one is working Monday through Thursday and is working Tuesday through Friday Going 58-hour days would not require having Supervisor staff for 2 different crews as 1 Supervisor could be Monday thru Friday Ms Darnell stated will have to speak to the HR Director about this change to see if this will be a more way to those crews
employees involved another is Marion Services
Board is asking for a salary increase for Superintendent Sloan in the amount of $3934 this is not a reclassification but a 95 request based on fact that they took over maintenance of waterfall 2 years and Ms Sloan 17 years of service with the County In response to Commissioner Bryant Ms Darnell advised that the increase is not included in the budget
In response to Commissioner Ms Levengood to the d of advisory board and stated is to in the operation of
make recommendations capital expenditures staffing and
expansions She that from the first budget that Marion Oaks Advisory Board originally prepared in March to the one the is looking at $300000 was cut from the budget and considerably lowered noting they are not yet done As Ms Darnell stated the advisory board recommended moving a part-time employee to a vacant full time position delete the part-time position which resu another savings of approximately $16000 The advisory board is also recommending reclassification of a position for the waterfall which will provide savings of $9500 total over approximately $25500 from what is before the today
Ms Levengood noted that Ms Sloan has been with Marion Oaks Services MSTU almost 18 years and is too humble to ask for a raise The number workers has from 4 to 9 as well as the amount of equipment with 90 the equipment maintenance being done Transportation assumed maintenance of Units 9 6A 6B 11 and 12 along with the other 7 Units Ms Sloan maintains for a total of about 350 which is an 118 miles just in last few years With BCC approval the board has added the waterfall which Ms Sloan also oversees
of of responsibility by Marion Oaks MSTU General Services and facts they are the raise in to the for the position be for Ms Sloan who is an exemplary that and beyond on a daily
Chairman McClain inquired if position should reclassified in order provide a raise for Ms In response to Commissioner Zalak Ms Darnell stated the pay increase was not included in the budget because she was advised to bring it to the workshop
Zalak noted it is somewhat confusing as Board Policy that adviSOry boards are not to direction employees or playa role in personnel nltgtT stated the two are different Policy is for advisory members not to direction to as to what to or not do on a day-to-day however part of their duties is to a budget and present
Page 554 Book U
July 14 2015
it to the BCC stated advisory board has every right to present a recommendation to the BCC
discussion Chairman McClain stated the Board should give them some direction as to whether
or not the position should reclassified or advise if this is okay for the advisory board to do this going forward
Mr Tomich advised that as far as is concerned it not really deal with individual employees but a time where the rd will determine recommendations that a given of position or position responsibility is appropriate to the job When the discussion turns to performance an individual in a position or whether that person doing something that is over and the of that it a matter of personnel or looking at the position itself He expressed concern with trying to do employee reviews and salary adjustments for performance as part of budget process
Chairman McClain of whether the Board considers pay adjustments during the budget mid-year or it is normally through a reclassification because more responsibility has generally been taken on by an employee It was noted that Ms Levengood Ms Sloan has certainly taken on more responsibility The BCC would prefer to consider salary adjustments as a reclassification He this is a preliminary budget workshop and suggested advisory board work with Ms Darnell
In response to Chairman McClain Mr Bouyounes noted the has a Superintendent which may be a little different in responsibilities commented on the need to capture all responsibilities addressed with HR to look job description and bring a recommendation to the BCC Chairman McClain stated tile Board would be more comfortable with a reclassification
Mr Tomicl1 stated not to specific to this issue but wanted to point out overall budget not quite $800000 in revenue and is relying on Fund Balance year He noted more than $450000 in is proposed and $400000 in operating expenditures so they will be looking at an adjustment in the assessment that area as soon as next to maintain this level of
o or~ discussion ensued Mr Bouyounes suggested bringing all those positions with a reclassification as
an agenda item for approval which will then be reflected in budget irman McClain stated jf want to do a reclassification of a position can go and
with HR present Board discussion Ms stated did not for a She advised that she does not
more positions noting the part-time employee was previously eliminated and she can work without that being changed to a full time employee Ms Darnell the position is still in budget even though it has not been filled or being advertised Chairman McClain asked if this is the General Maintenance Technician position Ms Darnell concurred In response to Chairman McClain Ms Darnell stated the position is the budget however it is Ms Sloan clarified 3 positions are open that they will filling Ms Darnell that is noting another Maintenance Technician position is also open (vacant)
Chairman McClain directed staff get with and bring back a reclassification sometime during the budget process for discussion as it relates to the budget
Book U 555
July 14 2015
Commissioner questioned the deficit next year (FY 17-18) and the millage rate Mr Tomich stated it is a fixed parcel of $30 per lot which is a levy
this point of $798000 although that full amount will not be collected something less $800000 will be collected Commissioner Zalak questioned how much in reserves
is being used today Mr Tomich advised the Carry Forward is showing at $461000 and Reserves are $205000 and approximated that over $100000 in Reserves are being
In response to Commissioner Ms clarified that the parcel vary and is for mowing and lighting and $50 for residential
for commercial and $20 condominiums for road improvements stated does not have a copy of the Ordinance with her and that it not state a maximum Commissioner Zalak it is still a deficit of $100000
Mr Tomich opined that one of the first is to look realistically which vacancies are being maintained and delete positions if that is what it takes to balance the budget It was general consensus of Board to concur Mr Tomich noted that in 2014 the actual expenditures were $700000 If 2016 is going a whole lot different than 2014 they may need a more realistic budget that can show they can operate within current -
Chairman McClain reiterated that and the advisory board have work do He them to meet with HR to address the reclassification and bring a
recommendation back to the Board It was the consensus of the Board that are no further questions in
regard to MSTU Department Commissioner Bryant out at pm
======-== - Solid Waste Director Mike appeared to review departments proposed budget for 2015-16 for Department 4230 Solid Waste Disposal (page 582) Department Solid Waste Collection (page and Department Solid Waste Recycling (page 589) introduced Operations Manager
Starkey and Budget amp Administration Coordinator Ronald Crews (who remained 0011 in the audience) ACA Bouyounes was also present
Mr Sims that Solid Waste Department is made up 3 Divisions Department 4230 is Disposal Division which basically runs the Landfill the old landfills and transfer station operations as well as all of the facilities Department 4250 is the Collection Division which also contains Litter Control Enforcement and Department 4270 is the 18 Recycling that out and around the County He provided a recap of some of departments accomplishments in the last year as a slight increase of 133000 tons of disposal waste into landfill which is over 127000 received the previous year
Commissioner Bryant returned at 348 pm Mr Sims continued recapping accomplishments noting a slight in
customer counts utilizing the Baseline Landfill facility as well as Recycling Centers by over visits department also a County recycling of completed building Newton Recycling Center and remediation project by installing a closure cover and stormwater collection system on the landfill started Davis Landfill water line extension the public drinking water system noting there are other associated programs with project and they are now trying to acquire enough ROW to move that project forward Funding in the upcoming budget will with the
556 Book U
July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
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July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
II
July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
Book U 561
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
July 14 2015
amount of Ms Straub advised that a slight change is Training and as the has not kept up with a items and is of online Computer-Aided Design training which 000 FOOT is no longer doing some classes for so the department is now having to pay some of items The remainder is for the continuing education that has been consistent In response to Commissioner Zalak Ms Straub that the department looks to 1 person CAD certified Ms Mowry stated there are 7 CAD users in the group and the on training course is $1 for 5 peoplepositions noted they can potentially downsize and use numbers with multiple people however the Geographical Information Systems person is supposed to cross-trained to sometime this year
projects on in the amount of by the end of Ms Mowry stated
Ms Straub stated the will not be finished construction bythe end however funds are allocated and a contractor is brought on board but
construction can be carried on into fall Ms Mowry clarified the bulk of projects on the list are currently in design or will be coming before the at the first meeting in August (August 42015)
discussion ensued to Chairman Mr Kirbas stated purchases to
date is $180505 in regard line item 561101 Chairman McClain asked if will be OU(la9tea forward in Ms Straub stated earmark that is IfI~nI1 noting Ms Mowry ROW Manager Shawn Hubbuck of upcoming
Zalak commented on the monster water pipe by Silver Springs and inquired as what the red light means Ms Straub stated it means the pump station is not properly working Ms Mowry advised that for some reason that pump station seems to be very susceptible to lightening it was thought to during this last repair however light still triggers on a fairly basis She that if the red light is on the pump is turned off Ms stated the pump is working but chambers are collecting sediment Ms Mowry concurred clarified that pump is water on other but chambers are still collecting In response Commissioner Zalak advised that FOOT is taking care of the pump station
Commissioner Zaiak inquired as to what will happen to pumping station when the road is widened Mr Bouyounes the 4-lane project was considered during the design of the pump station which will not be impacted by the improvement noted the will occur on the north side of the pump station
Commissioner Zalak questioned line item 525101 Unemployment Compensation in the amount of $3000 Mr Bouyounes this is an item that has no value in budget and it is unknown as when it is neE~aE~a
It was general consensus the that are no further issues to discuss with the County budgets
BudgetsUtilities - Marion County Utilities (MCU) Director Flip Mellinger appeared to review proposed FY 201 6 budgets for Department 7130 Utilities - Customer Service (page 594) Department 40 Utilities - Water Operations (page 598) Department 71 Utilities - Water Maintenance (page 601) Department 7150 Utilities
Book U Page
July 14 2015
Wastewater (page 604) 7155 Utilities Wastewater Maintenance (page and Department 7160 UtHities shy Engineering Construction (page 610) ACA was also present
Commissioner Zalak noted the Unemployment Compensation is to in line 526101 as Other Employment in the amount of $5665 (page
594) Mr Mellinger this is an item that is required by the Clerks Finance Director John Garri that OPEB is by the Governmental Accounting Standards Board calculate noting an Actuary is hired to calculate
value as it on overall financial unfortunately Enterprise it has to be the fund is basically of the health
insurance that the County provides to a reduced group is referred to as the implicit rate Although the County is essentially not fund say there is a subsidy that the Board provides the by allowing them to their health insurance at the group The County was required to calculate that value and start recording it on the statement a couple of years ago He noted the pension one will be coming up and will be booked as an expense For governmental funds that will be entity wide level and will not affect the budget however it will
the funds Mr Mellinger addressed MCUs as presented to
demonstrate and is about $87500 than last year without considering and debt When considering and debt budget it is
considerably less year because funds have been previously allocated to capital projects and expended project funds will be carried over into the About $19000000 is currently in the CIP and allocated toward projects and as the year rolls on those funds will draw down on payment to contractors and the balance will be carried forward on active
The budget a reclassification a Assistant I to a Assistant II (page 596) as it is a continuous revolving Commissioner questioned the overall turnover Mr Mellinger stated in 4 years MCU an overall turnover rate of 46 is quite high
The proposed includes replacing 10 of MCUs 72 vehicle at a cost of about $382000 $385000 was to purchase a Vac-Con Truck so no pickup trucks were replaced cycle has to be started as no pickup trucks been replaced
2007 MCU intends to spend about $400000 per year Also 9 computers are included in the have been by Information Technology (IT) as needing to be An additional $69 million (approximately) is planned for capital
the which are mains that will run from Golden Ocala to 200 and to the Oak Run collection system MCU to begin the design for of the Marion Regional Water facility The pressure for future projects including alternative water supply development drives
need for another rate increase in 2016 Mr Mellinger he had several proposals he would like to talk to the Board
about and inquired if are any questions Chairman McClain commented on operating budget for and wastewater
to line 534101 Contract Other - Misc of approximately $350000 questioned if those funds are meter reading Mr Mellinger concurred
noting that is down and by this fiscal should be out of the meter reading as pretty much everything has been over to automatic
546 Book U
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In
July 14
meter which will allow 1 1 vehicle to go around and all of the MCU use have a dump station for vac-con when they were hauling grease and stuff that out of lift stations but since had to stop their use landfill or even haulers will not haul MCU is not able to properly dry material which is not authorized for transport MCU is now hiring American Pipe and Tank to come and pick stuff up or they dump the vac-cons their location which that cost quite a bit this year
Chairman McClain commented on Department 7155 Utilities shyMaintenance line item 534101 Contract - Other shy$161396 (page and questioned how much of is meter reading Mr Mellinger stated none of line item is for meter reading hauling MCU is Solid Waste to haul the the drying wastewater plant item
Misc in the amount
that it is all dumping
commented on 71 Utilities - Customer budget line 101 Contract Serv - Other in the amount of $208773 594) and if this is all meter reading Mr Mellinger stated it is not noting this line item cleaning contract bill printing service certified document shredding etc McClain inquired as to where the reading is in the budget Mr Mellinger reading is currently in 7130 although the cost has reduced money remained in the budget to continue the services for turn onoff since it is than doing so in-house Chairman McClain clarified that the reduction will continue to 7130 budget Mr Mellinger meter reading will remain in the Department 71 budget
Chairman McClain questioned if the treatment plant is Marion Oaks Mr Mellinger
CIP
would eventually per day (mgd) facility when
water reclamation plant is for Marion MCU knew that the Marion to be facility will be a 9 million it is built out which is much larger than Oak Run
Commissioner requested review of Mr Mellinger stated that is part of the noting need to address going for a bond in 16 to take on the debt MCU needs to pay for Marion Oaks Water Reclamation which will also include some improvements to the collection system at CR 484 and 1-75 He noted they have reached a point this has to be addressed as are a lot of entities talking to MCU about The existing infrastructure can handle some more flow but it will not handle all Mr Meflinger stated there is no 1 project that is large enough to take on the cost of infrastructure improvement that is Basically MCU nonc
to install a new main from CR 484 run south along to the nearest point of intersect with and into the lift SummerGlen project can $1000000 There is for anyone entity to pay for to put the money out will later be recuperated in capital to Chairman McClain Mr Mellinger stated an 8-inch main is currently 1-75 which collects (Le all of those motels restaurants etc) noting it still has some capacity but not enough to handle the numbers being proposed to MCU
General discussion ensued to Chairman McClain Mr Mellinger advised that the Bond will
neighborhood of $15000000 $16000000 He stated he would like of a 714 customer system which is 1 of 3
Book U 1 Page 547
July 14 5
owned by Mr deMenzes and is on southeast corner of the City and wraps across the road from MCUs South A purchase price of
$18 million and change has been negotiated that system MCU had Burton amp perform the financial analysis on which will not have any impact
on MCU as the majority of customers aU the way up 14000 gallons per month will see about a $3 month increase by coming to the MCU once above the 14000 gallons per month it is less than a $10 increase up to 20000 gallons and once above 20000 gallons their $539 increment kicks in and start feeling it He noted this
one of the issues Mr deMenzes has with over the past in that he does not rate structure however he one approved that goes into
10000 gallons that will be raised by $050 In response to Chairman McClain stated the purchase price is $1
McClain clarified that of will be to purchase the system lt1ltgt1011 MCU will pay out of Capital currently on hand
that back into Capital Mr Mellinger addressed the high
Mechanics noting this year the Utility turnover Field Mechanics The turnover for 3 He asked that Human for pOSitions and find out where they are people are leaving for more money Mr Mellinger requested permission use up to $75000 of the $87000 in savings this help adjust those salaries to hopefully some of the turnover
Commissioner Zalak inquired if the $87000 savings is all operational Mr Mellinger concurred Commissioner Zalak d staff to bring back a salary study
see if all of the $75000 needs to be spent Chairman McClain directed staff to cond survey noting the Board would like to have the opportunity to discuss the
Mr Mellinger concurred McClain advised that it is the Board at least explore what
475 and 475A noting some properties in that area will require the County will to figure out how to go under
side of opined that the County should it done while going out which will be worked out
Agreements noting will cover the ltgtvrlltgtn
00ltgt discussion ensued Commissioner Zalak questioned how of the Bond money will
Mellinger $12000000 will the Marion Oaks Water 101
which will start out as a 1 mgd facility at a cost of about $12 to Commissioner Zalak Mr Meliginer stated the facility needs
2017 noting the problem MCU has is that it a 220000 gallon plant at -VIYIJ
and flows need to be moved south I of building a plant at Golden right now MCU looked at where the best place to build a plant was and determined that Marion
is place Rather than spending $12000000 at Golden Ocala and another $12000000 at Marion Oaks that will be in 5 years MCU can go ahead spend the money down there and put $5000000 into a pipeline that will take from Ocala to Oak Run take Marion Oaks and SummerGlens flows of Oak Run put them back at the Marion This also gives MCU ability
Oak Run Marion vice-versa as well as run flows back Golden Ocala and MCU will want to
Book U
5 July 14
build a plant at Golden it is just the timing right now and the Marion Oaks plant is the better option of the effluent disposal opportunities even though Ocala has a commitment of 2000000 gallons of effluent that can be taken for golf course or whatever however it is unknown if Golden can get a consumptive use permit (CUP) for that amount however Golden Ocala a commitment for water that they have to on so that MCU can move flows away in to save money Eventually MCU may go and put in plant but they want
membrane that was built at Salt Springs to more comfortable with which a much smaller footprint it is believed that a
facility can be put that will be less General discussion In response to Zalak Mr Mellinger Trilogy is starting to build
homes which is driving MCU to do something now the Golden Ocala plant does not have enough capacity to take care of development Trilogy Mr Mellinger stated MCU has the Capital in its rate sufficiency analysis which is programed in so they knew they were going to to spend it they also revenues that would received and the capital will be returned with the charges it also the added customer that supports long term It will have a impact on MCUs without that northwest area In reply to Commissioner Mellinger advised that City Ocala is not a Wholesale Agreement
General Commissioner questioned how MCU is on bad debt Mr Mellinger they are still in the of making telephone and pleading with customers
as well as sending noting the customers are obviously cut off He noted the collection agencys success is not as great as one would think Mr Mellinger CTOlTtgtro
the success rate of collecting on bad debt is around 20 eventually reaches a point where it is written off advised that the County Attorney is currently reviewing proposals noting one proposal is to start placing a lien on property so that the debt can
recovered once is sold General
commented on MCU a charge even services are looking at a new some of those assumptions
are built in and from a policy standpoint if the County continue down that path or explore different opportunities He commented on bonding process and what the County has committed to as as a rate solidifies that so a choice cannot be Commissioner Zalak did not necessarily want to into a new Bond with the same presumptions if it can avoided Mr Bouyounes that the new Bond will assume what the County in the Ordinance Commissioner Zalak stated the Board should consider any to the Ordinance prior to bonding Mr Mellinger it may be a bank loan rather than a Bond Chairman McClain it is a good discussion to have at a later date Mr Mellinger commented on concerns by Burton amp in
to options General Mr Bouyounes if the Board wanted to the bonding at the next
strategic planning It was the general consensus of the Board to concur Mr Mellinger questioned if Board wanted a report from Burton amp Associates prior to the planning session Chairman McClain clarified that direction is that the Board wants explore this thought as it relates to the Bond Mr Mellinger suggested that he
Book U Page 549
July 14 2015
wait to see how fast he can get something from Burton amp Associates and then schedule a workshop Commissioner Zalak recommended that the Board look at the Ordinance and consider the options while they have the opportunity Mr Mellinger briefly commented on the base charge
Mr Garri commented on a legal issue in regard to the Reimbursement Resolution document which the Board will have to execute in order to take Bond proceeds if a bond is taken and reimburse prior expenses before the date of the Bond issue He clarified that MCU cannot start spending money now thinking it will get reimbursed unless a Reimbursement Resolution is in place which is something the County Attorney will have to prepare In response to Chairman McClain Mr Mellinger stated he understood what Mr Garri said as well as what the Board wants to discuss
Clerk Ellspermann requested an update from Mr Mellinger on returning deposits or hookup fees that is of concern to the Auditors Mr Mellinger stated he is aware that the Auditors are concerned about that money but it has not been the highest priority until this year He advised that he asked Customer Service amp Billing Manager Nancy Jarvis to drop everything and dedicate her time toward working on that list noting it is not an easy process Mr Mellinger gave his commitment that the task will be completed by the end of the calendar year December 31 2015 so that it hopefully will not go into next years audit
It was the general consensus of the Board that there are no further issues to discuss with regard to the MCUs budgets
Chairman McClain directed staff to take a comprehensive look at CR 484 purchase of the deMenzes system salary study and go ahead and start putting the timetable together for the Bond or bank loan Mr Mellinger noted that he shared the Rate Sufficiency Analysis with the Board this year
Commissioners Bryant and Moore out at 304 pm Chairman McClain advised that the Board will deviate from the schedule and
consider the MSTU budget next Commissioner Moore returned at 305 pm
BudgetsDistrictsSubdivisions - Municipal Service Taxing Unit (MSTU) Director Teresa Darnell appeared to review the departments proposed budget for FY 2015-16 for Department 4155 MSTUAssessments (page 135) Department 4156 MSTU Assessments - PA (public assistance) (page 137) Department 4600 Road Assessments (page 220) Department 4320 Marion Oaks Recreation (page 330) Department 8100 Silver Springs Shores Recreation Facility (page 339) Department 8110 Silver Springs Shores Street Lighting (page 343) Department 8200 Hills of Ocala Recreation (page 350) and Department 4930 Marion Oaks MSTU for General Services (page 476) ACA Bouyounes was also present
Ms Darnell stated Department 4155 MSTUAssessments budget found on page 135 is pretty straight forward and proposes the elimination of 3 Staff Assistant positions and create 2 new Assessment Specialists positions as previously discussed She noted the Community Services Department has taken over the low income assistance program which was also previously discussed The MSTU Department also handles postage for 30 or so County Departments and that responsibility will be shared between the Administrative Staff Assistant and the Assessment Specialist I position An Advisory Board seminar will be held in November of 2015 for new members
The MSTU is fully staffed at this time with 3 Project Coordinators Pete Hodges
Page 550 Book U
July 14 2015
who has been with the County for over 10 years Richard McClean who was previously with the OCE Stormwater Division and the 3rd Project Coordinator was brought on board and is new Marion County The department is a behind on projects and currently more than a dozen inspections which will responded to as as they can now that they are fully staffed
Commissioner Bryant at 308 pm Ms stated department is working toward greatest level
they can The first new project petitions are out for Turning Hawk which are on August 212015
Chairman McClain inquired as to the number projects MSTU is currently working on have out or are in construction Ms Darnell she not have
number in front of her but noted the department has more than a requests that they are now inspecting and preparing estimates for which not include ongoing and Municipal Service Unit (MSBU) projects noted that petitions for Turning Hawk are out right now and everything is in and they know Hgt they stand final public hearings are scheduled week Silver Springs
is a maintenance project will be brought to the Board A Change (CO) was recently approved for Marion Oaks to another 15 The Department is also getting ready to go to bid on Silver Springs Shores which is a little more than 14 miles
Darnell Department 4156 MSTUAssessments which is low income assistance program and can be found on page 1 is proposing to
that budget from $25000 to $20000 and will be going the Community Services Department noted 29 applications have been received so far this but the deadline is not until August 28 2015 year $25000 was budgeted $18000 was used
Chairman McClain asked if this budget will continue leaving Department 4156 with or move it Community at some point in the Mr Kauffman stated
is agreeable moving the budget to Community Services Chairman McClain advised that this budget will not next r
Ms Darnell Department 4600 Road Assessments found on page noting that number came way down this year from what it was last but upon review of list of it was realized that many of them had already failed petition one of which was handled privately through a homeowners association (HOA) list was pared down what might happen however it is anticipated that number will due to amount of inspection requests
Darnell Department 4320 Marion Oaks and can found on page 330 noted that Mr Tomich presented them with a financial forecast
shows they are in good until 2018 Ms Darnell commented on the improvements playground improvements possible parking expansion resealing of the courtyard basketball courts and a storage building) which the Advisory Board is exploring A conceptual drawing a proposed park was prepared by DirectorLandscape Architect Jim Couillard where that goes remains to be seen as it has a lot to do with property values and collections
Commissioner Zalak if the improvements is just money that has not yet been allocated to a Ms Darnell stated that is correct
Ms Darnell this department has 1 vacancy for a part-time Recreation Aide interviews have conducted but they have secure for the primarily due to drug testing
Book U Page
July 14 2015
Chairman McClain inquired as to line item 564101 Machinery and Equipment for a golf cart in the amount of $8000 (page 332) Marion Oaks Building amp Ground Supervisor David Pierce stated it is an estimated costs for a motorized golf cart instead of an electric one which is about $1500 more than the traditional golf carts
Ms Darnell along with Chairman C J Hagins Silver Springs Shores Special Tax District Advisory Council appeared to address Department 8100 Silver Springs Shores Recreation Facility which can be found on page 339 Approximately 50 of the staff is retirement eligible The facility is aging and needs some attention It was recently learned that the Youth Center restrooms will require upgrades to become compliant IVIs Darnell noted they have met with Facilities Management Director Andy Race who suggested that the work itself will be about $25000 and an architect will be needed which will cost approximately $25000 so they are guesstimating the cost to be around $50000 Problems exist with the Youth Center pool deck that is settling and the parking lot is crumbling and is in bad condition The advisory board is leaning toward adding some computer labs in both the Community Center and Youth Center surplus computers that were upgraded this year can be used She advised that she met with IT to obtain cost estimates and opined that both can be done for about $5000
Ms Darnell noted this department has 3 vacancies the office is currently staffed by a Spherion Staffing Services person (temporary person) and a Recreation Aide is out with an injury as well as upcoming vacations She advised that she may also be monitoring at the pool this weekend Risk Management recommends certified lifeguards at the pools Silver Springs Shores has 3 swimming pools and national standards require 1 lifeguard per 50 occupants The swimming pools are currently operated with no lifeguards on duty and signage states that fact pool monitors are simply there to monitor as they are not certified Red Cross Lifeguards Staff has been used as monitors however some are not comfortable watching 50 people and feel they can only handle 25 Ms Darnell stated it has been her goal to keep all 3 pools operational and open on the weekends
Ms Darnell stated she would like to bring forth an Agenda Item in the near future to downgrade the Youth Recreation Specialist position (page 341) to a Recreation Leader II position which is more in line with the Parks amp Recreation Department this position can train up to become a Recreation Manager in the succession plan She further commented on reclassifying the General Maintenance TechLifeguard by splitting the position to a Building and Grounds Technician which will then free them up to add another part-time seasonal certified lifeguard With 3 lifeguards during the summer months it will allow for 1 full time lifeguard to work year round at the heated pool and the summer pools can be staffed with seasonal lifeguards
Ms Darnell advised that she spoke with Mr Couillard about partnering with the Parks amp Recreation Department and bringing some programs to the Youth Center She stated the Youth Director recently resigned and took a position at The Villages noting there are lots of openings
Commissioner Zalak inquired as to what the recommendation is at this point Ms Darnell opined that there could be a benefit to the citizens of Silver Springs Shores if the Community Center and swimming pools were under the Parks amp Recreation Department simply because it is a recreation facility however she does not know if they are considering this idea but there is a need for partnering
