agenda - thursday, july 27, 2017

CITRUS COUNTY

BOARD OF COUNTY COMMISSIONERS

MINUTES ● JULY 27, 2017

Special Meeting Citrus County Courthouse 9:00 AM

Room 100, 110 N. Apopka Avenue, Inverness, FL 34450

Citrus County Page 1 Updated 7/28/2017 10:14 AM

A. CALL TO ORDER

July 27, 2017 Citrus County Courthouse The meeting was called to order at 9:00 AM

1. Invocation

First Vice Chairman Ronald E. Kitchen, Jr., provided the invocation.

2. Pledge of Allegiance

3. Roll Call

Attendee Name Title Status Arrived

Scott Carnahan Chairman District 4 Present

Ronald E. Kitchen Jr.

1st Vice Chairman District 2 Present

Jeff Kinnard D.C.

2nd Vice Chairman District 1

Present

Jimmie T. Smith Commissioner, District 3 Absent

Brian J. Coleman

Commissioner, District 5 Present

Charles R. Oliver

County Administrator Present

Denise A. Dymond Lyn

County Attorney Present

Angela Vick Clerk of the Circuit Court and Comptroller

Present

Tifani White Deputy Clerk Present

Minutes Board of County Commissioners July 27, 2017

B. SPECIAL MEETING- DISCUSSION AND VOTE ON SPACE NEEDS OF CONTITUTIONAL OFFICERS AND GUARDIAN AD LITEM INCLUDING ISSUING NECESSARY WORK AUTHORIZATIONS

Chairman Scott Carnahan made brief opening comments.

B.1. Discussion and Vote on Space Needs of Constitutional Officers and Guardian Ad Litem Including Issuing Necessary Work Authorizations

a. Discussion and vote on space needs for Constitutionals/Guardian Ad Litem as outlined in the space needs relocation document.

1. Approve the space moves as outlined above.

2. Authorize staff to issue Task Orders:

a. Donnelly & Associates for design of the Clerk’s/WIC space at the former Health Department

Building - $41,800

b. Donnelly & Associates for the design of the Guardian Ad Litem and the Sheriff’s space at the

Courthouse. - estimated to be less than $10,000.

County Administrator Charles R. Oliver provided an overview of the meeting and gave a presentation. Sheriff Mike Prendergast, Clerk of the Circuit Court and Comptroller Angela Vick, Property Appraiser Les Cook, Supervisor of Elections Susan Gill, and Judge Mark Yerman addressed their individual space needs. Board discussion was held. Prior to the motion, Facilities Management Director Charlie Gatto requested an additional $10,000 to complete the work agreed upon by the Clerk and the Sheriff. Motion to approve the space needs as outlined and agreed upon during the meeting, and approve one task order in the amount of $41,800 for the design of the Clerk's/WIC space at the former Health Department Building and one task order in the amount of $20,000 for the design of the Guardian Ad Litem and Sheriff's space at the courthouse. Commissioners made additional comments prior to the vote.

RESULT: ADOPTED [UNANIMOUS]

MOVER: Ronald E. Kitchen Jr., 1st Vice Chairman District 2

SECONDER: Brian J. Coleman, Commissioner, District 5

AYES: Carnahan, Kitchen Jr., Kinnard D.C., Coleman

ABSENT: Smith

C. OPEN TO THE PUBLIC

There was no public comment.

Minutes Board of County Commissioners July 27, 2017

D. UPCOMING MEETINGS

1. Regular Meeting: August 8, 2017 at 1:00 PM, Citrus County Courthouse, Room 100, 110 N. Apopka Avenue, Inverness, FL 34450

2. Regular Meeting: August 22, 2017 at 1:00 PM, Citrus County Courthouse, Room 100, 110 N. Apopka Avenue, Inverness, FL 34450

3. Regular Meeting: September 12, 2017 at 1:00 PM, Citrus County Courthouse,

Room 100, 110 N. Apopka Avenue, Inverness, FL 34450

E. UPCOMING WORKSHOPS AND SPECIAL MEETINGS

F. ADJOURN

The meeting was adjourned at 10:15 AM

AGENDA MEMORANDUM

FROM: Scott Carnahan, Commissioner

SUBJECT: Discussion and Vote on Space Needs of Constitutional Officers and Guardian Ad Litem

AGENDA DATE: July 27, 2017

BRIEF OVERVIEW: Discussion and vote on space needs for Constitutional Officers/Guardian Ad Litem as

outlined below

1. Move Sheriff’s Civil Area on the first floor beside Commission Chambers to the

Clerk’s lobby service desk/reception area. (Move to be completed August 15,

2017).

2. Move