Commissioner Moore commented on the library in Silver Springs Shores Mr Hagins advised that he attended the residents meeting last night and noted one group is
Page 552 Book U
July 14 2015
generally the idea the Youth He stated are going move forward with getting in the Youth as well as the Community Center Commissioner Moore if books will moved into the Youth Center Mr Hagins it is possible Ms Darnell advised that there is a Library in the Community however children are not allowed
Commissioner Bryant commented on having Parks amp Recreation taking this over and inquired if it would still fall MSTU as as funding Mr Bouyounes noted positions from MSTU will to that facility guidance management will the Parks amp Department instead of the MSTU Department if that is direction the Board wants to go Ms Darnel stated it may be something to explore in a workshop at a later
General discussion ensued Commissioner Zalak opined that Ms Darnell to get with the Director
to figure out how to make some those mechanical pieces work they [Parks] already expertise on it is to recruit people over the summer makes no sense MSTU and manage element He recommended bring back a proposal as to how to transition working with advisory council
Chairman McClain commented on the staff positions just addressed noting the budget number staff will have to change Ms Darnell concurred and that she will bring those numbers forward in an Agenda Item the pay 13 position will be downgraded which will up funding for the seasonal position
the Maintenance TechnicianLifeguard would with no pay change as it will still be a pay 5 She budget will be minimal
Commissioner Zalak suggested staff meet with Parks Department and aHow them to look this over as well noting they may need with the Parks classifications in the transition than what is here today It was the general consensus of the Board to concur Mr Bouyounes opined that if this is on the 4 2015 Agenda and approved by the then it can in the Chairman McClain it can be included the budget with the change made
Commissioner Bryant noted Department 811 Silver Springs Street Lighting found on page 343 contains only 1 line item
Ms Darnell addressed Department 8200 Hills of Ocala Recreation which is a community park (passive park) with a meeting facility and can be found on 350 The advisory board is looking to their tennis They wanted to purchase some toddler playground equipment but are with the so they are looking new fiber around existing playground as well as replacing some benches and do some minimal other than that this budget has not The facility is currently rented by a church that has some property on CR 484 where they will building a facility so some of the rental income will be lost in future There does not seem to be any room for expansion on collections as it is pretty much a passive
Ms Darnell along with Advisory Board Chairman Levengood 4930 Marion MSTU for which can
Darnell advised Department experienced a high turnover rate currently has 4 She stated would like to bring forth an agenda item to eliminate a part-time Maintenance nician position reclassify
Book U 553
July 14 2015
Maintenance Mechanic a Medium Equipment position in staff to all maintenance responsibilities of the (page 477)
there has not been much discussion they would also like to going from 4 1 hour days to 58-hour days Currently are 2 crews one is working Monday through Thursday and is working Tuesday through Friday Going 58-hour days would not require having Supervisor staff for 2 different crews as 1 Supervisor could be Monday thru Friday Ms Darnell stated will have to speak to the HR Director about this change to see if this will be a more way to those crews
employees involved another is Marion Services
Board is asking for a salary increase for Superintendent Sloan in the amount of $3934 this is not a reclassification but a 95 request based on fact that they took over maintenance of waterfall 2 years and Ms Sloan 17 years of service with the County In response to Commissioner Bryant Ms Darnell advised that the increase is not included in the budget
In response to Commissioner Ms Levengood to the d of advisory board and stated is to in the operation of
make recommendations capital expenditures staffing and
expansions She that from the first budget that Marion Oaks Advisory Board originally prepared in March to the one the is looking at $300000 was cut from the budget and considerably lowered noting they are not yet done As Ms Darnell stated the advisory board recommended moving a part-time employee to a vacant full time position delete the part-time position which resu another savings of approximately $16000 The advisory board is also recommending reclassification of a position for the waterfall which will provide savings of $9500 total over approximately $25500 from what is before the today
Ms Levengood noted that Ms Sloan has been with Marion Oaks Services MSTU almost 18 years and is too humble to ask for a raise The number workers has from 4 to 9 as well as the amount of equipment with 90 the equipment maintenance being done Transportation assumed maintenance of Units 9 6A 6B 11 and 12 along with the other 7 Units Ms Sloan maintains for a total of about 350 which is an 118 miles just in last few years With BCC approval the board has added the waterfall which Ms Sloan also oversees
of of responsibility by Marion Oaks MSTU General Services and facts they are the raise in to the for the position be for Ms Sloan who is an exemplary that and beyond on a daily
Chairman McClain inquired if position should reclassified in order provide a raise for Ms In response to Commissioner Zalak Ms Darnell stated the pay increase was not included in the budget because she was advised to bring it to the workshop
Zalak noted it is somewhat confusing as Board Policy that adviSOry boards are not to direction employees or playa role in personnel nltgtT stated the two are different Policy is for advisory members not to direction to as to what to or not do on a day-to-day however part of their duties is to a budget and present
Page 554 Book U
July 14 2015
it to the BCC stated advisory board has every right to present a recommendation to the BCC
discussion Chairman McClain stated the Board should give them some direction as to whether
or not the position should reclassified or advise if this is okay for the advisory board to do this going forward
Mr Tomich advised that as far as is concerned it not really deal with individual employees but a time where the rd will determine recommendations that a given of position or position responsibility is appropriate to the job When the discussion turns to performance an individual in a position or whether that person doing something that is over and the of that it a matter of personnel or looking at the position itself He expressed concern with trying to do employee reviews and salary adjustments for performance as part of budget process
Chairman McClain of whether the Board considers pay adjustments during the budget mid-year or it is normally through a reclassification because more responsibility has generally been taken on by an employee It was noted that Ms Levengood Ms Sloan has certainly taken on more responsibility The BCC would prefer to consider salary adjustments as a reclassification He this is a preliminary budget workshop and suggested advisory board work with Ms Darnell
In response to Chairman McClain Mr Bouyounes noted the has a Superintendent which may be a little different in responsibilities commented on the need to capture all responsibilities addressed with HR to look job description and bring a recommendation to the BCC Chairman McClain stated tile Board would be more comfortable with a reclassification
Mr Tomicl1 stated not to specific to this issue but wanted to point out overall budget not quite $800000 in revenue and is relying on Fund Balance year He noted more than $450000 in is proposed and $400000 in operating expenditures so they will be looking at an adjustment in the assessment that area as soon as next to maintain this level of
o or~ discussion ensued Mr Bouyounes suggested bringing all those positions with a reclassification as
an agenda item for approval which will then be reflected in budget irman McClain stated jf want to do a reclassification of a position can go and
with HR present Board discussion Ms stated did not for a She advised that she does not
more positions noting the part-time employee was previously eliminated and she can work without that being changed to a full time employee Ms Darnell the position is still in budget even though it has not been filled or being advertised Chairman McClain asked if this is the General Maintenance Technician position Ms Darnell concurred In response to Chairman McClain Ms Darnell stated the position is the budget however it is Ms Sloan clarified 3 positions are open that they will filling Ms Darnell that is noting another Maintenance Technician position is also open (vacant)
Chairman McClain directed staff get with and bring back a reclassification sometime during the budget process for discussion as it relates to the budget
Book U 555
July 14 2015
Commissioner questioned the deficit next year (FY 17-18) and the millage rate Mr Tomich stated it is a fixed parcel of $30 per lot which is a levy
this point of $798000 although that full amount will not be collected something less $800000 will be collected Commissioner Zalak questioned how much in reserves
is being used today Mr Tomich advised the Carry Forward is showing at $461000 and Reserves are $205000 and approximated that over $100000 in Reserves are being
In response to Commissioner Ms clarified that the parcel vary and is for mowing and lighting and $50 for residential
for commercial and $20 condominiums for road improvements stated does not have a copy of the Ordinance with her and that it not state a maximum Commissioner Zalak it is still a deficit of $100000
Mr Tomich opined that one of the first is to look realistically which vacancies are being maintained and delete positions if that is what it takes to balance the budget It was general consensus of Board to concur Mr Tomich noted that in 2014 the actual expenditures were $700000 If 2016 is going a whole lot different than 2014 they may need a more realistic budget that can show they can operate within current -
Chairman McClain reiterated that and the advisory board have work do He them to meet with HR to address the reclassification and bring a
recommendation back to the Board It was the consensus of the Board that are no further questions in
regard to MSTU Department Commissioner Bryant out at pm
======-== - Solid Waste Director Mike appeared to review departments proposed budget for 2015-16 for Department 4230 Solid Waste Disposal (page 582) Department Solid Waste Collection (page and Department Solid Waste Recycling (page 589) introduced Operations Manager
Starkey and Budget amp Administration Coordinator Ronald Crews (who remained 0011 in the audience) ACA Bouyounes was also present
Mr Sims that Solid Waste Department is made up 3 Divisions Department 4230 is Disposal Division which basically runs the Landfill the old landfills and transfer station operations as well as all of the facilities Department 4250 is the Collection Division which also contains Litter Control Enforcement and Department 4270 is the 18 Recycling that out and around the County He provided a recap of some of departments accomplishments in the last year as a slight increase of 133000 tons of disposal waste into landfill which is over 127000 received the previous year
Commissioner Bryant returned at 348 pm Mr Sims continued recapping accomplishments noting a slight in
customer counts utilizing the Baseline Landfill facility as well as Recycling Centers by over visits department also a County recycling of completed building Newton Recycling Center and remediation project by installing a closure cover and stormwater collection system on the landfill started Davis Landfill water line extension the public drinking water system noting there are other associated programs with project and they are now trying to acquire enough ROW to move that project forward Funding in the upcoming budget will with the
556 Book U
July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
Book U Page
July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
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July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
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July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
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July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
July 14 2015
Wastewater (page 604) 7155 Utilities Wastewater Maintenance (page and Department 7160 UtHities shy Engineering Construction (page 610) ACA was also present
Commissioner Zalak noted the Unemployment Compensation is to in line 526101 as Other Employment in the amount of $5665 (page
594) Mr Mellinger this is an item that is required by the Clerks Finance Director John Garri that OPEB is by the Governmental Accounting Standards Board calculate noting an Actuary is hired to calculate
value as it on overall financial unfortunately Enterprise it has to be the fund is basically of the health
insurance that the County provides to a reduced group is referred to as the implicit rate Although the County is essentially not fund say there is a subsidy that the Board provides the by allowing them to their health insurance at the group The County was required to calculate that value and start recording it on the statement a couple of years ago He noted the pension one will be coming up and will be booked as an expense For governmental funds that will be entity wide level and will not affect the budget however it will
the funds Mr Mellinger addressed MCUs as presented to
demonstrate and is about $87500 than last year without considering and debt When considering and debt budget it is
considerably less year because funds have been previously allocated to capital projects and expended project funds will be carried over into the About $19000000 is currently in the CIP and allocated toward projects and as the year rolls on those funds will draw down on payment to contractors and the balance will be carried forward on active
The budget a reclassification a Assistant I to a Assistant II (page 596) as it is a continuous revolving Commissioner questioned the overall turnover Mr Mellinger stated in 4 years MCU an overall turnover rate of 46 is quite high
The proposed includes replacing 10 of MCUs 72 vehicle at a cost of about $382000 $385000 was to purchase a Vac-Con Truck so no pickup trucks were replaced cycle has to be started as no pickup trucks been replaced
2007 MCU intends to spend about $400000 per year Also 9 computers are included in the have been by Information Technology (IT) as needing to be An additional $69 million (approximately) is planned for capital
the which are mains that will run from Golden Ocala to 200 and to the Oak Run collection system MCU to begin the design for of the Marion Regional Water facility The pressure for future projects including alternative water supply development drives
need for another rate increase in 2016 Mr Mellinger he had several proposals he would like to talk to the Board
about and inquired if are any questions Chairman McClain commented on operating budget for and wastewater
to line 534101 Contract Other - Misc of approximately $350000 questioned if those funds are meter reading Mr Mellinger concurred
noting that is down and by this fiscal should be out of the meter reading as pretty much everything has been over to automatic
546 Book U
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In
July 14
meter which will allow 1 1 vehicle to go around and all of the MCU use have a dump station for vac-con when they were hauling grease and stuff that out of lift stations but since had to stop their use landfill or even haulers will not haul MCU is not able to properly dry material which is not authorized for transport MCU is now hiring American Pipe and Tank to come and pick stuff up or they dump the vac-cons their location which that cost quite a bit this year
Chairman McClain commented on Department 7155 Utilities shyMaintenance line item 534101 Contract - Other shy$161396 (page and questioned how much of is meter reading Mr Mellinger stated none of line item is for meter reading hauling MCU is Solid Waste to haul the the drying wastewater plant item
Misc in the amount
that it is all dumping
commented on 71 Utilities - Customer budget line 101 Contract Serv - Other in the amount of $208773 594) and if this is all meter reading Mr Mellinger stated it is not noting this line item cleaning contract bill printing service certified document shredding etc McClain inquired as to where the reading is in the budget Mr Mellinger reading is currently in 7130 although the cost has reduced money remained in the budget to continue the services for turn onoff since it is than doing so in-house Chairman McClain clarified that the reduction will continue to 7130 budget Mr Mellinger meter reading will remain in the Department 71 budget
Chairman McClain questioned if the treatment plant is Marion Oaks Mr Mellinger
CIP
would eventually per day (mgd) facility when
water reclamation plant is for Marion MCU knew that the Marion to be facility will be a 9 million it is built out which is much larger than Oak Run
Commissioner requested review of Mr Mellinger stated that is part of the noting need to address going for a bond in 16 to take on the debt MCU needs to pay for Marion Oaks Water Reclamation which will also include some improvements to the collection system at CR 484 and 1-75 He noted they have reached a point this has to be addressed as are a lot of entities talking to MCU about The existing infrastructure can handle some more flow but it will not handle all Mr Meflinger stated there is no 1 project that is large enough to take on the cost of infrastructure improvement that is Basically MCU nonc
to install a new main from CR 484 run south along to the nearest point of intersect with and into the lift SummerGlen project can $1000000 There is for anyone entity to pay for to put the money out will later be recuperated in capital to Chairman McClain Mr Mellinger stated an 8-inch main is currently 1-75 which collects (Le all of those motels restaurants etc) noting it still has some capacity but not enough to handle the numbers being proposed to MCU
General discussion ensued to Chairman McClain Mr Mellinger advised that the Bond will
neighborhood of $15000000 $16000000 He stated he would like of a 714 customer system which is 1 of 3
Book U 1 Page 547
July 14 5
owned by Mr deMenzes and is on southeast corner of the City and wraps across the road from MCUs South A purchase price of
$18 million and change has been negotiated that system MCU had Burton amp perform the financial analysis on which will not have any impact
on MCU as the majority of customers aU the way up 14000 gallons per month will see about a $3 month increase by coming to the MCU once above the 14000 gallons per month it is less than a $10 increase up to 20000 gallons and once above 20000 gallons their $539 increment kicks in and start feeling it He noted this
one of the issues Mr deMenzes has with over the past in that he does not rate structure however he one approved that goes into
10000 gallons that will be raised by $050 In response to Chairman McClain stated the purchase price is $1
McClain clarified that of will be to purchase the system lt1ltgt1011 MCU will pay out of Capital currently on hand
that back into Capital Mr Mellinger addressed the high
Mechanics noting this year the Utility turnover Field Mechanics The turnover for 3 He asked that Human for pOSitions and find out where they are people are leaving for more money Mr Mellinger requested permission use up to $75000 of the $87000 in savings this help adjust those salaries to hopefully some of the turnover
Commissioner Zalak inquired if the $87000 savings is all operational Mr Mellinger concurred Commissioner Zalak d staff to bring back a salary study
see if all of the $75000 needs to be spent Chairman McClain directed staff to cond survey noting the Board would like to have the opportunity to discuss the
Mr Mellinger concurred McClain advised that it is the Board at least explore what
475 and 475A noting some properties in that area will require the County will to figure out how to go under
side of opined that the County should it done while going out which will be worked out
Agreements noting will cover the ltgtvrlltgtn
00ltgt discussion ensued Commissioner Zalak questioned how of the Bond money will
Mellinger $12000000 will the Marion Oaks Water 101
which will start out as a 1 mgd facility at a cost of about $12 to Commissioner Zalak Mr Meliginer stated the facility needs
2017 noting the problem MCU has is that it a 220000 gallon plant at -VIYIJ
and flows need to be moved south I of building a plant at Golden right now MCU looked at where the best place to build a plant was and determined that Marion
is place Rather than spending $12000000 at Golden Ocala and another $12000000 at Marion Oaks that will be in 5 years MCU can go ahead spend the money down there and put $5000000 into a pipeline that will take from Ocala to Oak Run take Marion Oaks and SummerGlens flows of Oak Run put them back at the Marion This also gives MCU ability
Oak Run Marion vice-versa as well as run flows back Golden Ocala and MCU will want to
Book U
5 July 14
build a plant at Golden it is just the timing right now and the Marion Oaks plant is the better option of the effluent disposal opportunities even though Ocala has a commitment of 2000000 gallons of effluent that can be taken for golf course or whatever however it is unknown if Golden can get a consumptive use permit (CUP) for that amount however Golden Ocala a commitment for water that they have to on so that MCU can move flows away in to save money Eventually MCU may go and put in plant but they want
membrane that was built at Salt Springs to more comfortable with which a much smaller footprint it is believed that a
facility can be put that will be less General discussion In response to Zalak Mr Mellinger Trilogy is starting to build
homes which is driving MCU to do something now the Golden Ocala plant does not have enough capacity to take care of development Trilogy Mr Mellinger stated MCU has the Capital in its rate sufficiency analysis which is programed in so they knew they were going to to spend it they also revenues that would received and the capital will be returned with the charges it also the added customer that supports long term It will have a impact on MCUs without that northwest area In reply to Commissioner Mellinger advised that City Ocala is not a Wholesale Agreement
General Commissioner questioned how MCU is on bad debt Mr Mellinger they are still in the of making telephone and pleading with customers
as well as sending noting the customers are obviously cut off He noted the collection agencys success is not as great as one would think Mr Mellinger CTOlTtgtro
the success rate of collecting on bad debt is around 20 eventually reaches a point where it is written off advised that the County Attorney is currently reviewing proposals noting one proposal is to start placing a lien on property so that the debt can
recovered once is sold General
commented on MCU a charge even services are looking at a new some of those assumptions
are built in and from a policy standpoint if the County continue down that path or explore different opportunities He commented on bonding process and what the County has committed to as as a rate solidifies that so a choice cannot be Commissioner Zalak did not necessarily want to into a new Bond with the same presumptions if it can avoided Mr Bouyounes that the new Bond will assume what the County in the Ordinance Commissioner Zalak stated the Board should consider any to the Ordinance prior to bonding Mr Mellinger it may be a bank loan rather than a Bond Chairman McClain it is a good discussion to have at a later date Mr Mellinger commented on concerns by Burton amp in
to options General Mr Bouyounes if the Board wanted to the bonding at the next
strategic planning It was the general consensus of the Board to concur Mr Mellinger questioned if Board wanted a report from Burton amp Associates prior to the planning session Chairman McClain clarified that direction is that the Board wants explore this thought as it relates to the Bond Mr Mellinger suggested that he
Book U Page 549
July 14 2015
wait to see how fast he can get something from Burton amp Associates and then schedule a workshop Commissioner Zalak recommended that the Board look at the Ordinance and consider the options while they have the opportunity Mr Mellinger briefly commented on the base charge
Mr Garri commented on a legal issue in regard to the Reimbursement Resolution document which the Board will have to execute in order to take Bond proceeds if a bond is taken and reimburse prior expenses before the date of the Bond issue He clarified that MCU cannot start spending money now thinking it will get reimbursed unless a Reimbursement Resolution is in place which is something the County Attorney will have to prepare In response to Chairman McClain Mr Mellinger stated he understood what Mr Garri said as well as what the Board wants to discuss
Clerk Ellspermann requested an update from Mr Mellinger on returning deposits or hookup fees that is of concern to the Auditors Mr Mellinger stated he is aware that the Auditors are concerned about that money but it has not been the highest priority until this year He advised that he asked Customer Service amp Billing Manager Nancy Jarvis to drop everything and dedicate her time toward working on that list noting it is not an easy process Mr Mellinger gave his commitment that the task will be completed by the end of the calendar year December 31 2015 so that it hopefully will not go into next years audit
It was the general consensus of the Board that there are no further issues to discuss with regard to the MCUs budgets
Chairman McClain directed staff to take a comprehensive look at CR 484 purchase of the deMenzes system salary study and go ahead and start putting the timetable together for the Bond or bank loan Mr Mellinger noted that he shared the Rate Sufficiency Analysis with the Board this year
Commissioners Bryant and Moore out at 304 pm Chairman McClain advised that the Board will deviate from the schedule and
consider the MSTU budget next Commissioner Moore returned at 305 pm
BudgetsDistrictsSubdivisions - Municipal Service Taxing Unit (MSTU) Director Teresa Darnell appeared to review the departments proposed budget for FY 2015-16 for Department 4155 MSTUAssessments (page 135) Department 4156 MSTU Assessments - PA (public assistance) (page 137) Department 4600 Road Assessments (page 220) Department 4320 Marion Oaks Recreation (page 330) Department 8100 Silver Springs Shores Recreation Facility (page 339) Department 8110 Silver Springs Shores Street Lighting (page 343) Department 8200 Hills of Ocala Recreation (page 350) and Department 4930 Marion Oaks MSTU for General Services (page 476) ACA Bouyounes was also present
Ms Darnell stated Department 4155 MSTUAssessments budget found on page 135 is pretty straight forward and proposes the elimination of 3 Staff Assistant positions and create 2 new Assessment Specialists positions as previously discussed She noted the Community Services Department has taken over the low income assistance program which was also previously discussed The MSTU Department also handles postage for 30 or so County Departments and that responsibility will be shared between the Administrative Staff Assistant and the Assessment Specialist I position An Advisory Board seminar will be held in November of 2015 for new members
The MSTU is fully staffed at this time with 3 Project Coordinators Pete Hodges
Page 550 Book U
July 14 2015
who has been with the County for over 10 years Richard McClean who was previously with the OCE Stormwater Division and the 3rd Project Coordinator was brought on board and is new Marion County The department is a behind on projects and currently more than a dozen inspections which will responded to as as they can now that they are fully staffed
Commissioner Bryant at 308 pm Ms stated department is working toward greatest level
they can The first new project petitions are out for Turning Hawk which are on August 212015
Chairman McClain inquired as to the number projects MSTU is currently working on have out or are in construction Ms Darnell she not have
number in front of her but noted the department has more than a requests that they are now inspecting and preparing estimates for which not include ongoing and Municipal Service Unit (MSBU) projects noted that petitions for Turning Hawk are out right now and everything is in and they know Hgt they stand final public hearings are scheduled week Silver Springs
is a maintenance project will be brought to the Board A Change (CO) was recently approved for Marion Oaks to another 15 The Department is also getting ready to go to bid on Silver Springs Shores which is a little more than 14 miles
Darnell Department 4156 MSTUAssessments which is low income assistance program and can be found on page 1 is proposing to
that budget from $25000 to $20000 and will be going the Community Services Department noted 29 applications have been received so far this but the deadline is not until August 28 2015 year $25000 was budgeted $18000 was used
Chairman McClain asked if this budget will continue leaving Department 4156 with or move it Community at some point in the Mr Kauffman stated
is agreeable moving the budget to Community Services Chairman McClain advised that this budget will not next r
Ms Darnell Department 4600 Road Assessments found on page noting that number came way down this year from what it was last but upon review of list of it was realized that many of them had already failed petition one of which was handled privately through a homeowners association (HOA) list was pared down what might happen however it is anticipated that number will due to amount of inspection requests
Darnell Department 4320 Marion Oaks and can found on page 330 noted that Mr Tomich presented them with a financial forecast
shows they are in good until 2018 Ms Darnell commented on the improvements playground improvements possible parking expansion resealing of the courtyard basketball courts and a storage building) which the Advisory Board is exploring A conceptual drawing a proposed park was prepared by DirectorLandscape Architect Jim Couillard where that goes remains to be seen as it has a lot to do with property values and collections
Commissioner Zalak if the improvements is just money that has not yet been allocated to a Ms Darnell stated that is correct
Ms Darnell this department has 1 vacancy for a part-time Recreation Aide interviews have conducted but they have secure for the primarily due to drug testing
Book U Page
July 14 2015
Chairman McClain inquired as to line item 564101 Machinery and Equipment for a golf cart in the amount of $8000 (page 332) Marion Oaks Building amp Ground Supervisor David Pierce stated it is an estimated costs for a motorized golf cart instead of an electric one which is about $1500 more than the traditional golf carts
Ms Darnell along with Chairman C J Hagins Silver Springs Shores Special Tax District Advisory Council appeared to address Department 8100 Silver Springs Shores Recreation Facility which can be found on page 339 Approximately 50 of the staff is retirement eligible The facility is aging and needs some attention It was recently learned that the Youth Center restrooms will require upgrades to become compliant IVIs Darnell noted they have met with Facilities Management Director Andy Race who suggested that the work itself will be about $25000 and an architect will be needed which will cost approximately $25000 so they are guesstimating the cost to be around $50000 Problems exist with the Youth Center pool deck that is settling and the parking lot is crumbling and is in bad condition The advisory board is leaning toward adding some computer labs in both the Community Center and Youth Center surplus computers that were upgraded this year can be used She advised that she met with IT to obtain cost estimates and opined that both can be done for about $5000
Ms Darnell noted this department has 3 vacancies the office is currently staffed by a Spherion Staffing Services person (temporary person) and a Recreation Aide is out with an injury as well as upcoming vacations She advised that she may also be monitoring at the pool this weekend Risk Management recommends certified lifeguards at the pools Silver Springs Shores has 3 swimming pools and national standards require 1 lifeguard per 50 occupants The swimming pools are currently operated with no lifeguards on duty and signage states that fact pool monitors are simply there to monitor as they are not certified Red Cross Lifeguards Staff has been used as monitors however some are not comfortable watching 50 people and feel they can only handle 25 Ms Darnell stated it has been her goal to keep all 3 pools operational and open on the weekends
Ms Darnell stated she would like to bring forth an Agenda Item in the near future to downgrade the Youth Recreation Specialist position (page 341) to a Recreation Leader II position which is more in line with the Parks amp Recreation Department this position can train up to become a Recreation Manager in the succession plan She further commented on reclassifying the General Maintenance TechLifeguard by splitting the position to a Building and Grounds Technician which will then free them up to add another part-time seasonal certified lifeguard With 3 lifeguards during the summer months it will allow for 1 full time lifeguard to work year round at the heated pool and the summer pools can be staffed with seasonal lifeguards
Ms Darnell advised that she spoke with Mr Couillard about partnering with the Parks amp Recreation Department and bringing some programs to the Youth Center She stated the Youth Director recently resigned and took a position at The Villages noting there are lots of openings
Commissioner Zalak inquired as to what the recommendation is at this point Ms Darnell opined that there could be a benefit to the citizens of Silver Springs Shores if the Community Center and swimming pools were under the Parks amp Recreation Department simply because it is a recreation facility however she does not know if they are considering this idea but there is a need for partnering
Commissioner Moore commented on the library in Silver Springs Shores Mr Hagins advised that he attended the residents meeting last night and noted one group is
Page 552 Book U
July 14 2015
generally the idea the Youth He stated are going move forward with getting in the Youth as well as the Community Center Commissioner Moore if books will moved into the Youth Center Mr Hagins it is possible Ms Darnell advised that there is a Library in the Community however children are not allowed
Commissioner Bryant commented on having Parks amp Recreation taking this over and inquired if it would still fall MSTU as as funding Mr Bouyounes noted positions from MSTU will to that facility guidance management will the Parks amp Department instead of the MSTU Department if that is direction the Board wants to go Ms Darnel stated it may be something to explore in a workshop at a later
General discussion ensued Commissioner Zalak opined that Ms Darnell to get with the Director
to figure out how to make some those mechanical pieces work they [Parks] already expertise on it is to recruit people over the summer makes no sense MSTU and manage element He recommended bring back a proposal as to how to transition working with advisory council
Chairman McClain commented on the staff positions just addressed noting the budget number staff will have to change Ms Darnell concurred and that she will bring those numbers forward in an Agenda Item the pay 13 position will be downgraded which will up funding for the seasonal position
the Maintenance TechnicianLifeguard would with no pay change as it will still be a pay 5 She budget will be minimal
Commissioner Zalak suggested staff meet with Parks Department and aHow them to look this over as well noting they may need with the Parks classifications in the transition than what is here today It was the general consensus of the Board to concur Mr Bouyounes opined that if this is on the 4 2015 Agenda and approved by the then it can in the Chairman McClain it can be included the budget with the change made
Commissioner Bryant noted Department 811 Silver Springs Street Lighting found on page 343 contains only 1 line item
Ms Darnell addressed Department 8200 Hills of Ocala Recreation which is a community park (passive park) with a meeting facility and can be found on 350 The advisory board is looking to their tennis They wanted to purchase some toddler playground equipment but are with the so they are looking new fiber around existing playground as well as replacing some benches and do some minimal other than that this budget has not The facility is currently rented by a church that has some property on CR 484 where they will building a facility so some of the rental income will be lost in future There does not seem to be any room for expansion on collections as it is pretty much a passive
Ms Darnell along with Advisory Board Chairman Levengood 4930 Marion MSTU for which can
Darnell advised Department experienced a high turnover rate currently has 4 She stated would like to bring forth an agenda item to eliminate a part-time Maintenance nician position reclassify
Book U 553
July 14 2015
Maintenance Mechanic a Medium Equipment position in staff to all maintenance responsibilities of the (page 477)
there has not been much discussion they would also like to going from 4 1 hour days to 58-hour days Currently are 2 crews one is working Monday through Thursday and is working Tuesday through Friday Going 58-hour days would not require having Supervisor staff for 2 different crews as 1 Supervisor could be Monday thru Friday Ms Darnell stated will have to speak to the HR Director about this change to see if this will be a more way to those crews
employees involved another is Marion Services
Board is asking for a salary increase for Superintendent Sloan in the amount of $3934 this is not a reclassification but a 95 request based on fact that they took over maintenance of waterfall 2 years and Ms Sloan 17 years of service with the County In response to Commissioner Bryant Ms Darnell advised that the increase is not included in the budget
In response to Commissioner Ms Levengood to the d of advisory board and stated is to in the operation of
make recommendations capital expenditures staffing and
expansions She that from the first budget that Marion Oaks Advisory Board originally prepared in March to the one the is looking at $300000 was cut from the budget and considerably lowered noting they are not yet done As Ms Darnell stated the advisory board recommended moving a part-time employee to a vacant full time position delete the part-time position which resu another savings of approximately $16000 The advisory board is also recommending reclassification of a position for the waterfall which will provide savings of $9500 total over approximately $25500 from what is before the today
Ms Levengood noted that Ms Sloan has been with Marion Oaks Services MSTU almost 18 years and is too humble to ask for a raise The number workers has from 4 to 9 as well as the amount of equipment with 90 the equipment maintenance being done Transportation assumed maintenance of Units 9 6A 6B 11 and 12 along with the other 7 Units Ms Sloan maintains for a total of about 350 which is an 118 miles just in last few years With BCC approval the board has added the waterfall which Ms Sloan also oversees
of of responsibility by Marion Oaks MSTU General Services and facts they are the raise in to the for the position be for Ms Sloan who is an exemplary that and beyond on a daily
Chairman McClain inquired if position should reclassified in order provide a raise for Ms In response to Commissioner Zalak Ms Darnell stated the pay increase was not included in the budget because she was advised to bring it to the workshop
Zalak noted it is somewhat confusing as Board Policy that adviSOry boards are not to direction employees or playa role in personnel nltgtT stated the two are different Policy is for advisory members not to direction to as to what to or not do on a day-to-day however part of their duties is to a budget and present
Page 554 Book U
July 14 2015
it to the BCC stated advisory board has every right to present a recommendation to the BCC
discussion Chairman McClain stated the Board should give them some direction as to whether
or not the position should reclassified or advise if this is okay for the advisory board to do this going forward
Mr Tomich advised that as far as is concerned it not really deal with individual employees but a time where the rd will determine recommendations that a given of position or position responsibility is appropriate to the job When the discussion turns to performance an individual in a position or whether that person doing something that is over and the of that it a matter of personnel or looking at the position itself He expressed concern with trying to do employee reviews and salary adjustments for performance as part of budget process
Chairman McClain of whether the Board considers pay adjustments during the budget mid-year or it is normally through a reclassification because more responsibility has generally been taken on by an employee It was noted that Ms Levengood Ms Sloan has certainly taken on more responsibility The BCC would prefer to consider salary adjustments as a reclassification He this is a preliminary budget workshop and suggested advisory board work with Ms Darnell
In response to Chairman McClain Mr Bouyounes noted the has a Superintendent which may be a little different in responsibilities commented on the need to capture all responsibilities addressed with HR to look job description and bring a recommendation to the BCC Chairman McClain stated tile Board would be more comfortable with a reclassification
Mr Tomicl1 stated not to specific to this issue but wanted to point out overall budget not quite $800000 in revenue and is relying on Fund Balance year He noted more than $450000 in is proposed and $400000 in operating expenditures so they will be looking at an adjustment in the assessment that area as soon as next to maintain this level of
o or~ discussion ensued Mr Bouyounes suggested bringing all those positions with a reclassification as
an agenda item for approval which will then be reflected in budget irman McClain stated jf want to do a reclassification of a position can go and
with HR present Board discussion Ms stated did not for a She advised that she does not
more positions noting the part-time employee was previously eliminated and she can work without that being changed to a full time employee Ms Darnell the position is still in budget even though it has not been filled or being advertised Chairman McClain asked if this is the General Maintenance Technician position Ms Darnell concurred In response to Chairman McClain Ms Darnell stated the position is the budget however it is Ms Sloan clarified 3 positions are open that they will filling Ms Darnell that is noting another Maintenance Technician position is also open (vacant)
Chairman McClain directed staff get with and bring back a reclassification sometime during the budget process for discussion as it relates to the budget
Book U 555
July 14 2015
Commissioner questioned the deficit next year (FY 17-18) and the millage rate Mr Tomich stated it is a fixed parcel of $30 per lot which is a levy
this point of $798000 although that full amount will not be collected something less $800000 will be collected Commissioner Zalak questioned how much in reserves
is being used today Mr Tomich advised the Carry Forward is showing at $461000 and Reserves are $205000 and approximated that over $100000 in Reserves are being
In response to Commissioner Ms clarified that the parcel vary and is for mowing and lighting and $50 for residential
for commercial and $20 condominiums for road improvements stated does not have a copy of the Ordinance with her and that it not state a maximum Commissioner Zalak it is still a deficit of $100000
Mr Tomich opined that one of the first is to look realistically which vacancies are being maintained and delete positions if that is what it takes to balance the budget It was general consensus of Board to concur Mr Tomich noted that in 2014 the actual expenditures were $700000 If 2016 is going a whole lot different than 2014 they may need a more realistic budget that can show they can operate within current -
Chairman McClain reiterated that and the advisory board have work do He them to meet with HR to address the reclassification and bring a
recommendation back to the Board It was the consensus of the Board that are no further questions in
regard to MSTU Department Commissioner Bryant out at pm
======-== - Solid Waste Director Mike appeared to review departments proposed budget for 2015-16 for Department 4230 Solid Waste Disposal (page 582) Department Solid Waste Collection (page and Department Solid Waste Recycling (page 589) introduced Operations Manager
Starkey and Budget amp Administration Coordinator Ronald Crews (who remained 0011 in the audience) ACA Bouyounes was also present
Mr Sims that Solid Waste Department is made up 3 Divisions Department 4230 is Disposal Division which basically runs the Landfill the old landfills and transfer station operations as well as all of the facilities Department 4250 is the Collection Division which also contains Litter Control Enforcement and Department 4270 is the 18 Recycling that out and around the County He provided a recap of some of departments accomplishments in the last year as a slight increase of 133000 tons of disposal waste into landfill which is over 127000 received the previous year
Commissioner Bryant returned at 348 pm Mr Sims continued recapping accomplishments noting a slight in
customer counts utilizing the Baseline Landfill facility as well as Recycling Centers by over visits department also a County recycling of completed building Newton Recycling Center and remediation project by installing a closure cover and stormwater collection system on the landfill started Davis Landfill water line extension the public drinking water system noting there are other associated programs with project and they are now trying to acquire enough ROW to move that project forward Funding in the upcoming budget will with the
556 Book U
July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
Book U Page
July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
II
July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
Book U 561
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
5
In
July 14
meter which will allow 1 1 vehicle to go around and all of the MCU use have a dump station for vac-con when they were hauling grease and stuff that out of lift stations but since had to stop their use landfill or even haulers will not haul MCU is not able to properly dry material which is not authorized for transport MCU is now hiring American Pipe and Tank to come and pick stuff up or they dump the vac-cons their location which that cost quite a bit this year
Chairman McClain commented on Department 7155 Utilities shyMaintenance line item 534101 Contract - Other shy$161396 (page and questioned how much of is meter reading Mr Mellinger stated none of line item is for meter reading hauling MCU is Solid Waste to haul the the drying wastewater plant item
Misc in the amount
that it is all dumping
commented on 71 Utilities - Customer budget line 101 Contract Serv - Other in the amount of $208773 594) and if this is all meter reading Mr Mellinger stated it is not noting this line item cleaning contract bill printing service certified document shredding etc McClain inquired as to where the reading is in the budget Mr Mellinger reading is currently in 7130 although the cost has reduced money remained in the budget to continue the services for turn onoff since it is than doing so in-house Chairman McClain clarified that the reduction will continue to 7130 budget Mr Mellinger meter reading will remain in the Department 71 budget
Chairman McClain questioned if the treatment plant is Marion Oaks Mr Mellinger
CIP
would eventually per day (mgd) facility when
water reclamation plant is for Marion MCU knew that the Marion to be facility will be a 9 million it is built out which is much larger than Oak Run
Commissioner requested review of Mr Mellinger stated that is part of the noting need to address going for a bond in 16 to take on the debt MCU needs to pay for Marion Oaks Water Reclamation which will also include some improvements to the collection system at CR 484 and 1-75 He noted they have reached a point this has to be addressed as are a lot of entities talking to MCU about The existing infrastructure can handle some more flow but it will not handle all Mr Meflinger stated there is no 1 project that is large enough to take on the cost of infrastructure improvement that is Basically MCU nonc
to install a new main from CR 484 run south along to the nearest point of intersect with and into the lift SummerGlen project can $1000000 There is for anyone entity to pay for to put the money out will later be recuperated in capital to Chairman McClain Mr Mellinger stated an 8-inch main is currently 1-75 which collects (Le all of those motels restaurants etc) noting it still has some capacity but not enough to handle the numbers being proposed to MCU
General discussion ensued to Chairman McClain Mr Mellinger advised that the Bond will
neighborhood of $15000000 $16000000 He stated he would like of a 714 customer system which is 1 of 3
Book U 1 Page 547
July 14 5
owned by Mr deMenzes and is on southeast corner of the City and wraps across the road from MCUs South A purchase price of
$18 million and change has been negotiated that system MCU had Burton amp perform the financial analysis on which will not have any impact
on MCU as the majority of customers aU the way up 14000 gallons per month will see about a $3 month increase by coming to the MCU once above the 14000 gallons per month it is less than a $10 increase up to 20000 gallons and once above 20000 gallons their $539 increment kicks in and start feeling it He noted this
one of the issues Mr deMenzes has with over the past in that he does not rate structure however he one approved that goes into
10000 gallons that will be raised by $050 In response to Chairman McClain stated the purchase price is $1
McClain clarified that of will be to purchase the system lt1ltgt1011 MCU will pay out of Capital currently on hand
that back into Capital Mr Mellinger addressed the high
Mechanics noting this year the Utility turnover Field Mechanics The turnover for 3 He asked that Human for pOSitions and find out where they are people are leaving for more money Mr Mellinger requested permission use up to $75000 of the $87000 in savings this help adjust those salaries to hopefully some of the turnover
Commissioner Zalak inquired if the $87000 savings is all operational Mr Mellinger concurred Commissioner Zalak d staff to bring back a salary study
see if all of the $75000 needs to be spent Chairman McClain directed staff to cond survey noting the Board would like to have the opportunity to discuss the
Mr Mellinger concurred McClain advised that it is the Board at least explore what
475 and 475A noting some properties in that area will require the County will to figure out how to go under
side of opined that the County should it done while going out which will be worked out
Agreements noting will cover the ltgtvrlltgtn
00ltgt discussion ensued Commissioner Zalak questioned how of the Bond money will
Mellinger $12000000 will the Marion Oaks Water 101
which will start out as a 1 mgd facility at a cost of about $12 to Commissioner Zalak Mr Meliginer stated the facility needs
2017 noting the problem MCU has is that it a 220000 gallon plant at -VIYIJ
and flows need to be moved south I of building a plant at Golden right now MCU looked at where the best place to build a plant was and determined that Marion
is place Rather than spending $12000000 at Golden Ocala and another $12000000 at Marion Oaks that will be in 5 years MCU can go ahead spend the money down there and put $5000000 into a pipeline that will take from Ocala to Oak Run take Marion Oaks and SummerGlens flows of Oak Run put them back at the Marion This also gives MCU ability
Oak Run Marion vice-versa as well as run flows back Golden Ocala and MCU will want to
Book U
5 July 14
build a plant at Golden it is just the timing right now and the Marion Oaks plant is the better option of the effluent disposal opportunities even though Ocala has a commitment of 2000000 gallons of effluent that can be taken for golf course or whatever however it is unknown if Golden can get a consumptive use permit (CUP) for that amount however Golden Ocala a commitment for water that they have to on so that MCU can move flows away in to save money Eventually MCU may go and put in plant but they want
membrane that was built at Salt Springs to more comfortable with which a much smaller footprint it is believed that a
facility can be put that will be less General discussion In response to Zalak Mr Mellinger Trilogy is starting to build
homes which is driving MCU to do something now the Golden Ocala plant does not have enough capacity to take care of development Trilogy Mr Mellinger stated MCU has the Capital in its rate sufficiency analysis which is programed in so they knew they were going to to spend it they also revenues that would received and the capital will be returned with the charges it also the added customer that supports long term It will have a impact on MCUs without that northwest area In reply to Commissioner Mellinger advised that City Ocala is not a Wholesale Agreement
General Commissioner questioned how MCU is on bad debt Mr Mellinger they are still in the of making telephone and pleading with customers
as well as sending noting the customers are obviously cut off He noted the collection agencys success is not as great as one would think Mr Mellinger CTOlTtgtro
the success rate of collecting on bad debt is around 20 eventually reaches a point where it is written off advised that the County Attorney is currently reviewing proposals noting one proposal is to start placing a lien on property so that the debt can
recovered once is sold General
commented on MCU a charge even services are looking at a new some of those assumptions
are built in and from a policy standpoint if the County continue down that path or explore different opportunities He commented on bonding process and what the County has committed to as as a rate solidifies that so a choice cannot be Commissioner Zalak did not necessarily want to into a new Bond with the same presumptions if it can avoided Mr Bouyounes that the new Bond will assume what the County in the Ordinance Commissioner Zalak stated the Board should consider any to the Ordinance prior to bonding Mr Mellinger it may be a bank loan rather than a Bond Chairman McClain it is a good discussion to have at a later date Mr Mellinger commented on concerns by Burton amp in
to options General Mr Bouyounes if the Board wanted to the bonding at the next
strategic planning It was the general consensus of the Board to concur Mr Mellinger questioned if Board wanted a report from Burton amp Associates prior to the planning session Chairman McClain clarified that direction is that the Board wants explore this thought as it relates to the Bond Mr Mellinger suggested that he
Book U Page 549
July 14 2015
wait to see how fast he can get something from Burton amp Associates and then schedule a workshop Commissioner Zalak recommended that the Board look at the Ordinance and consider the options while they have the opportunity Mr Mellinger briefly commented on the base charge
Mr Garri commented on a legal issue in regard to the Reimbursement Resolution document which the Board will have to execute in order to take Bond proceeds if a bond is taken and reimburse prior expenses before the date of the Bond issue He clarified that MCU cannot start spending money now thinking it will get reimbursed unless a Reimbursement Resolution is in place which is something the County Attorney will have to prepare In response to Chairman McClain Mr Mellinger stated he understood what Mr Garri said as well as what the Board wants to discuss
Clerk Ellspermann requested an update from Mr Mellinger on returning deposits or hookup fees that is of concern to the Auditors Mr Mellinger stated he is aware that the Auditors are concerned about that money but it has not been the highest priority until this year He advised that he asked Customer Service amp Billing Manager Nancy Jarvis to drop everything and dedicate her time toward working on that list noting it is not an easy process Mr Mellinger gave his commitment that the task will be completed by the end of the calendar year December 31 2015 so that it hopefully will not go into next years audit
It was the general consensus of the Board that there are no further issues to discuss with regard to the MCUs budgets
Chairman McClain directed staff to take a comprehensive look at CR 484 purchase of the deMenzes system salary study and go ahead and start putting the timetable together for the Bond or bank loan Mr Mellinger noted that he shared the Rate Sufficiency Analysis with the Board this year
Commissioners Bryant and Moore out at 304 pm Chairman McClain advised that the Board will deviate from the schedule and
consider the MSTU budget next Commissioner Moore returned at 305 pm
BudgetsDistrictsSubdivisions - Municipal Service Taxing Unit (MSTU) Director Teresa Darnell appeared to review the departments proposed budget for FY 2015-16 for Department 4155 MSTUAssessments (page 135) Department 4156 MSTU Assessments - PA (public assistance) (page 137) Department 4600 Road Assessments (page 220) Department 4320 Marion Oaks Recreation (page 330) Department 8100 Silver Springs Shores Recreation Facility (page 339) Department 8110 Silver Springs Shores Street Lighting (page 343) Department 8200 Hills of Ocala Recreation (page 350) and Department 4930 Marion Oaks MSTU for General Services (page 476) ACA Bouyounes was also present
Ms Darnell stated Department 4155 MSTUAssessments budget found on page 135 is pretty straight forward and proposes the elimination of 3 Staff Assistant positions and create 2 new Assessment Specialists positions as previously discussed She noted the Community Services Department has taken over the low income assistance program which was also previously discussed The MSTU Department also handles postage for 30 or so County Departments and that responsibility will be shared between the Administrative Staff Assistant and the Assessment Specialist I position An Advisory Board seminar will be held in November of 2015 for new members
The MSTU is fully staffed at this time with 3 Project Coordinators Pete Hodges
Page 550 Book U
July 14 2015
who has been with the County for over 10 years Richard McClean who was previously with the OCE Stormwater Division and the 3rd Project Coordinator was brought on board and is new Marion County The department is a behind on projects and currently more than a dozen inspections which will responded to as as they can now that they are fully staffed
Commissioner Bryant at 308 pm Ms stated department is working toward greatest level
they can The first new project petitions are out for Turning Hawk which are on August 212015
Chairman McClain inquired as to the number projects MSTU is currently working on have out or are in construction Ms Darnell she not have
number in front of her but noted the department has more than a requests that they are now inspecting and preparing estimates for which not include ongoing and Municipal Service Unit (MSBU) projects noted that petitions for Turning Hawk are out right now and everything is in and they know Hgt they stand final public hearings are scheduled week Silver Springs
is a maintenance project will be brought to the Board A Change (CO) was recently approved for Marion Oaks to another 15 The Department is also getting ready to go to bid on Silver Springs Shores which is a little more than 14 miles
Darnell Department 4156 MSTUAssessments which is low income assistance program and can be found on page 1 is proposing to
that budget from $25000 to $20000 and will be going the Community Services Department noted 29 applications have been received so far this but the deadline is not until August 28 2015 year $25000 was budgeted $18000 was used
Chairman McClain asked if this budget will continue leaving Department 4156 with or move it Community at some point in the Mr Kauffman stated
is agreeable moving the budget to Community Services Chairman McClain advised that this budget will not next r
Ms Darnell Department 4600 Road Assessments found on page noting that number came way down this year from what it was last but upon review of list of it was realized that many of them had already failed petition one of which was handled privately through a homeowners association (HOA) list was pared down what might happen however it is anticipated that number will due to amount of inspection requests
Darnell Department 4320 Marion Oaks and can found on page 330 noted that Mr Tomich presented them with a financial forecast
shows they are in good until 2018 Ms Darnell commented on the improvements playground improvements possible parking expansion resealing of the courtyard basketball courts and a storage building) which the Advisory Board is exploring A conceptual drawing a proposed park was prepared by DirectorLandscape Architect Jim Couillard where that goes remains to be seen as it has a lot to do with property values and collections
Commissioner Zalak if the improvements is just money that has not yet been allocated to a Ms Darnell stated that is correct
Ms Darnell this department has 1 vacancy for a part-time Recreation Aide interviews have conducted but they have secure for the primarily due to drug testing
Book U Page
July 14 2015
Chairman McClain inquired as to line item 564101 Machinery and Equipment for a golf cart in the amount of $8000 (page 332) Marion Oaks Building amp Ground Supervisor David Pierce stated it is an estimated costs for a motorized golf cart instead of an electric one which is about $1500 more than the traditional golf carts
Ms Darnell along with Chairman C J Hagins Silver Springs Shores Special Tax District Advisory Council appeared to address Department 8100 Silver Springs Shores Recreation Facility which can be found on page 339 Approximately 50 of the staff is retirement eligible The facility is aging and needs some attention It was recently learned that the Youth Center restrooms will require upgrades to become compliant IVIs Darnell noted they have met with Facilities Management Director Andy Race who suggested that the work itself will be about $25000 and an architect will be needed which will cost approximately $25000 so they are guesstimating the cost to be around $50000 Problems exist with the Youth Center pool deck that is settling and the parking lot is crumbling and is in bad condition The advisory board is leaning toward adding some computer labs in both the Community Center and Youth Center surplus computers that were upgraded this year can be used She advised that she met with IT to obtain cost estimates and opined that both can be done for about $5000
Ms Darnell noted this department has 3 vacancies the office is currently staffed by a Spherion Staffing Services person (temporary person) and a Recreation Aide is out with an injury as well as upcoming vacations She advised that she may also be monitoring at the pool this weekend Risk Management recommends certified lifeguards at the pools Silver Springs Shores has 3 swimming pools and national standards require 1 lifeguard per 50 occupants The swimming pools are currently operated with no lifeguards on duty and signage states that fact pool monitors are simply there to monitor as they are not certified Red Cross Lifeguards Staff has been used as monitors however some are not comfortable watching 50 people and feel they can only handle 25 Ms Darnell stated it has been her goal to keep all 3 pools operational and open on the weekends
Ms Darnell stated she would like to bring forth an Agenda Item in the near future to downgrade the Youth Recreation Specialist position (page 341) to a Recreation Leader II position which is more in line with the Parks amp Recreation Department this position can train up to become a Recreation Manager in the succession plan She further commented on reclassifying the General Maintenance TechLifeguard by splitting the position to a Building and Grounds Technician which will then free them up to add another part-time seasonal certified lifeguard With 3 lifeguards during the summer months it will allow for 1 full time lifeguard to work year round at the heated pool and the summer pools can be staffed with seasonal lifeguards
Ms Darnell advised that she spoke with Mr Couillard about partnering with the Parks amp Recreation Department and bringing some programs to the Youth Center She stated the Youth Director recently resigned and took a position at The Villages noting there are lots of openings
Commissioner Zalak inquired as to what the recommendation is at this point Ms Darnell opined that there could be a benefit to the citizens of Silver Springs Shores if the Community Center and swimming pools were under the Parks amp Recreation Department simply because it is a recreation facility however she does not know if they are considering this idea but there is a need for partnering
Commissioner Moore commented on the library in Silver Springs Shores Mr Hagins advised that he attended the residents meeting last night and noted one group is
Page 552 Book U
July 14 2015
generally the idea the Youth He stated are going move forward with getting in the Youth as well as the Community Center Commissioner Moore if books will moved into the Youth Center Mr Hagins it is possible Ms Darnell advised that there is a Library in the Community however children are not allowed
Commissioner Bryant commented on having Parks amp Recreation taking this over and inquired if it would still fall MSTU as as funding Mr Bouyounes noted positions from MSTU will to that facility guidance management will the Parks amp Department instead of the MSTU Department if that is direction the Board wants to go Ms Darnel stated it may be something to explore in a workshop at a later
General discussion ensued Commissioner Zalak opined that Ms Darnell to get with the Director
to figure out how to make some those mechanical pieces work they [Parks] already expertise on it is to recruit people over the summer makes no sense MSTU and manage element He recommended bring back a proposal as to how to transition working with advisory council
Chairman McClain commented on the staff positions just addressed noting the budget number staff will have to change Ms Darnell concurred and that she will bring those numbers forward in an Agenda Item the pay 13 position will be downgraded which will up funding for the seasonal position
the Maintenance TechnicianLifeguard would with no pay change as it will still be a pay 5 She budget will be minimal
Commissioner Zalak suggested staff meet with Parks Department and aHow them to look this over as well noting they may need with the Parks classifications in the transition than what is here today It was the general consensus of the Board to concur Mr Bouyounes opined that if this is on the 4 2015 Agenda and approved by the then it can in the Chairman McClain it can be included the budget with the change made
Commissioner Bryant noted Department 811 Silver Springs Street Lighting found on page 343 contains only 1 line item
Ms Darnell addressed Department 8200 Hills of Ocala Recreation which is a community park (passive park) with a meeting facility and can be found on 350 The advisory board is looking to their tennis They wanted to purchase some toddler playground equipment but are with the so they are looking new fiber around existing playground as well as replacing some benches and do some minimal other than that this budget has not The facility is currently rented by a church that has some property on CR 484 where they will building a facility so some of the rental income will be lost in future There does not seem to be any room for expansion on collections as it is pretty much a passive
Ms Darnell along with Advisory Board Chairman Levengood 4930 Marion MSTU for which can
Darnell advised Department experienced a high turnover rate currently has 4 She stated would like to bring forth an agenda item to eliminate a part-time Maintenance nician position reclassify
Book U 553
July 14 2015
Maintenance Mechanic a Medium Equipment position in staff to all maintenance responsibilities of the (page 477)
there has not been much discussion they would also like to going from 4 1 hour days to 58-hour days Currently are 2 crews one is working Monday through Thursday and is working Tuesday through Friday Going 58-hour days would not require having Supervisor staff for 2 different crews as 1 Supervisor could be Monday thru Friday Ms Darnell stated will have to speak to the HR Director about this change to see if this will be a more way to those crews
employees involved another is Marion Services
Board is asking for a salary increase for Superintendent Sloan in the amount of $3934 this is not a reclassification but a 95 request based on fact that they took over maintenance of waterfall 2 years and Ms Sloan 17 years of service with the County In response to Commissioner Bryant Ms Darnell advised that the increase is not included in the budget
In response to Commissioner Ms Levengood to the d of advisory board and stated is to in the operation of
make recommendations capital expenditures staffing and
expansions She that from the first budget that Marion Oaks Advisory Board originally prepared in March to the one the is looking at $300000 was cut from the budget and considerably lowered noting they are not yet done As Ms Darnell stated the advisory board recommended moving a part-time employee to a vacant full time position delete the part-time position which resu another savings of approximately $16000 The advisory board is also recommending reclassification of a position for the waterfall which will provide savings of $9500 total over approximately $25500 from what is before the today
Ms Levengood noted that Ms Sloan has been with Marion Oaks Services MSTU almost 18 years and is too humble to ask for a raise The number workers has from 4 to 9 as well as the amount of equipment with 90 the equipment maintenance being done Transportation assumed maintenance of Units 9 6A 6B 11 and 12 along with the other 7 Units Ms Sloan maintains for a total of about 350 which is an 118 miles just in last few years With BCC approval the board has added the waterfall which Ms Sloan also oversees
of of responsibility by Marion Oaks MSTU General Services and facts they are the raise in to the for the position be for Ms Sloan who is an exemplary that and beyond on a daily
Chairman McClain inquired if position should reclassified in order provide a raise for Ms In response to Commissioner Zalak Ms Darnell stated the pay increase was not included in the budget because she was advised to bring it to the workshop
Zalak noted it is somewhat confusing as Board Policy that adviSOry boards are not to direction employees or playa role in personnel nltgtT stated the two are different Policy is for advisory members not to direction to as to what to or not do on a day-to-day however part of their duties is to a budget and present
Page 554 Book U
July 14 2015
it to the BCC stated advisory board has every right to present a recommendation to the BCC
discussion Chairman McClain stated the Board should give them some direction as to whether
or not the position should reclassified or advise if this is okay for the advisory board to do this going forward
Mr Tomich advised that as far as is concerned it not really deal with individual employees but a time where the rd will determine recommendations that a given of position or position responsibility is appropriate to the job When the discussion turns to performance an individual in a position or whether that person doing something that is over and the of that it a matter of personnel or looking at the position itself He expressed concern with trying to do employee reviews and salary adjustments for performance as part of budget process
Chairman McClain of whether the Board considers pay adjustments during the budget mid-year or it is normally through a reclassification because more responsibility has generally been taken on by an employee It was noted that Ms Levengood Ms Sloan has certainly taken on more responsibility The BCC would prefer to consider salary adjustments as a reclassification He this is a preliminary budget workshop and suggested advisory board work with Ms Darnell
In response to Chairman McClain Mr Bouyounes noted the has a Superintendent which may be a little different in responsibilities commented on the need to capture all responsibilities addressed with HR to look job description and bring a recommendation to the BCC Chairman McClain stated tile Board would be more comfortable with a reclassification
Mr Tomicl1 stated not to specific to this issue but wanted to point out overall budget not quite $800000 in revenue and is relying on Fund Balance year He noted more than $450000 in is proposed and $400000 in operating expenditures so they will be looking at an adjustment in the assessment that area as soon as next to maintain this level of
o or~ discussion ensued Mr Bouyounes suggested bringing all those positions with a reclassification as
an agenda item for approval which will then be reflected in budget irman McClain stated jf want to do a reclassification of a position can go and
with HR present Board discussion Ms stated did not for a She advised that she does not
more positions noting the part-time employee was previously eliminated and she can work without that being changed to a full time employee Ms Darnell the position is still in budget even though it has not been filled or being advertised Chairman McClain asked if this is the General Maintenance Technician position Ms Darnell concurred In response to Chairman McClain Ms Darnell stated the position is the budget however it is Ms Sloan clarified 3 positions are open that they will filling Ms Darnell that is noting another Maintenance Technician position is also open (vacant)
Chairman McClain directed staff get with and bring back a reclassification sometime during the budget process for discussion as it relates to the budget
Book U 555
July 14 2015
Commissioner questioned the deficit next year (FY 17-18) and the millage rate Mr Tomich stated it is a fixed parcel of $30 per lot which is a levy
this point of $798000 although that full amount will not be collected something less $800000 will be collected Commissioner Zalak questioned how much in reserves
is being used today Mr Tomich advised the Carry Forward is showing at $461000 and Reserves are $205000 and approximated that over $100000 in Reserves are being
In response to Commissioner Ms clarified that the parcel vary and is for mowing and lighting and $50 for residential
for commercial and $20 condominiums for road improvements stated does not have a copy of the Ordinance with her and that it not state a maximum Commissioner Zalak it is still a deficit of $100000
Mr Tomich opined that one of the first is to look realistically which vacancies are being maintained and delete positions if that is what it takes to balance the budget It was general consensus of Board to concur Mr Tomich noted that in 2014 the actual expenditures were $700000 If 2016 is going a whole lot different than 2014 they may need a more realistic budget that can show they can operate within current -
Chairman McClain reiterated that and the advisory board have work do He them to meet with HR to address the reclassification and bring a
recommendation back to the Board It was the consensus of the Board that are no further questions in
regard to MSTU Department Commissioner Bryant out at pm
======-== - Solid Waste Director Mike appeared to review departments proposed budget for 2015-16 for Department 4230 Solid Waste Disposal (page 582) Department Solid Waste Collection (page and Department Solid Waste Recycling (page 589) introduced Operations Manager
Starkey and Budget amp Administration Coordinator Ronald Crews (who remained 0011 in the audience) ACA Bouyounes was also present
Mr Sims that Solid Waste Department is made up 3 Divisions Department 4230 is Disposal Division which basically runs the Landfill the old landfills and transfer station operations as well as all of the facilities Department 4250 is the Collection Division which also contains Litter Control Enforcement and Department 4270 is the 18 Recycling that out and around the County He provided a recap of some of departments accomplishments in the last year as a slight increase of 133000 tons of disposal waste into landfill which is over 127000 received the previous year
Commissioner Bryant returned at 348 pm Mr Sims continued recapping accomplishments noting a slight in
customer counts utilizing the Baseline Landfill facility as well as Recycling Centers by over visits department also a County recycling of completed building Newton Recycling Center and remediation project by installing a closure cover and stormwater collection system on the landfill started Davis Landfill water line extension the public drinking water system noting there are other associated programs with project and they are now trying to acquire enough ROW to move that project forward Funding in the upcoming budget will with the
556 Book U
July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
Book U Page
July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
II
July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
Book U 561
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
July 14 5
owned by Mr deMenzes and is on southeast corner of the City and wraps across the road from MCUs South A purchase price of
$18 million and change has been negotiated that system MCU had Burton amp perform the financial analysis on which will not have any impact
on MCU as the majority of customers aU the way up 14000 gallons per month will see about a $3 month increase by coming to the MCU once above the 14000 gallons per month it is less than a $10 increase up to 20000 gallons and once above 20000 gallons their $539 increment kicks in and start feeling it He noted this
one of the issues Mr deMenzes has with over the past in that he does not rate structure however he one approved that goes into
10000 gallons that will be raised by $050 In response to Chairman McClain stated the purchase price is $1
McClain clarified that of will be to purchase the system lt1ltgt1011 MCU will pay out of Capital currently on hand
that back into Capital Mr Mellinger addressed the high
Mechanics noting this year the Utility turnover Field Mechanics The turnover for 3 He asked that Human for pOSitions and find out where they are people are leaving for more money Mr Mellinger requested permission use up to $75000 of the $87000 in savings this help adjust those salaries to hopefully some of the turnover
Commissioner Zalak inquired if the $87000 savings is all operational Mr Mellinger concurred Commissioner Zalak d staff to bring back a salary study
see if all of the $75000 needs to be spent Chairman McClain directed staff to cond survey noting the Board would like to have the opportunity to discuss the
Mr Mellinger concurred McClain advised that it is the Board at least explore what
475 and 475A noting some properties in that area will require the County will to figure out how to go under
side of opined that the County should it done while going out which will be worked out
Agreements noting will cover the ltgtvrlltgtn
00ltgt discussion ensued Commissioner Zalak questioned how of the Bond money will
Mellinger $12000000 will the Marion Oaks Water 101
which will start out as a 1 mgd facility at a cost of about $12 to Commissioner Zalak Mr Meliginer stated the facility needs
2017 noting the problem MCU has is that it a 220000 gallon plant at -VIYIJ
and flows need to be moved south I of building a plant at Golden right now MCU looked at where the best place to build a plant was and determined that Marion
is place Rather than spending $12000000 at Golden Ocala and another $12000000 at Marion Oaks that will be in 5 years MCU can go ahead spend the money down there and put $5000000 into a pipeline that will take from Ocala to Oak Run take Marion Oaks and SummerGlens flows of Oak Run put them back at the Marion This also gives MCU ability
Oak Run Marion vice-versa as well as run flows back Golden Ocala and MCU will want to
Book U
5 July 14
build a plant at Golden it is just the timing right now and the Marion Oaks plant is the better option of the effluent disposal opportunities even though Ocala has a commitment of 2000000 gallons of effluent that can be taken for golf course or whatever however it is unknown if Golden can get a consumptive use permit (CUP) for that amount however Golden Ocala a commitment for water that they have to on so that MCU can move flows away in to save money Eventually MCU may go and put in plant but they want
membrane that was built at Salt Springs to more comfortable with which a much smaller footprint it is believed that a
facility can be put that will be less General discussion In response to Zalak Mr Mellinger Trilogy is starting to build
homes which is driving MCU to do something now the Golden Ocala plant does not have enough capacity to take care of development Trilogy Mr Mellinger stated MCU has the Capital in its rate sufficiency analysis which is programed in so they knew they were going to to spend it they also revenues that would received and the capital will be returned with the charges it also the added customer that supports long term It will have a impact on MCUs without that northwest area In reply to Commissioner Mellinger advised that City Ocala is not a Wholesale Agreement
General Commissioner questioned how MCU is on bad debt Mr Mellinger they are still in the of making telephone and pleading with customers
as well as sending noting the customers are obviously cut off He noted the collection agencys success is not as great as one would think Mr Mellinger CTOlTtgtro
the success rate of collecting on bad debt is around 20 eventually reaches a point where it is written off advised that the County Attorney is currently reviewing proposals noting one proposal is to start placing a lien on property so that the debt can
recovered once is sold General
commented on MCU a charge even services are looking at a new some of those assumptions
are built in and from a policy standpoint if the County continue down that path or explore different opportunities He commented on bonding process and what the County has committed to as as a rate solidifies that so a choice cannot be Commissioner Zalak did not necessarily want to into a new Bond with the same presumptions if it can avoided Mr Bouyounes that the new Bond will assume what the County in the Ordinance Commissioner Zalak stated the Board should consider any to the Ordinance prior to bonding Mr Mellinger it may be a bank loan rather than a Bond Chairman McClain it is a good discussion to have at a later date Mr Mellinger commented on concerns by Burton amp in
to options General Mr Bouyounes if the Board wanted to the bonding at the next
strategic planning It was the general consensus of the Board to concur Mr Mellinger questioned if Board wanted a report from Burton amp Associates prior to the planning session Chairman McClain clarified that direction is that the Board wants explore this thought as it relates to the Bond Mr Mellinger suggested that he
Book U Page 549
July 14 2015
wait to see how fast he can get something from Burton amp Associates and then schedule a workshop Commissioner Zalak recommended that the Board look at the Ordinance and consider the options while they have the opportunity Mr Mellinger briefly commented on the base charge
Mr Garri commented on a legal issue in regard to the Reimbursement Resolution document which the Board will have to execute in order to take Bond proceeds if a bond is taken and reimburse prior expenses before the date of the Bond issue He clarified that MCU cannot start spending money now thinking it will get reimbursed unless a Reimbursement Resolution is in place which is something the County Attorney will have to prepare In response to Chairman McClain Mr Mellinger stated he understood what Mr Garri said as well as what the Board wants to discuss
Clerk Ellspermann requested an update from Mr Mellinger on returning deposits or hookup fees that is of concern to the Auditors Mr Mellinger stated he is aware that the Auditors are concerned about that money but it has not been the highest priority until this year He advised that he asked Customer Service amp Billing Manager Nancy Jarvis to drop everything and dedicate her time toward working on that list noting it is not an easy process Mr Mellinger gave his commitment that the task will be completed by the end of the calendar year December 31 2015 so that it hopefully will not go into next years audit
It was the general consensus of the Board that there are no further issues to discuss with regard to the MCUs budgets
Chairman McClain directed staff to take a comprehensive look at CR 484 purchase of the deMenzes system salary study and go ahead and start putting the timetable together for the Bond or bank loan Mr Mellinger noted that he shared the Rate Sufficiency Analysis with the Board this year
Commissioners Bryant and Moore out at 304 pm Chairman McClain advised that the Board will deviate from the schedule and
consider the MSTU budget next Commissioner Moore returned at 305 pm
BudgetsDistrictsSubdivisions - Municipal Service Taxing Unit (MSTU) Director Teresa Darnell appeared to review the departments proposed budget for FY 2015-16 for Department 4155 MSTUAssessments (page 135) Department 4156 MSTU Assessments - PA (public assistance) (page 137) Department 4600 Road Assessments (page 220) Department 4320 Marion Oaks Recreation (page 330) Department 8100 Silver Springs Shores Recreation Facility (page 339) Department 8110 Silver Springs Shores Street Lighting (page 343) Department 8200 Hills of Ocala Recreation (page 350) and Department 4930 Marion Oaks MSTU for General Services (page 476) ACA Bouyounes was also present
Ms Darnell stated Department 4155 MSTUAssessments budget found on page 135 is pretty straight forward and proposes the elimination of 3 Staff Assistant positions and create 2 new Assessment Specialists positions as previously discussed She noted the Community Services Department has taken over the low income assistance program which was also previously discussed The MSTU Department also handles postage for 30 or so County Departments and that responsibility will be shared between the Administrative Staff Assistant and the Assessment Specialist I position An Advisory Board seminar will be held in November of 2015 for new members
The MSTU is fully staffed at this time with 3 Project Coordinators Pete Hodges
Page 550 Book U
July 14 2015
who has been with the County for over 10 years Richard McClean who was previously with the OCE Stormwater Division and the 3rd Project Coordinator was brought on board and is new Marion County The department is a behind on projects and currently more than a dozen inspections which will responded to as as they can now that they are fully staffed
Commissioner Bryant at 308 pm Ms stated department is working toward greatest level
they can The first new project petitions are out for Turning Hawk which are on August 212015
Chairman McClain inquired as to the number projects MSTU is currently working on have out or are in construction Ms Darnell she not have
number in front of her but noted the department has more than a requests that they are now inspecting and preparing estimates for which not include ongoing and Municipal Service Unit (MSBU) projects noted that petitions for Turning Hawk are out right now and everything is in and they know Hgt they stand final public hearings are scheduled week Silver Springs
is a maintenance project will be brought to the Board A Change (CO) was recently approved for Marion Oaks to another 15 The Department is also getting ready to go to bid on Silver Springs Shores which is a little more than 14 miles
Darnell Department 4156 MSTUAssessments which is low income assistance program and can be found on page 1 is proposing to
that budget from $25000 to $20000 and will be going the Community Services Department noted 29 applications have been received so far this but the deadline is not until August 28 2015 year $25000 was budgeted $18000 was used
Chairman McClain asked if this budget will continue leaving Department 4156 with or move it Community at some point in the Mr Kauffman stated
is agreeable moving the budget to Community Services Chairman McClain advised that this budget will not next r
Ms Darnell Department 4600 Road Assessments found on page noting that number came way down this year from what it was last but upon review of list of it was realized that many of them had already failed petition one of which was handled privately through a homeowners association (HOA) list was pared down what might happen however it is anticipated that number will due to amount of inspection requests
Darnell Department 4320 Marion Oaks and can found on page 330 noted that Mr Tomich presented them with a financial forecast
shows they are in good until 2018 Ms Darnell commented on the improvements playground improvements possible parking expansion resealing of the courtyard basketball courts and a storage building) which the Advisory Board is exploring A conceptual drawing a proposed park was prepared by DirectorLandscape Architect Jim Couillard where that goes remains to be seen as it has a lot to do with property values and collections
Commissioner Zalak if the improvements is just money that has not yet been allocated to a Ms Darnell stated that is correct
Ms Darnell this department has 1 vacancy for a part-time Recreation Aide interviews have conducted but they have secure for the primarily due to drug testing
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July 14 2015
Chairman McClain inquired as to line item 564101 Machinery and Equipment for a golf cart in the amount of $8000 (page 332) Marion Oaks Building amp Ground Supervisor David Pierce stated it is an estimated costs for a motorized golf cart instead of an electric one which is about $1500 more than the traditional golf carts
Ms Darnell along with Chairman C J Hagins Silver Springs Shores Special Tax District Advisory Council appeared to address Department 8100 Silver Springs Shores Recreation Facility which can be found on page 339 Approximately 50 of the staff is retirement eligible The facility is aging and needs some attention It was recently learned that the Youth Center restrooms will require upgrades to become compliant IVIs Darnell noted they have met with Facilities Management Director Andy Race who suggested that the work itself will be about $25000 and an architect will be needed which will cost approximately $25000 so they are guesstimating the cost to be around $50000 Problems exist with the Youth Center pool deck that is settling and the parking lot is crumbling and is in bad condition The advisory board is leaning toward adding some computer labs in both the Community Center and Youth Center surplus computers that were upgraded this year can be used She advised that she met with IT to obtain cost estimates and opined that both can be done for about $5000
Ms Darnell noted this department has 3 vacancies the office is currently staffed by a Spherion Staffing Services person (temporary person) and a Recreation Aide is out with an injury as well as upcoming vacations She advised that she may also be monitoring at the pool this weekend Risk Management recommends certified lifeguards at the pools Silver Springs Shores has 3 swimming pools and national standards require 1 lifeguard per 50 occupants The swimming pools are currently operated with no lifeguards on duty and signage states that fact pool monitors are simply there to monitor as they are not certified Red Cross Lifeguards Staff has been used as monitors however some are not comfortable watching 50 people and feel they can only handle 25 Ms Darnell stated it has been her goal to keep all 3 pools operational and open on the weekends
Ms Darnell stated she would like to bring forth an Agenda Item in the near future to downgrade the Youth Recreation Specialist position (page 341) to a Recreation Leader II position which is more in line with the Parks amp Recreation Department this position can train up to become a Recreation Manager in the succession plan She further commented on reclassifying the General Maintenance TechLifeguard by splitting the position to a Building and Grounds Technician which will then free them up to add another part-time seasonal certified lifeguard With 3 lifeguards during the summer months it will allow for 1 full time lifeguard to work year round at the heated pool and the summer pools can be staffed with seasonal lifeguards
Ms Darnell advised that she spoke with Mr Couillard about partnering with the Parks amp Recreation Department and bringing some programs to the Youth Center She stated the Youth Director recently resigned and took a position at The Villages noting there are lots of openings
Commissioner Zalak inquired as to what the recommendation is at this point Ms Darnell opined that there could be a benefit to the citizens of Silver Springs Shores if the Community Center and swimming pools were under the Parks amp Recreation Department simply because it is a recreation facility however she does not know if they are considering this idea but there is a need for partnering
Commissioner Moore commented on the library in Silver Springs Shores Mr Hagins advised that he attended the residents meeting last night and noted one group is
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generally the idea the Youth He stated are going move forward with getting in the Youth as well as the Community Center Commissioner Moore if books will moved into the Youth Center Mr Hagins it is possible Ms Darnell advised that there is a Library in the Community however children are not allowed
Commissioner Bryant commented on having Parks amp Recreation taking this over and inquired if it would still fall MSTU as as funding Mr Bouyounes noted positions from MSTU will to that facility guidance management will the Parks amp Department instead of the MSTU Department if that is direction the Board wants to go Ms Darnel stated it may be something to explore in a workshop at a later
General discussion ensued Commissioner Zalak opined that Ms Darnell to get with the Director
to figure out how to make some those mechanical pieces work they [Parks] already expertise on it is to recruit people over the summer makes no sense MSTU and manage element He recommended bring back a proposal as to how to transition working with advisory council
Chairman McClain commented on the staff positions just addressed noting the budget number staff will have to change Ms Darnell concurred and that she will bring those numbers forward in an Agenda Item the pay 13 position will be downgraded which will up funding for the seasonal position
the Maintenance TechnicianLifeguard would with no pay change as it will still be a pay 5 She budget will be minimal
Commissioner Zalak suggested staff meet with Parks Department and aHow them to look this over as well noting they may need with the Parks classifications in the transition than what is here today It was the general consensus of the Board to concur Mr Bouyounes opined that if this is on the 4 2015 Agenda and approved by the then it can in the Chairman McClain it can be included the budget with the change made
Commissioner Bryant noted Department 811 Silver Springs Street Lighting found on page 343 contains only 1 line item
Ms Darnell addressed Department 8200 Hills of Ocala Recreation which is a community park (passive park) with a meeting facility and can be found on 350 The advisory board is looking to their tennis They wanted to purchase some toddler playground equipment but are with the so they are looking new fiber around existing playground as well as replacing some benches and do some minimal other than that this budget has not The facility is currently rented by a church that has some property on CR 484 where they will building a facility so some of the rental income will be lost in future There does not seem to be any room for expansion on collections as it is pretty much a passive
Ms Darnell along with Advisory Board Chairman Levengood 4930 Marion MSTU for which can
Darnell advised Department experienced a high turnover rate currently has 4 She stated would like to bring forth an agenda item to eliminate a part-time Maintenance nician position reclassify
Book U 553
July 14 2015
Maintenance Mechanic a Medium Equipment position in staff to all maintenance responsibilities of the (page 477)
there has not been much discussion they would also like to going from 4 1 hour days to 58-hour days Currently are 2 crews one is working Monday through Thursday and is working Tuesday through Friday Going 58-hour days would not require having Supervisor staff for 2 different crews as 1 Supervisor could be Monday thru Friday Ms Darnell stated will have to speak to the HR Director about this change to see if this will be a more way to those crews
employees involved another is Marion Services
Board is asking for a salary increase for Superintendent Sloan in the amount of $3934 this is not a reclassification but a 95 request based on fact that they took over maintenance of waterfall 2 years and Ms Sloan 17 years of service with the County In response to Commissioner Bryant Ms Darnell advised that the increase is not included in the budget
In response to Commissioner Ms Levengood to the d of advisory board and stated is to in the operation of
make recommendations capital expenditures staffing and
expansions She that from the first budget that Marion Oaks Advisory Board originally prepared in March to the one the is looking at $300000 was cut from the budget and considerably lowered noting they are not yet done As Ms Darnell stated the advisory board recommended moving a part-time employee to a vacant full time position delete the part-time position which resu another savings of approximately $16000 The advisory board is also recommending reclassification of a position for the waterfall which will provide savings of $9500 total over approximately $25500 from what is before the today
Ms Levengood noted that Ms Sloan has been with Marion Oaks Services MSTU almost 18 years and is too humble to ask for a raise The number workers has from 4 to 9 as well as the amount of equipment with 90 the equipment maintenance being done Transportation assumed maintenance of Units 9 6A 6B 11 and 12 along with the other 7 Units Ms Sloan maintains for a total of about 350 which is an 118 miles just in last few years With BCC approval the board has added the waterfall which Ms Sloan also oversees
of of responsibility by Marion Oaks MSTU General Services and facts they are the raise in to the for the position be for Ms Sloan who is an exemplary that and beyond on a daily
Chairman McClain inquired if position should reclassified in order provide a raise for Ms In response to Commissioner Zalak Ms Darnell stated the pay increase was not included in the budget because she was advised to bring it to the workshop
Zalak noted it is somewhat confusing as Board Policy that adviSOry boards are not to direction employees or playa role in personnel nltgtT stated the two are different Policy is for advisory members not to direction to as to what to or not do on a day-to-day however part of their duties is to a budget and present
Page 554 Book U
July 14 2015
it to the BCC stated advisory board has every right to present a recommendation to the BCC
discussion Chairman McClain stated the Board should give them some direction as to whether
or not the position should reclassified or advise if this is okay for the advisory board to do this going forward
Mr Tomich advised that as far as is concerned it not really deal with individual employees but a time where the rd will determine recommendations that a given of position or position responsibility is appropriate to the job When the discussion turns to performance an individual in a position or whether that person doing something that is over and the of that it a matter of personnel or looking at the position itself He expressed concern with trying to do employee reviews and salary adjustments for performance as part of budget process
Chairman McClain of whether the Board considers pay adjustments during the budget mid-year or it is normally through a reclassification because more responsibility has generally been taken on by an employee It was noted that Ms Levengood Ms Sloan has certainly taken on more responsibility The BCC would prefer to consider salary adjustments as a reclassification He this is a preliminary budget workshop and suggested advisory board work with Ms Darnell
In response to Chairman McClain Mr Bouyounes noted the has a Superintendent which may be a little different in responsibilities commented on the need to capture all responsibilities addressed with HR to look job description and bring a recommendation to the BCC Chairman McClain stated tile Board would be more comfortable with a reclassification
Mr Tomicl1 stated not to specific to this issue but wanted to point out overall budget not quite $800000 in revenue and is relying on Fund Balance year He noted more than $450000 in is proposed and $400000 in operating expenditures so they will be looking at an adjustment in the assessment that area as soon as next to maintain this level of
o or~ discussion ensued Mr Bouyounes suggested bringing all those positions with a reclassification as
an agenda item for approval which will then be reflected in budget irman McClain stated jf want to do a reclassification of a position can go and
with HR present Board discussion Ms stated did not for a She advised that she does not
more positions noting the part-time employee was previously eliminated and she can work without that being changed to a full time employee Ms Darnell the position is still in budget even though it has not been filled or being advertised Chairman McClain asked if this is the General Maintenance Technician position Ms Darnell concurred In response to Chairman McClain Ms Darnell stated the position is the budget however it is Ms Sloan clarified 3 positions are open that they will filling Ms Darnell that is noting another Maintenance Technician position is also open (vacant)
Chairman McClain directed staff get with and bring back a reclassification sometime during the budget process for discussion as it relates to the budget
Book U 555
July 14 2015
Commissioner questioned the deficit next year (FY 17-18) and the millage rate Mr Tomich stated it is a fixed parcel of $30 per lot which is a levy
this point of $798000 although that full amount will not be collected something less $800000 will be collected Commissioner Zalak questioned how much in reserves
is being used today Mr Tomich advised the Carry Forward is showing at $461000 and Reserves are $205000 and approximated that over $100000 in Reserves are being
In response to Commissioner Ms clarified that the parcel vary and is for mowing and lighting and $50 for residential
for commercial and $20 condominiums for road improvements stated does not have a copy of the Ordinance with her and that it not state a maximum Commissioner Zalak it is still a deficit of $100000
Mr Tomich opined that one of the first is to look realistically which vacancies are being maintained and delete positions if that is what it takes to balance the budget It was general consensus of Board to concur Mr Tomich noted that in 2014 the actual expenditures were $700000 If 2016 is going a whole lot different than 2014 they may need a more realistic budget that can show they can operate within current -
Chairman McClain reiterated that and the advisory board have work do He them to meet with HR to address the reclassification and bring a
recommendation back to the Board It was the consensus of the Board that are no further questions in
regard to MSTU Department Commissioner Bryant out at pm
======-== - Solid Waste Director Mike appeared to review departments proposed budget for 2015-16 for Department 4230 Solid Waste Disposal (page 582) Department Solid Waste Collection (page and Department Solid Waste Recycling (page 589) introduced Operations Manager
Starkey and Budget amp Administration Coordinator Ronald Crews (who remained 0011 in the audience) ACA Bouyounes was also present
Mr Sims that Solid Waste Department is made up 3 Divisions Department 4230 is Disposal Division which basically runs the Landfill the old landfills and transfer station operations as well as all of the facilities Department 4250 is the Collection Division which also contains Litter Control Enforcement and Department 4270 is the 18 Recycling that out and around the County He provided a recap of some of departments accomplishments in the last year as a slight increase of 133000 tons of disposal waste into landfill which is over 127000 received the previous year
Commissioner Bryant returned at 348 pm Mr Sims continued recapping accomplishments noting a slight in
customer counts utilizing the Baseline Landfill facility as well as Recycling Centers by over visits department also a County recycling of completed building Newton Recycling Center and remediation project by installing a closure cover and stormwater collection system on the landfill started Davis Landfill water line extension the public drinking water system noting there are other associated programs with project and they are now trying to acquire enough ROW to move that project forward Funding in the upcoming budget will with the
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July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
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July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
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July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
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July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
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5 July 14
build a plant at Golden it is just the timing right now and the Marion Oaks plant is the better option of the effluent disposal opportunities even though Ocala has a commitment of 2000000 gallons of effluent that can be taken for golf course or whatever however it is unknown if Golden can get a consumptive use permit (CUP) for that amount however Golden Ocala a commitment for water that they have to on so that MCU can move flows away in to save money Eventually MCU may go and put in plant but they want
membrane that was built at Salt Springs to more comfortable with which a much smaller footprint it is believed that a
facility can be put that will be less General discussion In response to Zalak Mr Mellinger Trilogy is starting to build
homes which is driving MCU to do something now the Golden Ocala plant does not have enough capacity to take care of development Trilogy Mr Mellinger stated MCU has the Capital in its rate sufficiency analysis which is programed in so they knew they were going to to spend it they also revenues that would received and the capital will be returned with the charges it also the added customer that supports long term It will have a impact on MCUs without that northwest area In reply to Commissioner Mellinger advised that City Ocala is not a Wholesale Agreement
General Commissioner questioned how MCU is on bad debt Mr Mellinger they are still in the of making telephone and pleading with customers
as well as sending noting the customers are obviously cut off He noted the collection agencys success is not as great as one would think Mr Mellinger CTOlTtgtro
the success rate of collecting on bad debt is around 20 eventually reaches a point where it is written off advised that the County Attorney is currently reviewing proposals noting one proposal is to start placing a lien on property so that the debt can
recovered once is sold General
commented on MCU a charge even services are looking at a new some of those assumptions
are built in and from a policy standpoint if the County continue down that path or explore different opportunities He commented on bonding process and what the County has committed to as as a rate solidifies that so a choice cannot be Commissioner Zalak did not necessarily want to into a new Bond with the same presumptions if it can avoided Mr Bouyounes that the new Bond will assume what the County in the Ordinance Commissioner Zalak stated the Board should consider any to the Ordinance prior to bonding Mr Mellinger it may be a bank loan rather than a Bond Chairman McClain it is a good discussion to have at a later date Mr Mellinger commented on concerns by Burton amp in
to options General Mr Bouyounes if the Board wanted to the bonding at the next
strategic planning It was the general consensus of the Board to concur Mr Mellinger questioned if Board wanted a report from Burton amp Associates prior to the planning session Chairman McClain clarified that direction is that the Board wants explore this thought as it relates to the Bond Mr Mellinger suggested that he
Book U Page 549
July 14 2015
wait to see how fast he can get something from Burton amp Associates and then schedule a workshop Commissioner Zalak recommended that the Board look at the Ordinance and consider the options while they have the opportunity Mr Mellinger briefly commented on the base charge
Mr Garri commented on a legal issue in regard to the Reimbursement Resolution document which the Board will have to execute in order to take Bond proceeds if a bond is taken and reimburse prior expenses before the date of the Bond issue He clarified that MCU cannot start spending money now thinking it will get reimbursed unless a Reimbursement Resolution is in place which is something the County Attorney will have to prepare In response to Chairman McClain Mr Mellinger stated he understood what Mr Garri said as well as what the Board wants to discuss
Clerk Ellspermann requested an update from Mr Mellinger on returning deposits or hookup fees that is of concern to the Auditors Mr Mellinger stated he is aware that the Auditors are concerned about that money but it has not been the highest priority until this year He advised that he asked Customer Service amp Billing Manager Nancy Jarvis to drop everything and dedicate her time toward working on that list noting it is not an easy process Mr Mellinger gave his commitment that the task will be completed by the end of the calendar year December 31 2015 so that it hopefully will not go into next years audit
It was the general consensus of the Board that there are no further issues to discuss with regard to the MCUs budgets
Chairman McClain directed staff to take a comprehensive look at CR 484 purchase of the deMenzes system salary study and go ahead and start putting the timetable together for the Bond or bank loan Mr Mellinger noted that he shared the Rate Sufficiency Analysis with the Board this year
Commissioners Bryant and Moore out at 304 pm Chairman McClain advised that the Board will deviate from the schedule and
consider the MSTU budget next Commissioner Moore returned at 305 pm
BudgetsDistrictsSubdivisions - Municipal Service Taxing Unit (MSTU) Director Teresa Darnell appeared to review the departments proposed budget for FY 2015-16 for Department 4155 MSTUAssessments (page 135) Department 4156 MSTU Assessments - PA (public assistance) (page 137) Department 4600 Road Assessments (page 220) Department 4320 Marion Oaks Recreation (page 330) Department 8100 Silver Springs Shores Recreation Facility (page 339) Department 8110 Silver Springs Shores Street Lighting (page 343) Department 8200 Hills of Ocala Recreation (page 350) and Department 4930 Marion Oaks MSTU for General Services (page 476) ACA Bouyounes was also present
Ms Darnell stated Department 4155 MSTUAssessments budget found on page 135 is pretty straight forward and proposes the elimination of 3 Staff Assistant positions and create 2 new Assessment Specialists positions as previously discussed She noted the Community Services Department has taken over the low income assistance program which was also previously discussed The MSTU Department also handles postage for 30 or so County Departments and that responsibility will be shared between the Administrative Staff Assistant and the Assessment Specialist I position An Advisory Board seminar will be held in November of 2015 for new members
The MSTU is fully staffed at this time with 3 Project Coordinators Pete Hodges
Page 550 Book U
July 14 2015
who has been with the County for over 10 years Richard McClean who was previously with the OCE Stormwater Division and the 3rd Project Coordinator was brought on board and is new Marion County The department is a behind on projects and currently more than a dozen inspections which will responded to as as they can now that they are fully staffed
Commissioner Bryant at 308 pm Ms stated department is working toward greatest level
they can The first new project petitions are out for Turning Hawk which are on August 212015
Chairman McClain inquired as to the number projects MSTU is currently working on have out or are in construction Ms Darnell she not have
number in front of her but noted the department has more than a requests that they are now inspecting and preparing estimates for which not include ongoing and Municipal Service Unit (MSBU) projects noted that petitions for Turning Hawk are out right now and everything is in and they know Hgt they stand final public hearings are scheduled week Silver Springs
is a maintenance project will be brought to the Board A Change (CO) was recently approved for Marion Oaks to another 15 The Department is also getting ready to go to bid on Silver Springs Shores which is a little more than 14 miles
Darnell Department 4156 MSTUAssessments which is low income assistance program and can be found on page 1 is proposing to
that budget from $25000 to $20000 and will be going the Community Services Department noted 29 applications have been received so far this but the deadline is not until August 28 2015 year $25000 was budgeted $18000 was used
Chairman McClain asked if this budget will continue leaving Department 4156 with or move it Community at some point in the Mr Kauffman stated
is agreeable moving the budget to Community Services Chairman McClain advised that this budget will not next r
Ms Darnell Department 4600 Road Assessments found on page noting that number came way down this year from what it was last but upon review of list of it was realized that many of them had already failed petition one of which was handled privately through a homeowners association (HOA) list was pared down what might happen however it is anticipated that number will due to amount of inspection requests
Darnell Department 4320 Marion Oaks and can found on page 330 noted that Mr Tomich presented them with a financial forecast
shows they are in good until 2018 Ms Darnell commented on the improvements playground improvements possible parking expansion resealing of the courtyard basketball courts and a storage building) which the Advisory Board is exploring A conceptual drawing a proposed park was prepared by DirectorLandscape Architect Jim Couillard where that goes remains to be seen as it has a lot to do with property values and collections
Commissioner Zalak if the improvements is just money that has not yet been allocated to a Ms Darnell stated that is correct
Ms Darnell this department has 1 vacancy for a part-time Recreation Aide interviews have conducted but they have secure for the primarily due to drug testing
Book U Page
July 14 2015
Chairman McClain inquired as to line item 564101 Machinery and Equipment for a golf cart in the amount of $8000 (page 332) Marion Oaks Building amp Ground Supervisor David Pierce stated it is an estimated costs for a motorized golf cart instead of an electric one which is about $1500 more than the traditional golf carts
Ms Darnell along with Chairman C J Hagins Silver Springs Shores Special Tax District Advisory Council appeared to address Department 8100 Silver Springs Shores Recreation Facility which can be found on page 339 Approximately 50 of the staff is retirement eligible The facility is aging and needs some attention It was recently learned that the Youth Center restrooms will require upgrades to become compliant IVIs Darnell noted they have met with Facilities Management Director Andy Race who suggested that the work itself will be about $25000 and an architect will be needed which will cost approximately $25000 so they are guesstimating the cost to be around $50000 Problems exist with the Youth Center pool deck that is settling and the parking lot is crumbling and is in bad condition The advisory board is leaning toward adding some computer labs in both the Community Center and Youth Center surplus computers that were upgraded this year can be used She advised that she met with IT to obtain cost estimates and opined that both can be done for about $5000
Ms Darnell noted this department has 3 vacancies the office is currently staffed by a Spherion Staffing Services person (temporary person) and a Recreation Aide is out with an injury as well as upcoming vacations She advised that she may also be monitoring at the pool this weekend Risk Management recommends certified lifeguards at the pools Silver Springs Shores has 3 swimming pools and national standards require 1 lifeguard per 50 occupants The swimming pools are currently operated with no lifeguards on duty and signage states that fact pool monitors are simply there to monitor as they are not certified Red Cross Lifeguards Staff has been used as monitors however some are not comfortable watching 50 people and feel they can only handle 25 Ms Darnell stated it has been her goal to keep all 3 pools operational and open on the weekends
Ms Darnell stated she would like to bring forth an Agenda Item in the near future to downgrade the Youth Recreation Specialist position (page 341) to a Recreation Leader II position which is more in line with the Parks amp Recreation Department this position can train up to become a Recreation Manager in the succession plan She further commented on reclassifying the General Maintenance TechLifeguard by splitting the position to a Building and Grounds Technician which will then free them up to add another part-time seasonal certified lifeguard With 3 lifeguards during the summer months it will allow for 1 full time lifeguard to work year round at the heated pool and the summer pools can be staffed with seasonal lifeguards
Ms Darnell advised that she spoke with Mr Couillard about partnering with the Parks amp Recreation Department and bringing some programs to the Youth Center She stated the Youth Director recently resigned and took a position at The Villages noting there are lots of openings
Commissioner Zalak inquired as to what the recommendation is at this point Ms Darnell opined that there could be a benefit to the citizens of Silver Springs Shores if the Community Center and swimming pools were under the Parks amp Recreation Department simply because it is a recreation facility however she does not know if they are considering this idea but there is a need for partnering
Commissioner Moore commented on the library in Silver Springs Shores Mr Hagins advised that he attended the residents meeting last night and noted one group is
Page 552 Book U
July 14 2015
generally the idea the Youth He stated are going move forward with getting in the Youth as well as the Community Center Commissioner Moore if books will moved into the Youth Center Mr Hagins it is possible Ms Darnell advised that there is a Library in the Community however children are not allowed
Commissioner Bryant commented on having Parks amp Recreation taking this over and inquired if it would still fall MSTU as as funding Mr Bouyounes noted positions from MSTU will to that facility guidance management will the Parks amp Department instead of the MSTU Department if that is direction the Board wants to go Ms Darnel stated it may be something to explore in a workshop at a later
General discussion ensued Commissioner Zalak opined that Ms Darnell to get with the Director
to figure out how to make some those mechanical pieces work they [Parks] already expertise on it is to recruit people over the summer makes no sense MSTU and manage element He recommended bring back a proposal as to how to transition working with advisory council
Chairman McClain commented on the staff positions just addressed noting the budget number staff will have to change Ms Darnell concurred and that she will bring those numbers forward in an Agenda Item the pay 13 position will be downgraded which will up funding for the seasonal position
the Maintenance TechnicianLifeguard would with no pay change as it will still be a pay 5 She budget will be minimal
Commissioner Zalak suggested staff meet with Parks Department and aHow them to look this over as well noting they may need with the Parks classifications in the transition than what is here today It was the general consensus of the Board to concur Mr Bouyounes opined that if this is on the 4 2015 Agenda and approved by the then it can in the Chairman McClain it can be included the budget with the change made
Commissioner Bryant noted Department 811 Silver Springs Street Lighting found on page 343 contains only 1 line item
Ms Darnell addressed Department 8200 Hills of Ocala Recreation which is a community park (passive park) with a meeting facility and can be found on 350 The advisory board is looking to their tennis They wanted to purchase some toddler playground equipment but are with the so they are looking new fiber around existing playground as well as replacing some benches and do some minimal other than that this budget has not The facility is currently rented by a church that has some property on CR 484 where they will building a facility so some of the rental income will be lost in future There does not seem to be any room for expansion on collections as it is pretty much a passive
Ms Darnell along with Advisory Board Chairman Levengood 4930 Marion MSTU for which can
Darnell advised Department experienced a high turnover rate currently has 4 She stated would like to bring forth an agenda item to eliminate a part-time Maintenance nician position reclassify
Book U 553
July 14 2015
Maintenance Mechanic a Medium Equipment position in staff to all maintenance responsibilities of the (page 477)
there has not been much discussion they would also like to going from 4 1 hour days to 58-hour days Currently are 2 crews one is working Monday through Thursday and is working Tuesday through Friday Going 58-hour days would not require having Supervisor staff for 2 different crews as 1 Supervisor could be Monday thru Friday Ms Darnell stated will have to speak to the HR Director about this change to see if this will be a more way to those crews
employees involved another is Marion Services
Board is asking for a salary increase for Superintendent Sloan in the amount of $3934 this is not a reclassification but a 95 request based on fact that they took over maintenance of waterfall 2 years and Ms Sloan 17 years of service with the County In response to Commissioner Bryant Ms Darnell advised that the increase is not included in the budget
In response to Commissioner Ms Levengood to the d of advisory board and stated is to in the operation of
make recommendations capital expenditures staffing and
expansions She that from the first budget that Marion Oaks Advisory Board originally prepared in March to the one the is looking at $300000 was cut from the budget and considerably lowered noting they are not yet done As Ms Darnell stated the advisory board recommended moving a part-time employee to a vacant full time position delete the part-time position which resu another savings of approximately $16000 The advisory board is also recommending reclassification of a position for the waterfall which will provide savings of $9500 total over approximately $25500 from what is before the today
Ms Levengood noted that Ms Sloan has been with Marion Oaks Services MSTU almost 18 years and is too humble to ask for a raise The number workers has from 4 to 9 as well as the amount of equipment with 90 the equipment maintenance being done Transportation assumed maintenance of Units 9 6A 6B 11 and 12 along with the other 7 Units Ms Sloan maintains for a total of about 350 which is an 118 miles just in last few years With BCC approval the board has added the waterfall which Ms Sloan also oversees
of of responsibility by Marion Oaks MSTU General Services and facts they are the raise in to the for the position be for Ms Sloan who is an exemplary that and beyond on a daily
Chairman McClain inquired if position should reclassified in order provide a raise for Ms In response to Commissioner Zalak Ms Darnell stated the pay increase was not included in the budget because she was advised to bring it to the workshop
Zalak noted it is somewhat confusing as Board Policy that adviSOry boards are not to direction employees or playa role in personnel nltgtT stated the two are different Policy is for advisory members not to direction to as to what to or not do on a day-to-day however part of their duties is to a budget and present
Page 554 Book U
July 14 2015
it to the BCC stated advisory board has every right to present a recommendation to the BCC
discussion Chairman McClain stated the Board should give them some direction as to whether
or not the position should reclassified or advise if this is okay for the advisory board to do this going forward
Mr Tomich advised that as far as is concerned it not really deal with individual employees but a time where the rd will determine recommendations that a given of position or position responsibility is appropriate to the job When the discussion turns to performance an individual in a position or whether that person doing something that is over and the of that it a matter of personnel or looking at the position itself He expressed concern with trying to do employee reviews and salary adjustments for performance as part of budget process
Chairman McClain of whether the Board considers pay adjustments during the budget mid-year or it is normally through a reclassification because more responsibility has generally been taken on by an employee It was noted that Ms Levengood Ms Sloan has certainly taken on more responsibility The BCC would prefer to consider salary adjustments as a reclassification He this is a preliminary budget workshop and suggested advisory board work with Ms Darnell
In response to Chairman McClain Mr Bouyounes noted the has a Superintendent which may be a little different in responsibilities commented on the need to capture all responsibilities addressed with HR to look job description and bring a recommendation to the BCC Chairman McClain stated tile Board would be more comfortable with a reclassification
Mr Tomicl1 stated not to specific to this issue but wanted to point out overall budget not quite $800000 in revenue and is relying on Fund Balance year He noted more than $450000 in is proposed and $400000 in operating expenditures so they will be looking at an adjustment in the assessment that area as soon as next to maintain this level of
o or~ discussion ensued Mr Bouyounes suggested bringing all those positions with a reclassification as
an agenda item for approval which will then be reflected in budget irman McClain stated jf want to do a reclassification of a position can go and
with HR present Board discussion Ms stated did not for a She advised that she does not
more positions noting the part-time employee was previously eliminated and she can work without that being changed to a full time employee Ms Darnell the position is still in budget even though it has not been filled or being advertised Chairman McClain asked if this is the General Maintenance Technician position Ms Darnell concurred In response to Chairman McClain Ms Darnell stated the position is the budget however it is Ms Sloan clarified 3 positions are open that they will filling Ms Darnell that is noting another Maintenance Technician position is also open (vacant)
Chairman McClain directed staff get with and bring back a reclassification sometime during the budget process for discussion as it relates to the budget
Book U 555
July 14 2015
Commissioner questioned the deficit next year (FY 17-18) and the millage rate Mr Tomich stated it is a fixed parcel of $30 per lot which is a levy
this point of $798000 although that full amount will not be collected something less $800000 will be collected Commissioner Zalak questioned how much in reserves
is being used today Mr Tomich advised the Carry Forward is showing at $461000 and Reserves are $205000 and approximated that over $100000 in Reserves are being
In response to Commissioner Ms clarified that the parcel vary and is for mowing and lighting and $50 for residential
for commercial and $20 condominiums for road improvements stated does not have a copy of the Ordinance with her and that it not state a maximum Commissioner Zalak it is still a deficit of $100000
Mr Tomich opined that one of the first is to look realistically which vacancies are being maintained and delete positions if that is what it takes to balance the budget It was general consensus of Board to concur Mr Tomich noted that in 2014 the actual expenditures were $700000 If 2016 is going a whole lot different than 2014 they may need a more realistic budget that can show they can operate within current -
Chairman McClain reiterated that and the advisory board have work do He them to meet with HR to address the reclassification and bring a
recommendation back to the Board It was the consensus of the Board that are no further questions in
regard to MSTU Department Commissioner Bryant out at pm
======-== - Solid Waste Director Mike appeared to review departments proposed budget for 2015-16 for Department 4230 Solid Waste Disposal (page 582) Department Solid Waste Collection (page and Department Solid Waste Recycling (page 589) introduced Operations Manager
Starkey and Budget amp Administration Coordinator Ronald Crews (who remained 0011 in the audience) ACA Bouyounes was also present
Mr Sims that Solid Waste Department is made up 3 Divisions Department 4230 is Disposal Division which basically runs the Landfill the old landfills and transfer station operations as well as all of the facilities Department 4250 is the Collection Division which also contains Litter Control Enforcement and Department 4270 is the 18 Recycling that out and around the County He provided a recap of some of departments accomplishments in the last year as a slight increase of 133000 tons of disposal waste into landfill which is over 127000 received the previous year
Commissioner Bryant returned at 348 pm Mr Sims continued recapping accomplishments noting a slight in
customer counts utilizing the Baseline Landfill facility as well as Recycling Centers by over visits department also a County recycling of completed building Newton Recycling Center and remediation project by installing a closure cover and stormwater collection system on the landfill started Davis Landfill water line extension the public drinking water system noting there are other associated programs with project and they are now trying to acquire enough ROW to move that project forward Funding in the upcoming budget will with the
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July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
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July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
II
July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
Book U 561
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
July 14 2015
wait to see how fast he can get something from Burton amp Associates and then schedule a workshop Commissioner Zalak recommended that the Board look at the Ordinance and consider the options while they have the opportunity Mr Mellinger briefly commented on the base charge
Mr Garri commented on a legal issue in regard to the Reimbursement Resolution document which the Board will have to execute in order to take Bond proceeds if a bond is taken and reimburse prior expenses before the date of the Bond issue He clarified that MCU cannot start spending money now thinking it will get reimbursed unless a Reimbursement Resolution is in place which is something the County Attorney will have to prepare In response to Chairman McClain Mr Mellinger stated he understood what Mr Garri said as well as what the Board wants to discuss
Clerk Ellspermann requested an update from Mr Mellinger on returning deposits or hookup fees that is of concern to the Auditors Mr Mellinger stated he is aware that the Auditors are concerned about that money but it has not been the highest priority until this year He advised that he asked Customer Service amp Billing Manager Nancy Jarvis to drop everything and dedicate her time toward working on that list noting it is not an easy process Mr Mellinger gave his commitment that the task will be completed by the end of the calendar year December 31 2015 so that it hopefully will not go into next years audit
It was the general consensus of the Board that there are no further issues to discuss with regard to the MCUs budgets
Chairman McClain directed staff to take a comprehensive look at CR 484 purchase of the deMenzes system salary study and go ahead and start putting the timetable together for the Bond or bank loan Mr Mellinger noted that he shared the Rate Sufficiency Analysis with the Board this year
Commissioners Bryant and Moore out at 304 pm Chairman McClain advised that the Board will deviate from the schedule and
consider the MSTU budget next Commissioner Moore returned at 305 pm
BudgetsDistrictsSubdivisions - Municipal Service Taxing Unit (MSTU) Director Teresa Darnell appeared to review the departments proposed budget for FY 2015-16 for Department 4155 MSTUAssessments (page 135) Department 4156 MSTU Assessments - PA (public assistance) (page 137) Department 4600 Road Assessments (page 220) Department 4320 Marion Oaks Recreation (page 330) Department 8100 Silver Springs Shores Recreation Facility (page 339) Department 8110 Silver Springs Shores Street Lighting (page 343) Department 8200 Hills of Ocala Recreation (page 350) and Department 4930 Marion Oaks MSTU for General Services (page 476) ACA Bouyounes was also present
Ms Darnell stated Department 4155 MSTUAssessments budget found on page 135 is pretty straight forward and proposes the elimination of 3 Staff Assistant positions and create 2 new Assessment Specialists positions as previously discussed She noted the Community Services Department has taken over the low income assistance program which was also previously discussed The MSTU Department also handles postage for 30 or so County Departments and that responsibility will be shared between the Administrative Staff Assistant and the Assessment Specialist I position An Advisory Board seminar will be held in November of 2015 for new members
The MSTU is fully staffed at this time with 3 Project Coordinators Pete Hodges
Page 550 Book U
July 14 2015
who has been with the County for over 10 years Richard McClean who was previously with the OCE Stormwater Division and the 3rd Project Coordinator was brought on board and is new Marion County The department is a behind on projects and currently more than a dozen inspections which will responded to as as they can now that they are fully staffed
Commissioner Bryant at 308 pm Ms stated department is working toward greatest level
they can The first new project petitions are out for Turning Hawk which are on August 212015
Chairman McClain inquired as to the number projects MSTU is currently working on have out or are in construction Ms Darnell she not have
number in front of her but noted the department has more than a requests that they are now inspecting and preparing estimates for which not include ongoing and Municipal Service Unit (MSBU) projects noted that petitions for Turning Hawk are out right now and everything is in and they know Hgt they stand final public hearings are scheduled week Silver Springs
is a maintenance project will be brought to the Board A Change (CO) was recently approved for Marion Oaks to another 15 The Department is also getting ready to go to bid on Silver Springs Shores which is a little more than 14 miles
Darnell Department 4156 MSTUAssessments which is low income assistance program and can be found on page 1 is proposing to
that budget from $25000 to $20000 and will be going the Community Services Department noted 29 applications have been received so far this but the deadline is not until August 28 2015 year $25000 was budgeted $18000 was used
Chairman McClain asked if this budget will continue leaving Department 4156 with or move it Community at some point in the Mr Kauffman stated
is agreeable moving the budget to Community Services Chairman McClain advised that this budget will not next r
Ms Darnell Department 4600 Road Assessments found on page noting that number came way down this year from what it was last but upon review of list of it was realized that many of them had already failed petition one of which was handled privately through a homeowners association (HOA) list was pared down what might happen however it is anticipated that number will due to amount of inspection requests
Darnell Department 4320 Marion Oaks and can found on page 330 noted that Mr Tomich presented them with a financial forecast
shows they are in good until 2018 Ms Darnell commented on the improvements playground improvements possible parking expansion resealing of the courtyard basketball courts and a storage building) which the Advisory Board is exploring A conceptual drawing a proposed park was prepared by DirectorLandscape Architect Jim Couillard where that goes remains to be seen as it has a lot to do with property values and collections
Commissioner Zalak if the improvements is just money that has not yet been allocated to a Ms Darnell stated that is correct
Ms Darnell this department has 1 vacancy for a part-time Recreation Aide interviews have conducted but they have secure for the primarily due to drug testing
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July 14 2015
Chairman McClain inquired as to line item 564101 Machinery and Equipment for a golf cart in the amount of $8000 (page 332) Marion Oaks Building amp Ground Supervisor David Pierce stated it is an estimated costs for a motorized golf cart instead of an electric one which is about $1500 more than the traditional golf carts
Ms Darnell along with Chairman C J Hagins Silver Springs Shores Special Tax District Advisory Council appeared to address Department 8100 Silver Springs Shores Recreation Facility which can be found on page 339 Approximately 50 of the staff is retirement eligible The facility is aging and needs some attention It was recently learned that the Youth Center restrooms will require upgrades to become compliant IVIs Darnell noted they have met with Facilities Management Director Andy Race who suggested that the work itself will be about $25000 and an architect will be needed which will cost approximately $25000 so they are guesstimating the cost to be around $50000 Problems exist with the Youth Center pool deck that is settling and the parking lot is crumbling and is in bad condition The advisory board is leaning toward adding some computer labs in both the Community Center and Youth Center surplus computers that were upgraded this year can be used She advised that she met with IT to obtain cost estimates and opined that both can be done for about $5000
Ms Darnell noted this department has 3 vacancies the office is currently staffed by a Spherion Staffing Services person (temporary person) and a Recreation Aide is out with an injury as well as upcoming vacations She advised that she may also be monitoring at the pool this weekend Risk Management recommends certified lifeguards at the pools Silver Springs Shores has 3 swimming pools and national standards require 1 lifeguard per 50 occupants The swimming pools are currently operated with no lifeguards on duty and signage states that fact pool monitors are simply there to monitor as they are not certified Red Cross Lifeguards Staff has been used as monitors however some are not comfortable watching 50 people and feel they can only handle 25 Ms Darnell stated it has been her goal to keep all 3 pools operational and open on the weekends
Ms Darnell stated she would like to bring forth an Agenda Item in the near future to downgrade the Youth Recreation Specialist position (page 341) to a Recreation Leader II position which is more in line with the Parks amp Recreation Department this position can train up to become a Recreation Manager in the succession plan She further commented on reclassifying the General Maintenance TechLifeguard by splitting the position to a Building and Grounds Technician which will then free them up to add another part-time seasonal certified lifeguard With 3 lifeguards during the summer months it will allow for 1 full time lifeguard to work year round at the heated pool and the summer pools can be staffed with seasonal lifeguards
Ms Darnell advised that she spoke with Mr Couillard about partnering with the Parks amp Recreation Department and bringing some programs to the Youth Center She stated the Youth Director recently resigned and took a position at The Villages noting there are lots of openings
Commissioner Zalak inquired as to what the recommendation is at this point Ms Darnell opined that there could be a benefit to the citizens of Silver Springs Shores if the Community Center and swimming pools were under the Parks amp Recreation Department simply because it is a recreation facility however she does not know if they are considering this idea but there is a need for partnering
Commissioner Moore commented on the library in Silver Springs Shores Mr Hagins advised that he attended the residents meeting last night and noted one group is
Page 552 Book U
July 14 2015
generally the idea the Youth He stated are going move forward with getting in the Youth as well as the Community Center Commissioner Moore if books will moved into the Youth Center Mr Hagins it is possible Ms Darnell advised that there is a Library in the Community however children are not allowed
Commissioner Bryant commented on having Parks amp Recreation taking this over and inquired if it would still fall MSTU as as funding Mr Bouyounes noted positions from MSTU will to that facility guidance management will the Parks amp Department instead of the MSTU Department if that is direction the Board wants to go Ms Darnel stated it may be something to explore in a workshop at a later
General discussion ensued Commissioner Zalak opined that Ms Darnell to get with the Director
to figure out how to make some those mechanical pieces work they [Parks] already expertise on it is to recruit people over the summer makes no sense MSTU and manage element He recommended bring back a proposal as to how to transition working with advisory council
Chairman McClain commented on the staff positions just addressed noting the budget number staff will have to change Ms Darnell concurred and that she will bring those numbers forward in an Agenda Item the pay 13 position will be downgraded which will up funding for the seasonal position
the Maintenance TechnicianLifeguard would with no pay change as it will still be a pay 5 She budget will be minimal
Commissioner Zalak suggested staff meet with Parks Department and aHow them to look this over as well noting they may need with the Parks classifications in the transition than what is here today It was the general consensus of the Board to concur Mr Bouyounes opined that if this is on the 4 2015 Agenda and approved by the then it can in the Chairman McClain it can be included the budget with the change made
Commissioner Bryant noted Department 811 Silver Springs Street Lighting found on page 343 contains only 1 line item
Ms Darnell addressed Department 8200 Hills of Ocala Recreation which is a community park (passive park) with a meeting facility and can be found on 350 The advisory board is looking to their tennis They wanted to purchase some toddler playground equipment but are with the so they are looking new fiber around existing playground as well as replacing some benches and do some minimal other than that this budget has not The facility is currently rented by a church that has some property on CR 484 where they will building a facility so some of the rental income will be lost in future There does not seem to be any room for expansion on collections as it is pretty much a passive
Ms Darnell along with Advisory Board Chairman Levengood 4930 Marion MSTU for which can
Darnell advised Department experienced a high turnover rate currently has 4 She stated would like to bring forth an agenda item to eliminate a part-time Maintenance nician position reclassify
Book U 553
July 14 2015
Maintenance Mechanic a Medium Equipment position in staff to all maintenance responsibilities of the (page 477)
there has not been much discussion they would also like to going from 4 1 hour days to 58-hour days Currently are 2 crews one is working Monday through Thursday and is working Tuesday through Friday Going 58-hour days would not require having Supervisor staff for 2 different crews as 1 Supervisor could be Monday thru Friday Ms Darnell stated will have to speak to the HR Director about this change to see if this will be a more way to those crews
employees involved another is Marion Services
Board is asking for a salary increase for Superintendent Sloan in the amount of $3934 this is not a reclassification but a 95 request based on fact that they took over maintenance of waterfall 2 years and Ms Sloan 17 years of service with the County In response to Commissioner Bryant Ms Darnell advised that the increase is not included in the budget
In response to Commissioner Ms Levengood to the d of advisory board and stated is to in the operation of
make recommendations capital expenditures staffing and
expansions She that from the first budget that Marion Oaks Advisory Board originally prepared in March to the one the is looking at $300000 was cut from the budget and considerably lowered noting they are not yet done As Ms Darnell stated the advisory board recommended moving a part-time employee to a vacant full time position delete the part-time position which resu another savings of approximately $16000 The advisory board is also recommending reclassification of a position for the waterfall which will provide savings of $9500 total over approximately $25500 from what is before the today
Ms Levengood noted that Ms Sloan has been with Marion Oaks Services MSTU almost 18 years and is too humble to ask for a raise The number workers has from 4 to 9 as well as the amount of equipment with 90 the equipment maintenance being done Transportation assumed maintenance of Units 9 6A 6B 11 and 12 along with the other 7 Units Ms Sloan maintains for a total of about 350 which is an 118 miles just in last few years With BCC approval the board has added the waterfall which Ms Sloan also oversees
of of responsibility by Marion Oaks MSTU General Services and facts they are the raise in to the for the position be for Ms Sloan who is an exemplary that and beyond on a daily
Chairman McClain inquired if position should reclassified in order provide a raise for Ms In response to Commissioner Zalak Ms Darnell stated the pay increase was not included in the budget because she was advised to bring it to the workshop
Zalak noted it is somewhat confusing as Board Policy that adviSOry boards are not to direction employees or playa role in personnel nltgtT stated the two are different Policy is for advisory members not to direction to as to what to or not do on a day-to-day however part of their duties is to a budget and present
Page 554 Book U
July 14 2015
it to the BCC stated advisory board has every right to present a recommendation to the BCC
discussion Chairman McClain stated the Board should give them some direction as to whether
or not the position should reclassified or advise if this is okay for the advisory board to do this going forward
Mr Tomich advised that as far as is concerned it not really deal with individual employees but a time where the rd will determine recommendations that a given of position or position responsibility is appropriate to the job When the discussion turns to performance an individual in a position or whether that person doing something that is over and the of that it a matter of personnel or looking at the position itself He expressed concern with trying to do employee reviews and salary adjustments for performance as part of budget process
Chairman McClain of whether the Board considers pay adjustments during the budget mid-year or it is normally through a reclassification because more responsibility has generally been taken on by an employee It was noted that Ms Levengood Ms Sloan has certainly taken on more responsibility The BCC would prefer to consider salary adjustments as a reclassification He this is a preliminary budget workshop and suggested advisory board work with Ms Darnell
In response to Chairman McClain Mr Bouyounes noted the has a Superintendent which may be a little different in responsibilities commented on the need to capture all responsibilities addressed with HR to look job description and bring a recommendation to the BCC Chairman McClain stated tile Board would be more comfortable with a reclassification
Mr Tomicl1 stated not to specific to this issue but wanted to point out overall budget not quite $800000 in revenue and is relying on Fund Balance year He noted more than $450000 in is proposed and $400000 in operating expenditures so they will be looking at an adjustment in the assessment that area as soon as next to maintain this level of
o or~ discussion ensued Mr Bouyounes suggested bringing all those positions with a reclassification as
an agenda item for approval which will then be reflected in budget irman McClain stated jf want to do a reclassification of a position can go and
with HR present Board discussion Ms stated did not for a She advised that she does not
more positions noting the part-time employee was previously eliminated and she can work without that being changed to a full time employee Ms Darnell the position is still in budget even though it has not been filled or being advertised Chairman McClain asked if this is the General Maintenance Technician position Ms Darnell concurred In response to Chairman McClain Ms Darnell stated the position is the budget however it is Ms Sloan clarified 3 positions are open that they will filling Ms Darnell that is noting another Maintenance Technician position is also open (vacant)
Chairman McClain directed staff get with and bring back a reclassification sometime during the budget process for discussion as it relates to the budget
Book U 555
July 14 2015
Commissioner questioned the deficit next year (FY 17-18) and the millage rate Mr Tomich stated it is a fixed parcel of $30 per lot which is a levy
this point of $798000 although that full amount will not be collected something less $800000 will be collected Commissioner Zalak questioned how much in reserves
is being used today Mr Tomich advised the Carry Forward is showing at $461000 and Reserves are $205000 and approximated that over $100000 in Reserves are being
In response to Commissioner Ms clarified that the parcel vary and is for mowing and lighting and $50 for residential
for commercial and $20 condominiums for road improvements stated does not have a copy of the Ordinance with her and that it not state a maximum Commissioner Zalak it is still a deficit of $100000
Mr Tomich opined that one of the first is to look realistically which vacancies are being maintained and delete positions if that is what it takes to balance the budget It was general consensus of Board to concur Mr Tomich noted that in 2014 the actual expenditures were $700000 If 2016 is going a whole lot different than 2014 they may need a more realistic budget that can show they can operate within current -
Chairman McClain reiterated that and the advisory board have work do He them to meet with HR to address the reclassification and bring a
recommendation back to the Board It was the consensus of the Board that are no further questions in
regard to MSTU Department Commissioner Bryant out at pm
======-== - Solid Waste Director Mike appeared to review departments proposed budget for 2015-16 for Department 4230 Solid Waste Disposal (page 582) Department Solid Waste Collection (page and Department Solid Waste Recycling (page 589) introduced Operations Manager
Starkey and Budget amp Administration Coordinator Ronald Crews (who remained 0011 in the audience) ACA Bouyounes was also present
Mr Sims that Solid Waste Department is made up 3 Divisions Department 4230 is Disposal Division which basically runs the Landfill the old landfills and transfer station operations as well as all of the facilities Department 4250 is the Collection Division which also contains Litter Control Enforcement and Department 4270 is the 18 Recycling that out and around the County He provided a recap of some of departments accomplishments in the last year as a slight increase of 133000 tons of disposal waste into landfill which is over 127000 received the previous year
Commissioner Bryant returned at 348 pm Mr Sims continued recapping accomplishments noting a slight in
customer counts utilizing the Baseline Landfill facility as well as Recycling Centers by over visits department also a County recycling of completed building Newton Recycling Center and remediation project by installing a closure cover and stormwater collection system on the landfill started Davis Landfill water line extension the public drinking water system noting there are other associated programs with project and they are now trying to acquire enough ROW to move that project forward Funding in the upcoming budget will with the
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July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
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July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
II
July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
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July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
July 14 2015
who has been with the County for over 10 years Richard McClean who was previously with the OCE Stormwater Division and the 3rd Project Coordinator was brought on board and is new Marion County The department is a behind on projects and currently more than a dozen inspections which will responded to as as they can now that they are fully staffed
Commissioner Bryant at 308 pm Ms stated department is working toward greatest level
they can The first new project petitions are out for Turning Hawk which are on August 212015
Chairman McClain inquired as to the number projects MSTU is currently working on have out or are in construction Ms Darnell she not have
number in front of her but noted the department has more than a requests that they are now inspecting and preparing estimates for which not include ongoing and Municipal Service Unit (MSBU) projects noted that petitions for Turning Hawk are out right now and everything is in and they know Hgt they stand final public hearings are scheduled week Silver Springs
is a maintenance project will be brought to the Board A Change (CO) was recently approved for Marion Oaks to another 15 The Department is also getting ready to go to bid on Silver Springs Shores which is a little more than 14 miles
Darnell Department 4156 MSTUAssessments which is low income assistance program and can be found on page 1 is proposing to
that budget from $25000 to $20000 and will be going the Community Services Department noted 29 applications have been received so far this but the deadline is not until August 28 2015 year $25000 was budgeted $18000 was used
Chairman McClain asked if this budget will continue leaving Department 4156 with or move it Community at some point in the Mr Kauffman stated
is agreeable moving the budget to Community Services Chairman McClain advised that this budget will not next r
Ms Darnell Department 4600 Road Assessments found on page noting that number came way down this year from what it was last but upon review of list of it was realized that many of them had already failed petition one of which was handled privately through a homeowners association (HOA) list was pared down what might happen however it is anticipated that number will due to amount of inspection requests
Darnell Department 4320 Marion Oaks and can found on page 330 noted that Mr Tomich presented them with a financial forecast
shows they are in good until 2018 Ms Darnell commented on the improvements playground improvements possible parking expansion resealing of the courtyard basketball courts and a storage building) which the Advisory Board is exploring A conceptual drawing a proposed park was prepared by DirectorLandscape Architect Jim Couillard where that goes remains to be seen as it has a lot to do with property values and collections
Commissioner Zalak if the improvements is just money that has not yet been allocated to a Ms Darnell stated that is correct
Ms Darnell this department has 1 vacancy for a part-time Recreation Aide interviews have conducted but they have secure for the primarily due to drug testing
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July 14 2015
Chairman McClain inquired as to line item 564101 Machinery and Equipment for a golf cart in the amount of $8000 (page 332) Marion Oaks Building amp Ground Supervisor David Pierce stated it is an estimated costs for a motorized golf cart instead of an electric one which is about $1500 more than the traditional golf carts
Ms Darnell along with Chairman C J Hagins Silver Springs Shores Special Tax District Advisory Council appeared to address Department 8100 Silver Springs Shores Recreation Facility which can be found on page 339 Approximately 50 of the staff is retirement eligible The facility is aging and needs some attention It was recently learned that the Youth Center restrooms will require upgrades to become compliant IVIs Darnell noted they have met with Facilities Management Director Andy Race who suggested that the work itself will be about $25000 and an architect will be needed which will cost approximately $25000 so they are guesstimating the cost to be around $50000 Problems exist with the Youth Center pool deck that is settling and the parking lot is crumbling and is in bad condition The advisory board is leaning toward adding some computer labs in both the Community Center and Youth Center surplus computers that were upgraded this year can be used She advised that she met with IT to obtain cost estimates and opined that both can be done for about $5000
Ms Darnell noted this department has 3 vacancies the office is currently staffed by a Spherion Staffing Services person (temporary person) and a Recreation Aide is out with an injury as well as upcoming vacations She advised that she may also be monitoring at the pool this weekend Risk Management recommends certified lifeguards at the pools Silver Springs Shores has 3 swimming pools and national standards require 1 lifeguard per 50 occupants The swimming pools are currently operated with no lifeguards on duty and signage states that fact pool monitors are simply there to monitor as they are not certified Red Cross Lifeguards Staff has been used as monitors however some are not comfortable watching 50 people and feel they can only handle 25 Ms Darnell stated it has been her goal to keep all 3 pools operational and open on the weekends
Ms Darnell stated she would like to bring forth an Agenda Item in the near future to downgrade the Youth Recreation Specialist position (page 341) to a Recreation Leader II position which is more in line with the Parks amp Recreation Department this position can train up to become a Recreation Manager in the succession plan She further commented on reclassifying the General Maintenance TechLifeguard by splitting the position to a Building and Grounds Technician which will then free them up to add another part-time seasonal certified lifeguard With 3 lifeguards during the summer months it will allow for 1 full time lifeguard to work year round at the heated pool and the summer pools can be staffed with seasonal lifeguards
Ms Darnell advised that she spoke with Mr Couillard about partnering with the Parks amp Recreation Department and bringing some programs to the Youth Center She stated the Youth Director recently resigned and took a position at The Villages noting there are lots of openings
Commissioner Zalak inquired as to what the recommendation is at this point Ms Darnell opined that there could be a benefit to the citizens of Silver Springs Shores if the Community Center and swimming pools were under the Parks amp Recreation Department simply because it is a recreation facility however she does not know if they are considering this idea but there is a need for partnering
Commissioner Moore commented on the library in Silver Springs Shores Mr Hagins advised that he attended the residents meeting last night and noted one group is
Page 552 Book U
July 14 2015
generally the idea the Youth He stated are going move forward with getting in the Youth as well as the Community Center Commissioner Moore if books will moved into the Youth Center Mr Hagins it is possible Ms Darnell advised that there is a Library in the Community however children are not allowed
Commissioner Bryant commented on having Parks amp Recreation taking this over and inquired if it would still fall MSTU as as funding Mr Bouyounes noted positions from MSTU will to that facility guidance management will the Parks amp Department instead of the MSTU Department if that is direction the Board wants to go Ms Darnel stated it may be something to explore in a workshop at a later
General discussion ensued Commissioner Zalak opined that Ms Darnell to get with the Director
to figure out how to make some those mechanical pieces work they [Parks] already expertise on it is to recruit people over the summer makes no sense MSTU and manage element He recommended bring back a proposal as to how to transition working with advisory council
Chairman McClain commented on the staff positions just addressed noting the budget number staff will have to change Ms Darnell concurred and that she will bring those numbers forward in an Agenda Item the pay 13 position will be downgraded which will up funding for the seasonal position
the Maintenance TechnicianLifeguard would with no pay change as it will still be a pay 5 She budget will be minimal
Commissioner Zalak suggested staff meet with Parks Department and aHow them to look this over as well noting they may need with the Parks classifications in the transition than what is here today It was the general consensus of the Board to concur Mr Bouyounes opined that if this is on the 4 2015 Agenda and approved by the then it can in the Chairman McClain it can be included the budget with the change made
Commissioner Bryant noted Department 811 Silver Springs Street Lighting found on page 343 contains only 1 line item
Ms Darnell addressed Department 8200 Hills of Ocala Recreation which is a community park (passive park) with a meeting facility and can be found on 350 The advisory board is looking to their tennis They wanted to purchase some toddler playground equipment but are with the so they are looking new fiber around existing playground as well as replacing some benches and do some minimal other than that this budget has not The facility is currently rented by a church that has some property on CR 484 where they will building a facility so some of the rental income will be lost in future There does not seem to be any room for expansion on collections as it is pretty much a passive
Ms Darnell along with Advisory Board Chairman Levengood 4930 Marion MSTU for which can
Darnell advised Department experienced a high turnover rate currently has 4 She stated would like to bring forth an agenda item to eliminate a part-time Maintenance nician position reclassify
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July 14 2015
Maintenance Mechanic a Medium Equipment position in staff to all maintenance responsibilities of the (page 477)
there has not been much discussion they would also like to going from 4 1 hour days to 58-hour days Currently are 2 crews one is working Monday through Thursday and is working Tuesday through Friday Going 58-hour days would not require having Supervisor staff for 2 different crews as 1 Supervisor could be Monday thru Friday Ms Darnell stated will have to speak to the HR Director about this change to see if this will be a more way to those crews
employees involved another is Marion Services
Board is asking for a salary increase for Superintendent Sloan in the amount of $3934 this is not a reclassification but a 95 request based on fact that they took over maintenance of waterfall 2 years and Ms Sloan 17 years of service with the County In response to Commissioner Bryant Ms Darnell advised that the increase is not included in the budget
In response to Commissioner Ms Levengood to the d of advisory board and stated is to in the operation of
make recommendations capital expenditures staffing and
expansions She that from the first budget that Marion Oaks Advisory Board originally prepared in March to the one the is looking at $300000 was cut from the budget and considerably lowered noting they are not yet done As Ms Darnell stated the advisory board recommended moving a part-time employee to a vacant full time position delete the part-time position which resu another savings of approximately $16000 The advisory board is also recommending reclassification of a position for the waterfall which will provide savings of $9500 total over approximately $25500 from what is before the today
Ms Levengood noted that Ms Sloan has been with Marion Oaks Services MSTU almost 18 years and is too humble to ask for a raise The number workers has from 4 to 9 as well as the amount of equipment with 90 the equipment maintenance being done Transportation assumed maintenance of Units 9 6A 6B 11 and 12 along with the other 7 Units Ms Sloan maintains for a total of about 350 which is an 118 miles just in last few years With BCC approval the board has added the waterfall which Ms Sloan also oversees
of of responsibility by Marion Oaks MSTU General Services and facts they are the raise in to the for the position be for Ms Sloan who is an exemplary that and beyond on a daily
Chairman McClain inquired if position should reclassified in order provide a raise for Ms In response to Commissioner Zalak Ms Darnell stated the pay increase was not included in the budget because she was advised to bring it to the workshop
Zalak noted it is somewhat confusing as Board Policy that adviSOry boards are not to direction employees or playa role in personnel nltgtT stated the two are different Policy is for advisory members not to direction to as to what to or not do on a day-to-day however part of their duties is to a budget and present
Page 554 Book U
July 14 2015
it to the BCC stated advisory board has every right to present a recommendation to the BCC
discussion Chairman McClain stated the Board should give them some direction as to whether
or not the position should reclassified or advise if this is okay for the advisory board to do this going forward
Mr Tomich advised that as far as is concerned it not really deal with individual employees but a time where the rd will determine recommendations that a given of position or position responsibility is appropriate to the job When the discussion turns to performance an individual in a position or whether that person doing something that is over and the of that it a matter of personnel or looking at the position itself He expressed concern with trying to do employee reviews and salary adjustments for performance as part of budget process
Chairman McClain of whether the Board considers pay adjustments during the budget mid-year or it is normally through a reclassification because more responsibility has generally been taken on by an employee It was noted that Ms Levengood Ms Sloan has certainly taken on more responsibility The BCC would prefer to consider salary adjustments as a reclassification He this is a preliminary budget workshop and suggested advisory board work with Ms Darnell
In response to Chairman McClain Mr Bouyounes noted the has a Superintendent which may be a little different in responsibilities commented on the need to capture all responsibilities addressed with HR to look job description and bring a recommendation to the BCC Chairman McClain stated tile Board would be more comfortable with a reclassification
Mr Tomicl1 stated not to specific to this issue but wanted to point out overall budget not quite $800000 in revenue and is relying on Fund Balance year He noted more than $450000 in is proposed and $400000 in operating expenditures so they will be looking at an adjustment in the assessment that area as soon as next to maintain this level of
o or~ discussion ensued Mr Bouyounes suggested bringing all those positions with a reclassification as
an agenda item for approval which will then be reflected in budget irman McClain stated jf want to do a reclassification of a position can go and
with HR present Board discussion Ms stated did not for a She advised that she does not
more positions noting the part-time employee was previously eliminated and she can work without that being changed to a full time employee Ms Darnell the position is still in budget even though it has not been filled or being advertised Chairman McClain asked if this is the General Maintenance Technician position Ms Darnell concurred In response to Chairman McClain Ms Darnell stated the position is the budget however it is Ms Sloan clarified 3 positions are open that they will filling Ms Darnell that is noting another Maintenance Technician position is also open (vacant)
Chairman McClain directed staff get with and bring back a reclassification sometime during the budget process for discussion as it relates to the budget
Book U 555
July 14 2015
Commissioner questioned the deficit next year (FY 17-18) and the millage rate Mr Tomich stated it is a fixed parcel of $30 per lot which is a levy
this point of $798000 although that full amount will not be collected something less $800000 will be collected Commissioner Zalak questioned how much in reserves
is being used today Mr Tomich advised the Carry Forward is showing at $461000 and Reserves are $205000 and approximated that over $100000 in Reserves are being
In response to Commissioner Ms clarified that the parcel vary and is for mowing and lighting and $50 for residential
for commercial and $20 condominiums for road improvements stated does not have a copy of the Ordinance with her and that it not state a maximum Commissioner Zalak it is still a deficit of $100000
Mr Tomich opined that one of the first is to look realistically which vacancies are being maintained and delete positions if that is what it takes to balance the budget It was general consensus of Board to concur Mr Tomich noted that in 2014 the actual expenditures were $700000 If 2016 is going a whole lot different than 2014 they may need a more realistic budget that can show they can operate within current -
Chairman McClain reiterated that and the advisory board have work do He them to meet with HR to address the reclassification and bring a
recommendation back to the Board It was the consensus of the Board that are no further questions in
regard to MSTU Department Commissioner Bryant out at pm
======-== - Solid Waste Director Mike appeared to review departments proposed budget for 2015-16 for Department 4230 Solid Waste Disposal (page 582) Department Solid Waste Collection (page and Department Solid Waste Recycling (page 589) introduced Operations Manager
Starkey and Budget amp Administration Coordinator Ronald Crews (who remained 0011 in the audience) ACA Bouyounes was also present
Mr Sims that Solid Waste Department is made up 3 Divisions Department 4230 is Disposal Division which basically runs the Landfill the old landfills and transfer station operations as well as all of the facilities Department 4250 is the Collection Division which also contains Litter Control Enforcement and Department 4270 is the 18 Recycling that out and around the County He provided a recap of some of departments accomplishments in the last year as a slight increase of 133000 tons of disposal waste into landfill which is over 127000 received the previous year
Commissioner Bryant returned at 348 pm Mr Sims continued recapping accomplishments noting a slight in
customer counts utilizing the Baseline Landfill facility as well as Recycling Centers by over visits department also a County recycling of completed building Newton Recycling Center and remediation project by installing a closure cover and stormwater collection system on the landfill started Davis Landfill water line extension the public drinking water system noting there are other associated programs with project and they are now trying to acquire enough ROW to move that project forward Funding in the upcoming budget will with the
556 Book U
July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
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July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
II
July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
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July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
July 14 2015
Chairman McClain inquired as to line item 564101 Machinery and Equipment for a golf cart in the amount of $8000 (page 332) Marion Oaks Building amp Ground Supervisor David Pierce stated it is an estimated costs for a motorized golf cart instead of an electric one which is about $1500 more than the traditional golf carts
Ms Darnell along with Chairman C J Hagins Silver Springs Shores Special Tax District Advisory Council appeared to address Department 8100 Silver Springs Shores Recreation Facility which can be found on page 339 Approximately 50 of the staff is retirement eligible The facility is aging and needs some attention It was recently learned that the Youth Center restrooms will require upgrades to become compliant IVIs Darnell noted they have met with Facilities Management Director Andy Race who suggested that the work itself will be about $25000 and an architect will be needed which will cost approximately $25000 so they are guesstimating the cost to be around $50000 Problems exist with the Youth Center pool deck that is settling and the parking lot is crumbling and is in bad condition The advisory board is leaning toward adding some computer labs in both the Community Center and Youth Center surplus computers that were upgraded this year can be used She advised that she met with IT to obtain cost estimates and opined that both can be done for about $5000
Ms Darnell noted this department has 3 vacancies the office is currently staffed by a Spherion Staffing Services person (temporary person) and a Recreation Aide is out with an injury as well as upcoming vacations She advised that she may also be monitoring at the pool this weekend Risk Management recommends certified lifeguards at the pools Silver Springs Shores has 3 swimming pools and national standards require 1 lifeguard per 50 occupants The swimming pools are currently operated with no lifeguards on duty and signage states that fact pool monitors are simply there to monitor as they are not certified Red Cross Lifeguards Staff has been used as monitors however some are not comfortable watching 50 people and feel they can only handle 25 Ms Darnell stated it has been her goal to keep all 3 pools operational and open on the weekends
Ms Darnell stated she would like to bring forth an Agenda Item in the near future to downgrade the Youth Recreation Specialist position (page 341) to a Recreation Leader II position which is more in line with the Parks amp Recreation Department this position can train up to become a Recreation Manager in the succession plan She further commented on reclassifying the General Maintenance TechLifeguard by splitting the position to a Building and Grounds Technician which will then free them up to add another part-time seasonal certified lifeguard With 3 lifeguards during the summer months it will allow for 1 full time lifeguard to work year round at the heated pool and the summer pools can be staffed with seasonal lifeguards
Ms Darnell advised that she spoke with Mr Couillard about partnering with the Parks amp Recreation Department and bringing some programs to the Youth Center She stated the Youth Director recently resigned and took a position at The Villages noting there are lots of openings
Commissioner Zalak inquired as to what the recommendation is at this point Ms Darnell opined that there could be a benefit to the citizens of Silver Springs Shores if the Community Center and swimming pools were under the Parks amp Recreation Department simply because it is a recreation facility however she does not know if they are considering this idea but there is a need for partnering
Commissioner Moore commented on the library in Silver Springs Shores Mr Hagins advised that he attended the residents meeting last night and noted one group is
Page 552 Book U
July 14 2015
generally the idea the Youth He stated are going move forward with getting in the Youth as well as the Community Center Commissioner Moore if books will moved into the Youth Center Mr Hagins it is possible Ms Darnell advised that there is a Library in the Community however children are not allowed
Commissioner Bryant commented on having Parks amp Recreation taking this over and inquired if it would still fall MSTU as as funding Mr Bouyounes noted positions from MSTU will to that facility guidance management will the Parks amp Department instead of the MSTU Department if that is direction the Board wants to go Ms Darnel stated it may be something to explore in a workshop at a later
General discussion ensued Commissioner Zalak opined that Ms Darnell to get with the Director
to figure out how to make some those mechanical pieces work they [Parks] already expertise on it is to recruit people over the summer makes no sense MSTU and manage element He recommended bring back a proposal as to how to transition working with advisory council
Chairman McClain commented on the staff positions just addressed noting the budget number staff will have to change Ms Darnell concurred and that she will bring those numbers forward in an Agenda Item the pay 13 position will be downgraded which will up funding for the seasonal position
the Maintenance TechnicianLifeguard would with no pay change as it will still be a pay 5 She budget will be minimal
Commissioner Zalak suggested staff meet with Parks Department and aHow them to look this over as well noting they may need with the Parks classifications in the transition than what is here today It was the general consensus of the Board to concur Mr Bouyounes opined that if this is on the 4 2015 Agenda and approved by the then it can in the Chairman McClain it can be included the budget with the change made
Commissioner Bryant noted Department 811 Silver Springs Street Lighting found on page 343 contains only 1 line item
Ms Darnell addressed Department 8200 Hills of Ocala Recreation which is a community park (passive park) with a meeting facility and can be found on 350 The advisory board is looking to their tennis They wanted to purchase some toddler playground equipment but are with the so they are looking new fiber around existing playground as well as replacing some benches and do some minimal other than that this budget has not The facility is currently rented by a church that has some property on CR 484 where they will building a facility so some of the rental income will be lost in future There does not seem to be any room for expansion on collections as it is pretty much a passive
Ms Darnell along with Advisory Board Chairman Levengood 4930 Marion MSTU for which can
Darnell advised Department experienced a high turnover rate currently has 4 She stated would like to bring forth an agenda item to eliminate a part-time Maintenance nician position reclassify
Book U 553
July 14 2015
Maintenance Mechanic a Medium Equipment position in staff to all maintenance responsibilities of the (page 477)
there has not been much discussion they would also like to going from 4 1 hour days to 58-hour days Currently are 2 crews one is working Monday through Thursday and is working Tuesday through Friday Going 58-hour days would not require having Supervisor staff for 2 different crews as 1 Supervisor could be Monday thru Friday Ms Darnell stated will have to speak to the HR Director about this change to see if this will be a more way to those crews
employees involved another is Marion Services
Board is asking for a salary increase for Superintendent Sloan in the amount of $3934 this is not a reclassification but a 95 request based on fact that they took over maintenance of waterfall 2 years and Ms Sloan 17 years of service with the County In response to Commissioner Bryant Ms Darnell advised that the increase is not included in the budget
In response to Commissioner Ms Levengood to the d of advisory board and stated is to in the operation of
make recommendations capital expenditures staffing and
expansions She that from the first budget that Marion Oaks Advisory Board originally prepared in March to the one the is looking at $300000 was cut from the budget and considerably lowered noting they are not yet done As Ms Darnell stated the advisory board recommended moving a part-time employee to a vacant full time position delete the part-time position which resu another savings of approximately $16000 The advisory board is also recommending reclassification of a position for the waterfall which will provide savings of $9500 total over approximately $25500 from what is before the today
Ms Levengood noted that Ms Sloan has been with Marion Oaks Services MSTU almost 18 years and is too humble to ask for a raise The number workers has from 4 to 9 as well as the amount of equipment with 90 the equipment maintenance being done Transportation assumed maintenance of Units 9 6A 6B 11 and 12 along with the other 7 Units Ms Sloan maintains for a total of about 350 which is an 118 miles just in last few years With BCC approval the board has added the waterfall which Ms Sloan also oversees
of of responsibility by Marion Oaks MSTU General Services and facts they are the raise in to the for the position be for Ms Sloan who is an exemplary that and beyond on a daily
Chairman McClain inquired if position should reclassified in order provide a raise for Ms In response to Commissioner Zalak Ms Darnell stated the pay increase was not included in the budget because she was advised to bring it to the workshop
Zalak noted it is somewhat confusing as Board Policy that adviSOry boards are not to direction employees or playa role in personnel nltgtT stated the two are different Policy is for advisory members not to direction to as to what to or not do on a day-to-day however part of their duties is to a budget and present
Page 554 Book U
July 14 2015
it to the BCC stated advisory board has every right to present a recommendation to the BCC
discussion Chairman McClain stated the Board should give them some direction as to whether
or not the position should reclassified or advise if this is okay for the advisory board to do this going forward
Mr Tomich advised that as far as is concerned it not really deal with individual employees but a time where the rd will determine recommendations that a given of position or position responsibility is appropriate to the job When the discussion turns to performance an individual in a position or whether that person doing something that is over and the of that it a matter of personnel or looking at the position itself He expressed concern with trying to do employee reviews and salary adjustments for performance as part of budget process
Chairman McClain of whether the Board considers pay adjustments during the budget mid-year or it is normally through a reclassification because more responsibility has generally been taken on by an employee It was noted that Ms Levengood Ms Sloan has certainly taken on more responsibility The BCC would prefer to consider salary adjustments as a reclassification He this is a preliminary budget workshop and suggested advisory board work with Ms Darnell
In response to Chairman McClain Mr Bouyounes noted the has a Superintendent which may be a little different in responsibilities commented on the need to capture all responsibilities addressed with HR to look job description and bring a recommendation to the BCC Chairman McClain stated tile Board would be more comfortable with a reclassification
Mr Tomicl1 stated not to specific to this issue but wanted to point out overall budget not quite $800000 in revenue and is relying on Fund Balance year He noted more than $450000 in is proposed and $400000 in operating expenditures so they will be looking at an adjustment in the assessment that area as soon as next to maintain this level of
o or~ discussion ensued Mr Bouyounes suggested bringing all those positions with a reclassification as
an agenda item for approval which will then be reflected in budget irman McClain stated jf want to do a reclassification of a position can go and
with HR present Board discussion Ms stated did not for a She advised that she does not
more positions noting the part-time employee was previously eliminated and she can work without that being changed to a full time employee Ms Darnell the position is still in budget even though it has not been filled or being advertised Chairman McClain asked if this is the General Maintenance Technician position Ms Darnell concurred In response to Chairman McClain Ms Darnell stated the position is the budget however it is Ms Sloan clarified 3 positions are open that they will filling Ms Darnell that is noting another Maintenance Technician position is also open (vacant)
Chairman McClain directed staff get with and bring back a reclassification sometime during the budget process for discussion as it relates to the budget
Book U 555
July 14 2015
Commissioner questioned the deficit next year (FY 17-18) and the millage rate Mr Tomich stated it is a fixed parcel of $30 per lot which is a levy
this point of $798000 although that full amount will not be collected something less $800000 will be collected Commissioner Zalak questioned how much in reserves
is being used today Mr Tomich advised the Carry Forward is showing at $461000 and Reserves are $205000 and approximated that over $100000 in Reserves are being
In response to Commissioner Ms clarified that the parcel vary and is for mowing and lighting and $50 for residential
for commercial and $20 condominiums for road improvements stated does not have a copy of the Ordinance with her and that it not state a maximum Commissioner Zalak it is still a deficit of $100000
Mr Tomich opined that one of the first is to look realistically which vacancies are being maintained and delete positions if that is what it takes to balance the budget It was general consensus of Board to concur Mr Tomich noted that in 2014 the actual expenditures were $700000 If 2016 is going a whole lot different than 2014 they may need a more realistic budget that can show they can operate within current -
Chairman McClain reiterated that and the advisory board have work do He them to meet with HR to address the reclassification and bring a
recommendation back to the Board It was the consensus of the Board that are no further questions in
regard to MSTU Department Commissioner Bryant out at pm
======-== - Solid Waste Director Mike appeared to review departments proposed budget for 2015-16 for Department 4230 Solid Waste Disposal (page 582) Department Solid Waste Collection (page and Department Solid Waste Recycling (page 589) introduced Operations Manager
Starkey and Budget amp Administration Coordinator Ronald Crews (who remained 0011 in the audience) ACA Bouyounes was also present
Mr Sims that Solid Waste Department is made up 3 Divisions Department 4230 is Disposal Division which basically runs the Landfill the old landfills and transfer station operations as well as all of the facilities Department 4250 is the Collection Division which also contains Litter Control Enforcement and Department 4270 is the 18 Recycling that out and around the County He provided a recap of some of departments accomplishments in the last year as a slight increase of 133000 tons of disposal waste into landfill which is over 127000 received the previous year
Commissioner Bryant returned at 348 pm Mr Sims continued recapping accomplishments noting a slight in
customer counts utilizing the Baseline Landfill facility as well as Recycling Centers by over visits department also a County recycling of completed building Newton Recycling Center and remediation project by installing a closure cover and stormwater collection system on the landfill started Davis Landfill water line extension the public drinking water system noting there are other associated programs with project and they are now trying to acquire enough ROW to move that project forward Funding in the upcoming budget will with the
556 Book U
July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
Book U Page
July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
II
July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
Book U 561
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
July 14 2015
generally the idea the Youth He stated are going move forward with getting in the Youth as well as the Community Center Commissioner Moore if books will moved into the Youth Center Mr Hagins it is possible Ms Darnell advised that there is a Library in the Community however children are not allowed
Commissioner Bryant commented on having Parks amp Recreation taking this over and inquired if it would still fall MSTU as as funding Mr Bouyounes noted positions from MSTU will to that facility guidance management will the Parks amp Department instead of the MSTU Department if that is direction the Board wants to go Ms Darnel stated it may be something to explore in a workshop at a later
General discussion ensued Commissioner Zalak opined that Ms Darnell to get with the Director
to figure out how to make some those mechanical pieces work they [Parks] already expertise on it is to recruit people over the summer makes no sense MSTU and manage element He recommended bring back a proposal as to how to transition working with advisory council
Chairman McClain commented on the staff positions just addressed noting the budget number staff will have to change Ms Darnell concurred and that she will bring those numbers forward in an Agenda Item the pay 13 position will be downgraded which will up funding for the seasonal position
the Maintenance TechnicianLifeguard would with no pay change as it will still be a pay 5 She budget will be minimal
Commissioner Zalak suggested staff meet with Parks Department and aHow them to look this over as well noting they may need with the Parks classifications in the transition than what is here today It was the general consensus of the Board to concur Mr Bouyounes opined that if this is on the 4 2015 Agenda and approved by the then it can in the Chairman McClain it can be included the budget with the change made
Commissioner Bryant noted Department 811 Silver Springs Street Lighting found on page 343 contains only 1 line item
Ms Darnell addressed Department 8200 Hills of Ocala Recreation which is a community park (passive park) with a meeting facility and can be found on 350 The advisory board is looking to their tennis They wanted to purchase some toddler playground equipment but are with the so they are looking new fiber around existing playground as well as replacing some benches and do some minimal other than that this budget has not The facility is currently rented by a church that has some property on CR 484 where they will building a facility so some of the rental income will be lost in future There does not seem to be any room for expansion on collections as it is pretty much a passive
Ms Darnell along with Advisory Board Chairman Levengood 4930 Marion MSTU for which can
Darnell advised Department experienced a high turnover rate currently has 4 She stated would like to bring forth an agenda item to eliminate a part-time Maintenance nician position reclassify
Book U 553
July 14 2015
Maintenance Mechanic a Medium Equipment position in staff to all maintenance responsibilities of the (page 477)
there has not been much discussion they would also like to going from 4 1 hour days to 58-hour days Currently are 2 crews one is working Monday through Thursday and is working Tuesday through Friday Going 58-hour days would not require having Supervisor staff for 2 different crews as 1 Supervisor could be Monday thru Friday Ms Darnell stated will have to speak to the HR Director about this change to see if this will be a more way to those crews
employees involved another is Marion Services
Board is asking for a salary increase for Superintendent Sloan in the amount of $3934 this is not a reclassification but a 95 request based on fact that they took over maintenance of waterfall 2 years and Ms Sloan 17 years of service with the County In response to Commissioner Bryant Ms Darnell advised that the increase is not included in the budget
In response to Commissioner Ms Levengood to the d of advisory board and stated is to in the operation of
make recommendations capital expenditures staffing and
expansions She that from the first budget that Marion Oaks Advisory Board originally prepared in March to the one the is looking at $300000 was cut from the budget and considerably lowered noting they are not yet done As Ms Darnell stated the advisory board recommended moving a part-time employee to a vacant full time position delete the part-time position which resu another savings of approximately $16000 The advisory board is also recommending reclassification of a position for the waterfall which will provide savings of $9500 total over approximately $25500 from what is before the today
Ms Levengood noted that Ms Sloan has been with Marion Oaks Services MSTU almost 18 years and is too humble to ask for a raise The number workers has from 4 to 9 as well as the amount of equipment with 90 the equipment maintenance being done Transportation assumed maintenance of Units 9 6A 6B 11 and 12 along with the other 7 Units Ms Sloan maintains for a total of about 350 which is an 118 miles just in last few years With BCC approval the board has added the waterfall which Ms Sloan also oversees
of of responsibility by Marion Oaks MSTU General Services and facts they are the raise in to the for the position be for Ms Sloan who is an exemplary that and beyond on a daily
Chairman McClain inquired if position should reclassified in order provide a raise for Ms In response to Commissioner Zalak Ms Darnell stated the pay increase was not included in the budget because she was advised to bring it to the workshop
Zalak noted it is somewhat confusing as Board Policy that adviSOry boards are not to direction employees or playa role in personnel nltgtT stated the two are different Policy is for advisory members not to direction to as to what to or not do on a day-to-day however part of their duties is to a budget and present
Page 554 Book U
July 14 2015
it to the BCC stated advisory board has every right to present a recommendation to the BCC
discussion Chairman McClain stated the Board should give them some direction as to whether
or not the position should reclassified or advise if this is okay for the advisory board to do this going forward
Mr Tomich advised that as far as is concerned it not really deal with individual employees but a time where the rd will determine recommendations that a given of position or position responsibility is appropriate to the job When the discussion turns to performance an individual in a position or whether that person doing something that is over and the of that it a matter of personnel or looking at the position itself He expressed concern with trying to do employee reviews and salary adjustments for performance as part of budget process
Chairman McClain of whether the Board considers pay adjustments during the budget mid-year or it is normally through a reclassification because more responsibility has generally been taken on by an employee It was noted that Ms Levengood Ms Sloan has certainly taken on more responsibility The BCC would prefer to consider salary adjustments as a reclassification He this is a preliminary budget workshop and suggested advisory board work with Ms Darnell
In response to Chairman McClain Mr Bouyounes noted the has a Superintendent which may be a little different in responsibilities commented on the need to capture all responsibilities addressed with HR to look job description and bring a recommendation to the BCC Chairman McClain stated tile Board would be more comfortable with a reclassification
Mr Tomicl1 stated not to specific to this issue but wanted to point out overall budget not quite $800000 in revenue and is relying on Fund Balance year He noted more than $450000 in is proposed and $400000 in operating expenditures so they will be looking at an adjustment in the assessment that area as soon as next to maintain this level of
o or~ discussion ensued Mr Bouyounes suggested bringing all those positions with a reclassification as
an agenda item for approval which will then be reflected in budget irman McClain stated jf want to do a reclassification of a position can go and
with HR present Board discussion Ms stated did not for a She advised that she does not
more positions noting the part-time employee was previously eliminated and she can work without that being changed to a full time employee Ms Darnell the position is still in budget even though it has not been filled or being advertised Chairman McClain asked if this is the General Maintenance Technician position Ms Darnell concurred In response to Chairman McClain Ms Darnell stated the position is the budget however it is Ms Sloan clarified 3 positions are open that they will filling Ms Darnell that is noting another Maintenance Technician position is also open (vacant)
Chairman McClain directed staff get with and bring back a reclassification sometime during the budget process for discussion as it relates to the budget
Book U 555
July 14 2015
Commissioner questioned the deficit next year (FY 17-18) and the millage rate Mr Tomich stated it is a fixed parcel of $30 per lot which is a levy
this point of $798000 although that full amount will not be collected something less $800000 will be collected Commissioner Zalak questioned how much in reserves
is being used today Mr Tomich advised the Carry Forward is showing at $461000 and Reserves are $205000 and approximated that over $100000 in Reserves are being
In response to Commissioner Ms clarified that the parcel vary and is for mowing and lighting and $50 for residential
for commercial and $20 condominiums for road improvements stated does not have a copy of the Ordinance with her and that it not state a maximum Commissioner Zalak it is still a deficit of $100000
Mr Tomich opined that one of the first is to look realistically which vacancies are being maintained and delete positions if that is what it takes to balance the budget It was general consensus of Board to concur Mr Tomich noted that in 2014 the actual expenditures were $700000 If 2016 is going a whole lot different than 2014 they may need a more realistic budget that can show they can operate within current -
Chairman McClain reiterated that and the advisory board have work do He them to meet with HR to address the reclassification and bring a
recommendation back to the Board It was the consensus of the Board that are no further questions in
regard to MSTU Department Commissioner Bryant out at pm
======-== - Solid Waste Director Mike appeared to review departments proposed budget for 2015-16 for Department 4230 Solid Waste Disposal (page 582) Department Solid Waste Collection (page and Department Solid Waste Recycling (page 589) introduced Operations Manager
Starkey and Budget amp Administration Coordinator Ronald Crews (who remained 0011 in the audience) ACA Bouyounes was also present
Mr Sims that Solid Waste Department is made up 3 Divisions Department 4230 is Disposal Division which basically runs the Landfill the old landfills and transfer station operations as well as all of the facilities Department 4250 is the Collection Division which also contains Litter Control Enforcement and Department 4270 is the 18 Recycling that out and around the County He provided a recap of some of departments accomplishments in the last year as a slight increase of 133000 tons of disposal waste into landfill which is over 127000 received the previous year
Commissioner Bryant returned at 348 pm Mr Sims continued recapping accomplishments noting a slight in
customer counts utilizing the Baseline Landfill facility as well as Recycling Centers by over visits department also a County recycling of completed building Newton Recycling Center and remediation project by installing a closure cover and stormwater collection system on the landfill started Davis Landfill water line extension the public drinking water system noting there are other associated programs with project and they are now trying to acquire enough ROW to move that project forward Funding in the upcoming budget will with the
556 Book U
July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
Book U Page
July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
II
July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
Book U 561
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
July 14 2015
Maintenance Mechanic a Medium Equipment position in staff to all maintenance responsibilities of the (page 477)
there has not been much discussion they would also like to going from 4 1 hour days to 58-hour days Currently are 2 crews one is working Monday through Thursday and is working Tuesday through Friday Going 58-hour days would not require having Supervisor staff for 2 different crews as 1 Supervisor could be Monday thru Friday Ms Darnell stated will have to speak to the HR Director about this change to see if this will be a more way to those crews
employees involved another is Marion Services
Board is asking for a salary increase for Superintendent Sloan in the amount of $3934 this is not a reclassification but a 95 request based on fact that they took over maintenance of waterfall 2 years and Ms Sloan 17 years of service with the County In response to Commissioner Bryant Ms Darnell advised that the increase is not included in the budget
In response to Commissioner Ms Levengood to the d of advisory board and stated is to in the operation of
make recommendations capital expenditures staffing and
expansions She that from the first budget that Marion Oaks Advisory Board originally prepared in March to the one the is looking at $300000 was cut from the budget and considerably lowered noting they are not yet done As Ms Darnell stated the advisory board recommended moving a part-time employee to a vacant full time position delete the part-time position which resu another savings of approximately $16000 The advisory board is also recommending reclassification of a position for the waterfall which will provide savings of $9500 total over approximately $25500 from what is before the today
Ms Levengood noted that Ms Sloan has been with Marion Oaks Services MSTU almost 18 years and is too humble to ask for a raise The number workers has from 4 to 9 as well as the amount of equipment with 90 the equipment maintenance being done Transportation assumed maintenance of Units 9 6A 6B 11 and 12 along with the other 7 Units Ms Sloan maintains for a total of about 350 which is an 118 miles just in last few years With BCC approval the board has added the waterfall which Ms Sloan also oversees
of of responsibility by Marion Oaks MSTU General Services and facts they are the raise in to the for the position be for Ms Sloan who is an exemplary that and beyond on a daily
Chairman McClain inquired if position should reclassified in order provide a raise for Ms In response to Commissioner Zalak Ms Darnell stated the pay increase was not included in the budget because she was advised to bring it to the workshop
Zalak noted it is somewhat confusing as Board Policy that adviSOry boards are not to direction employees or playa role in personnel nltgtT stated the two are different Policy is for advisory members not to direction to as to what to or not do on a day-to-day however part of their duties is to a budget and present
Page 554 Book U
July 14 2015
it to the BCC stated advisory board has every right to present a recommendation to the BCC
discussion Chairman McClain stated the Board should give them some direction as to whether
or not the position should reclassified or advise if this is okay for the advisory board to do this going forward
Mr Tomich advised that as far as is concerned it not really deal with individual employees but a time where the rd will determine recommendations that a given of position or position responsibility is appropriate to the job When the discussion turns to performance an individual in a position or whether that person doing something that is over and the of that it a matter of personnel or looking at the position itself He expressed concern with trying to do employee reviews and salary adjustments for performance as part of budget process
Chairman McClain of whether the Board considers pay adjustments during the budget mid-year or it is normally through a reclassification because more responsibility has generally been taken on by an employee It was noted that Ms Levengood Ms Sloan has certainly taken on more responsibility The BCC would prefer to consider salary adjustments as a reclassification He this is a preliminary budget workshop and suggested advisory board work with Ms Darnell
In response to Chairman McClain Mr Bouyounes noted the has a Superintendent which may be a little different in responsibilities commented on the need to capture all responsibilities addressed with HR to look job description and bring a recommendation to the BCC Chairman McClain stated tile Board would be more comfortable with a reclassification
Mr Tomicl1 stated not to specific to this issue but wanted to point out overall budget not quite $800000 in revenue and is relying on Fund Balance year He noted more than $450000 in is proposed and $400000 in operating expenditures so they will be looking at an adjustment in the assessment that area as soon as next to maintain this level of
o or~ discussion ensued Mr Bouyounes suggested bringing all those positions with a reclassification as
an agenda item for approval which will then be reflected in budget irman McClain stated jf want to do a reclassification of a position can go and
with HR present Board discussion Ms stated did not for a She advised that she does not
more positions noting the part-time employee was previously eliminated and she can work without that being changed to a full time employee Ms Darnell the position is still in budget even though it has not been filled or being advertised Chairman McClain asked if this is the General Maintenance Technician position Ms Darnell concurred In response to Chairman McClain Ms Darnell stated the position is the budget however it is Ms Sloan clarified 3 positions are open that they will filling Ms Darnell that is noting another Maintenance Technician position is also open (vacant)
Chairman McClain directed staff get with and bring back a reclassification sometime during the budget process for discussion as it relates to the budget
Book U 555
July 14 2015
Commissioner questioned the deficit next year (FY 17-18) and the millage rate Mr Tomich stated it is a fixed parcel of $30 per lot which is a levy
this point of $798000 although that full amount will not be collected something less $800000 will be collected Commissioner Zalak questioned how much in reserves
is being used today Mr Tomich advised the Carry Forward is showing at $461000 and Reserves are $205000 and approximated that over $100000 in Reserves are being
In response to Commissioner Ms clarified that the parcel vary and is for mowing and lighting and $50 for residential
for commercial and $20 condominiums for road improvements stated does not have a copy of the Ordinance with her and that it not state a maximum Commissioner Zalak it is still a deficit of $100000
Mr Tomich opined that one of the first is to look realistically which vacancies are being maintained and delete positions if that is what it takes to balance the budget It was general consensus of Board to concur Mr Tomich noted that in 2014 the actual expenditures were $700000 If 2016 is going a whole lot different than 2014 they may need a more realistic budget that can show they can operate within current -
Chairman McClain reiterated that and the advisory board have work do He them to meet with HR to address the reclassification and bring a
recommendation back to the Board It was the consensus of the Board that are no further questions in
regard to MSTU Department Commissioner Bryant out at pm
======-== - Solid Waste Director Mike appeared to review departments proposed budget for 2015-16 for Department 4230 Solid Waste Disposal (page 582) Department Solid Waste Collection (page and Department Solid Waste Recycling (page 589) introduced Operations Manager
Starkey and Budget amp Administration Coordinator Ronald Crews (who remained 0011 in the audience) ACA Bouyounes was also present
Mr Sims that Solid Waste Department is made up 3 Divisions Department 4230 is Disposal Division which basically runs the Landfill the old landfills and transfer station operations as well as all of the facilities Department 4250 is the Collection Division which also contains Litter Control Enforcement and Department 4270 is the 18 Recycling that out and around the County He provided a recap of some of departments accomplishments in the last year as a slight increase of 133000 tons of disposal waste into landfill which is over 127000 received the previous year
Commissioner Bryant returned at 348 pm Mr Sims continued recapping accomplishments noting a slight in
customer counts utilizing the Baseline Landfill facility as well as Recycling Centers by over visits department also a County recycling of completed building Newton Recycling Center and remediation project by installing a closure cover and stormwater collection system on the landfill started Davis Landfill water line extension the public drinking water system noting there are other associated programs with project and they are now trying to acquire enough ROW to move that project forward Funding in the upcoming budget will with the
556 Book U
July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
Book U Page
July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
II
July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
Book U 561
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
July 14 2015
it to the BCC stated advisory board has every right to present a recommendation to the BCC
discussion Chairman McClain stated the Board should give them some direction as to whether
or not the position should reclassified or advise if this is okay for the advisory board to do this going forward
Mr Tomich advised that as far as is concerned it not really deal with individual employees but a time where the rd will determine recommendations that a given of position or position responsibility is appropriate to the job When the discussion turns to performance an individual in a position or whether that person doing something that is over and the of that it a matter of personnel or looking at the position itself He expressed concern with trying to do employee reviews and salary adjustments for performance as part of budget process
Chairman McClain of whether the Board considers pay adjustments during the budget mid-year or it is normally through a reclassification because more responsibility has generally been taken on by an employee It was noted that Ms Levengood Ms Sloan has certainly taken on more responsibility The BCC would prefer to consider salary adjustments as a reclassification He this is a preliminary budget workshop and suggested advisory board work with Ms Darnell
In response to Chairman McClain Mr Bouyounes noted the has a Superintendent which may be a little different in responsibilities commented on the need to capture all responsibilities addressed with HR to look job description and bring a recommendation to the BCC Chairman McClain stated tile Board would be more comfortable with a reclassification
Mr Tomicl1 stated not to specific to this issue but wanted to point out overall budget not quite $800000 in revenue and is relying on Fund Balance year He noted more than $450000 in is proposed and $400000 in operating expenditures so they will be looking at an adjustment in the assessment that area as soon as next to maintain this level of
o or~ discussion ensued Mr Bouyounes suggested bringing all those positions with a reclassification as
an agenda item for approval which will then be reflected in budget irman McClain stated jf want to do a reclassification of a position can go and
with HR present Board discussion Ms stated did not for a She advised that she does not
more positions noting the part-time employee was previously eliminated and she can work without that being changed to a full time employee Ms Darnell the position is still in budget even though it has not been filled or being advertised Chairman McClain asked if this is the General Maintenance Technician position Ms Darnell concurred In response to Chairman McClain Ms Darnell stated the position is the budget however it is Ms Sloan clarified 3 positions are open that they will filling Ms Darnell that is noting another Maintenance Technician position is also open (vacant)
Chairman McClain directed staff get with and bring back a reclassification sometime during the budget process for discussion as it relates to the budget
Book U 555
July 14 2015
Commissioner questioned the deficit next year (FY 17-18) and the millage rate Mr Tomich stated it is a fixed parcel of $30 per lot which is a levy
this point of $798000 although that full amount will not be collected something less $800000 will be collected Commissioner Zalak questioned how much in reserves
is being used today Mr Tomich advised the Carry Forward is showing at $461000 and Reserves are $205000 and approximated that over $100000 in Reserves are being
In response to Commissioner Ms clarified that the parcel vary and is for mowing and lighting and $50 for residential
for commercial and $20 condominiums for road improvements stated does not have a copy of the Ordinance with her and that it not state a maximum Commissioner Zalak it is still a deficit of $100000
Mr Tomich opined that one of the first is to look realistically which vacancies are being maintained and delete positions if that is what it takes to balance the budget It was general consensus of Board to concur Mr Tomich noted that in 2014 the actual expenditures were $700000 If 2016 is going a whole lot different than 2014 they may need a more realistic budget that can show they can operate within current -
Chairman McClain reiterated that and the advisory board have work do He them to meet with HR to address the reclassification and bring a
recommendation back to the Board It was the consensus of the Board that are no further questions in
regard to MSTU Department Commissioner Bryant out at pm
======-== - Solid Waste Director Mike appeared to review departments proposed budget for 2015-16 for Department 4230 Solid Waste Disposal (page 582) Department Solid Waste Collection (page and Department Solid Waste Recycling (page 589) introduced Operations Manager
Starkey and Budget amp Administration Coordinator Ronald Crews (who remained 0011 in the audience) ACA Bouyounes was also present
Mr Sims that Solid Waste Department is made up 3 Divisions Department 4230 is Disposal Division which basically runs the Landfill the old landfills and transfer station operations as well as all of the facilities Department 4250 is the Collection Division which also contains Litter Control Enforcement and Department 4270 is the 18 Recycling that out and around the County He provided a recap of some of departments accomplishments in the last year as a slight increase of 133000 tons of disposal waste into landfill which is over 127000 received the previous year
Commissioner Bryant returned at 348 pm Mr Sims continued recapping accomplishments noting a slight in
customer counts utilizing the Baseline Landfill facility as well as Recycling Centers by over visits department also a County recycling of completed building Newton Recycling Center and remediation project by installing a closure cover and stormwater collection system on the landfill started Davis Landfill water line extension the public drinking water system noting there are other associated programs with project and they are now trying to acquire enough ROW to move that project forward Funding in the upcoming budget will with the
556 Book U
July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
Book U Page
July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
II
July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
Book U 561
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
July 14 2015
Commissioner questioned the deficit next year (FY 17-18) and the millage rate Mr Tomich stated it is a fixed parcel of $30 per lot which is a levy
this point of $798000 although that full amount will not be collected something less $800000 will be collected Commissioner Zalak questioned how much in reserves
is being used today Mr Tomich advised the Carry Forward is showing at $461000 and Reserves are $205000 and approximated that over $100000 in Reserves are being
In response to Commissioner Ms clarified that the parcel vary and is for mowing and lighting and $50 for residential
for commercial and $20 condominiums for road improvements stated does not have a copy of the Ordinance with her and that it not state a maximum Commissioner Zalak it is still a deficit of $100000
Mr Tomich opined that one of the first is to look realistically which vacancies are being maintained and delete positions if that is what it takes to balance the budget It was general consensus of Board to concur Mr Tomich noted that in 2014 the actual expenditures were $700000 If 2016 is going a whole lot different than 2014 they may need a more realistic budget that can show they can operate within current -
Chairman McClain reiterated that and the advisory board have work do He them to meet with HR to address the reclassification and bring a
recommendation back to the Board It was the consensus of the Board that are no further questions in
regard to MSTU Department Commissioner Bryant out at pm
======-== - Solid Waste Director Mike appeared to review departments proposed budget for 2015-16 for Department 4230 Solid Waste Disposal (page 582) Department Solid Waste Collection (page and Department Solid Waste Recycling (page 589) introduced Operations Manager
Starkey and Budget amp Administration Coordinator Ronald Crews (who remained 0011 in the audience) ACA Bouyounes was also present
Mr Sims that Solid Waste Department is made up 3 Divisions Department 4230 is Disposal Division which basically runs the Landfill the old landfills and transfer station operations as well as all of the facilities Department 4250 is the Collection Division which also contains Litter Control Enforcement and Department 4270 is the 18 Recycling that out and around the County He provided a recap of some of departments accomplishments in the last year as a slight increase of 133000 tons of disposal waste into landfill which is over 127000 received the previous year
Commissioner Bryant returned at 348 pm Mr Sims continued recapping accomplishments noting a slight in
customer counts utilizing the Baseline Landfill facility as well as Recycling Centers by over visits department also a County recycling of completed building Newton Recycling Center and remediation project by installing a closure cover and stormwater collection system on the landfill started Davis Landfill water line extension the public drinking water system noting there are other associated programs with project and they are now trying to acquire enough ROW to move that project forward Funding in the upcoming budget will with the
556 Book U
July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
Book U Page
July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
II
July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
Book U 561
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
July 1 2015
expansion project The department received from Florida Department Environmental Protection (FDEP) that it has achieved a No further assessment or
remediation required on the Martel Landfill Mr Sims the Martel Landfill under the CIP includes $13 million sitting 5 out into the future add a AIltITcr
which will disappear FDEP is basically saying they are satisfied with contamination assessment and is no contamination which is a huge accomplishment for the department and over the they will see some improvements in cost The County is still responsible for maintaining that property as it is an old landfill will still to comply with FDEP guidelines department will looking for a publicprivate partnership utilize property
In response to Chairman McClain Mr Sims that the department not to do any groundwater monitoring but still have some on-site landfill gas which they
will have to continue to monitor FDEP expects department to continue quarterly monitoring of landfill for at a 2 year period and can performed by in-house staff which is a significant over having to pull groundwater monitoring samples
Chairman McClain inquired if staff is currently continuing to gas off of the property Mr Sims stated there are some passive vents currently on that landfill noting the volume of gas is minor which is expected to continue to He clarified that none of gas is moving off-site department will also to continue protective cover cover over the landfill as well as manage stormwater system to ensure
operation Chairman McClain questioned what type of uses are envisioned when talking
about a publicprivate partnership Mr Sims noted groups approached them in the where primarily tennis courts and golf courses were proposed A local fly company wanted use the open area for control (RC) airplanes however were concerns with the close proximity of Ocala International Airport where it
restrictive stated he envisioned walking andor bicycle trails Chairman McClain inquired as the size property Mr Sims landfill
east is acres and landfill west is 20 acres with additional acreage surrounding it which is not part of landfill footprint
In response to Commissioner Zalak Mr Sims that he is willing to work with Parks Department as to a potential use of the property noting the key is finding a funding source to at whatever land use is in the future
McClain commented on the 53 recycling and inquired if that is above year Mr stated they were at 48 last r and the goal is
50 which the department has noting they have 2 to reach the level at 60 He opined it will difficult not that the department cannot achieve
that goal but it will be a significant amount of work Commissioner noted County does not credit for a lot of the recycling Mr Sims commented on the commodity market which has fallen off and is another
Chairman McClain inquired as to what will happen if the recycling goal is not Mr stated it is a goal but has heard that may have difficulty achieving
grants short of the hazardous grant department receives for hosting events in Sumter County which is the only grant the department receives In response to Chairman McClain Mr Sims that the grant is about $35000 clarified whatever the grant does not cover is fully reimbursed by County
Commissioner Zalak addressed long leachate and asked if the department is good with trucking it at this point Mr concurred and advised the department will
Book U Page
July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
II
July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
Book U 561
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
July 14 2015
wrap analysis up on that issue contractor is willing to their contract at the current and with 5 of landfill life remaining afterward they will enter into and perhaps in 3 to 5 years continue generation the current after which it will start to fall off The payback of building a $4000000 or $5000000 pretreatment facility is not Commissioner Zalak technology is continually changing in this industry Mr Sims stated it is something they will certainly their eye on however the contractor pretreatment facility Lakeland and the department been in getting trucks it to haul off the leachate Leachate volume does fluctuate based on rainfall and summer the department is pumping more than in the winter
Commissioner Moore inqu as to the turnover rate within the department Mr Sims there are no issues to noting are looking the turnover which has very low stated the vast majority of Solid Waste employees
than 10 years in the department and the issue is more in trying to cover for them when they take vacations Mr commented on employees who have retired noting more will coming up in next few
Mr Sims the department which is an enterprise fund department is proposing an $11 million budget The department is anticipating approximately $15000000 in revenue coming in and is adequately meeting its enterprise fund obligation covering expenses as well as setting aside reserves for future capital improvements equipment and disposal capacity enhancements
Mr Sims add Department 4230 Solid Waste Disposal which can found on page He stated a new position of Solid Waste Operator is for this budget (page 584) year the department had 55 full time employees however this
are 54 including the new position Adding the Solid Operator will provide more flexibility in scheduling operations by having 3 employees per shift to operate the landfill yard waste tire loading as well as appliances and scrap metal will allow a 1 day overlap between the 2 so that can take on some of the gt 0
projects that sometimes happen such as slope maintenance erosion on the landfill The budget includes a reduction of $12000 in line 514101 Overtime from $87000 to $75000 (page 582) Adding an additional will cut overtime and enhances their ability to perform a more efficient operation within the landfill and disposal operations as well as special Mr Sims advised that one of the Solid Waste Operators is already in Deferred Retirement Option Program (DROP)
Mr Sims commented on reclassification request of a Staff Assistant II to a Staff IV (page 584) which requested rescinded and removed addressed
the resignation of their Supervisor which left them with the understanding that only 1 person was totally up to with the operation of the program Scale Operators can charge customers in and but they do not have the expertise skill to produce reports that are required on a monthly which are provided to BCC and FDEP A second is needed staff will for a reclassification of their Accounting Specialist and ensure that person the training perform function Currently Account II Joy can perform the invoicing process but needs direction to produce a monthly report as to the types of material being collected and what they are required to report reclassification for the Assistant IV classification was about $5400 and the reclassification of the Accounting Specialist position is a little over $3000 a small reduction will seen in particular area
558 U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
II
July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
Book U 561
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
142015
In response Commissioner Mr Sims stated the paperwork for the reclassification will submitted as soon as possible to make sure their calculations are
Commissioner Zalak clarified that the 6021 reclassification from a Staff II to a Assistant IV position will be removed and the 6004 Accounting will be up one pay grade Mr stated that is
General ensued Assistant Fowler advised the Accounting Specialist is
an agency wide Code and staff cannot just change this one noting it will have to a new class with a whole new number in order to reclassify up to a pay grade of
a different number understands that the reclassification from a Staff II to a Assistant IV will removed and if it is intention to with HR in
to the Accounting Specialist position for the current FY or with budget on October 1 201 Mr Sims opined that making the position effective 1 2015 is
Ms requested permission for staff to get a code everything notify their as to what that class code is for Budget
to reflect that change with the budget and the other reclassification being removed Chairman McClain
Mr Sims commented on the budget noting over the years the department has narrowed the Division from 5 down to 3 and they are still trying to some of the
factors that are being either under andor to get lined LIp to they think they are properly situated stated some adjustments
occurred within Department 4230 noting line item 534101 Contract Serv Other - Misc 582) was by $23000 (from $1177570 to $1154090) money did
not go away but was moved over to Department Solid Waste Recycling for electronics recycling as well as an additional $16 to help cover the of the electronic recycling events Since the recycling events are all hosted primarily at the
centers exception ones that are held McPherson Complex as part of Countys obligation of the Interlocal Agreement with the City of
General d ensued Mr Sims to the in line item 564101 Machinery amp Equipment for
a Mobile Traffic Sign the Promotion Recycling $15000 (page 1) department been using but the are filled with informational signage a better methodology to get
is needed Commissioner asked if is a reason cannot put on the recycling instead of people just throwing those items in the Mr Sims they are moving in a direction where that will possible noting in the past
contractors went to collection were there to the material an extra He advised a request for (RFP) will put out for to
internally are looking 6 Recycling where they will up permanent drop-off for electronics waste 5 days a week The issue is with staffing
lifting those electronics Commissioner Zalak noted that people are dropping refrigerators off at recycling
clTltgtlrc and inquired if something can put out for collection at all 18 recycling centers collected once quarter or the demand is for those Mr Sims that a television (TV) contains enough lead to considered but they
are moving in that and that up and operating by early October He
Book U Page 559
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
II
July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
Book U 561
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
July 14 2015
stated cannot be put in with single waste due to damage with glass and comingling of recyclables
General discussion resumed Commissioner Moore out 417 pm In response Commissioner Mr Sims the 6 Recycling Centers
being considered for permanent electronic collection are 1) Lynne 2) Newton 3) Martel 4) Dunnellon Weirsdale 6) Baseline as the hub site it is open 7 days a
and all others are 5 days a week General continued In response to Chairman McClain Mr Sims the 6 Recycling Centers are
included in the budget proposal Chairman McClain opined the permanent electronic waste collection does not expand beyond the 6 Recycling Centers as addressed
Commissioner Moore returned at 419 pm Mr Sims staff will look at that and back to
McClain stated that some point landfill will full noting is a whole discussion to have and more the County increases richness of the boxes the more difficult it will be to transitions that may need to in the future
Commissioner Zalak to Department 4270 Waste Recycling and as to line item 534101 Contract Serv - Other - Misc in amount of $953
589) Mr stated $760000 is primarily contract labor recycling noting 2 were just added a total of contract folks which is down from 28 as 2 more Recycling Attendants recently and are being replaced by contract labor When looking that it was discovered that they double cou for an overtime function
that particular account can reduced by $49880 as it was already computed and into the He noted electronic waste as well as refrigeration Freon along
with single stream recycling function were all moved over from collections to department which is an $85000 line
Commissioner Zalak referred to line 546101 RepairsMaint - Buildings amp Grounds which shows an of about $60000 (from $100400 to $1 Mr
stated the department has up the contract mowing at Newton Recycling Center and the Baseline Recycling has also moved under contract mowing
Commissioner Zalak referred to item 548101 Promotional Activities in the amount of $20000 Mr noted this line increased by $10000 and is focused on
stream recycling and of that is to reach out work with at Waste Pro who will assist with some of the promotional activities
Mr Sims commented on review of the budget to todays workshop a total of $75453 with $49000 of that as overtime in recycling they wanted to cut out however it was discovered they are always in their calculations advised that Department 4250 line item 101 Gasoline Oil amp in the amount of 1 was over calculated and can reduced by $20123 (page 586) as well as the $5400 from Department for the reclassification from a Staff to a Assistant IV position (page 584) which an additional $75453 Mr stated $75453 is across the 3 budgets noting $5450 is from 4230 $20123 is from
and $49880 from Commissioner Zalak to Department 4250 - CNG (2 each) in the amount of $394000 and if
those already ordered Mr stated the Grapple Truck was the only thing ordered in this years budget Commissioner Zalak inquired if the 2 roll-off trucks can
560 Book U
II
July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
Book U 561
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
July 14 2015
preordered they take so long to Mr Sims stated staff normally the equipment as soon as possible after the is adopted Mr Bouyounes stated they will with Management to see if the vehicles can preordered
discussion ensued Mr Tomich stated it will be to the funds in this in order to
requisition the 2 roll-off trucks Chairman McClain advised that a budget transfer will have to done now to be included in budget this FY Mr Tomich stated it can be carried forward in August when they do all other Forwards Chairman McClain asked if the 2 roll-off trucks will remain in proposed budget as well after this budget is approved then Mr Sims can go ahead and order 2 more roll-off trucks or whatever the equipment is
Commissioner questioned if it is ordering or delivery Mrmiddot Tomich a lot of people are involved in the ordering as it is not a process Mr Kauffman stated the equipment cannot be ordered without having funds available Mr Tomich advised that normally in August Budget Office solicits all Department Heads in regard to all items would or otherwise could receive by the end of
year and add to the Forward to re-appropriate funds the following Mr Bouyounes noted that for this type equipment they are always lagging a year
behind discussion
Commissioner Zalak questioned how that process can sped up Chairman McClain stated will to prepare a budget transfer the next meeting so they can go and order the 2 roll-off trucks
Commissioner asked if 2 more roll-off trucks will be next Mr Sims they had scheduled purchase of a grapple truck and 1 roll-off truck for next year (FY 16-17) in the CIP
Chairman McClain clarified that if staff presented a budget amendment request next Board meeting it will be for the 2 roll-off trucks in the proposed 15-16 budget
Ms Sims concurred Chairman McClain further clarified that the FY 15-16 budget be amended to 1 Grapple Truck 1 Roll-Off Truck (or whatever is for FY 16-17) so the department is budgeting 1 year in advance It was the general consensus the to concur
Mr Kauffman advised that July 18 2015 Agenda is already posted and inquired if Board wanted this brought as a Walk-On Item It was the general consensus of the Board to include this on the August 2015 Agenda
It was the general consensus of the Board there are no further questions in regard to the Solid Waste Department
In response to Chairman McClain Mr Tomich advised that he nothing further add at time
Budgets - Commissioner Zalak questioned process in regard to General Fund whether the is looking to try and cut it back down to 19 noting the Board has to come together to make that decision Chairman McClain he is looking to get the millage back down to 19 mills It was the consensus of the Board to concur
Book U 561
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U
July 14 5
There being no further business to come before the Board meeting adjourned 434 pm
Attest
Page 562 Book U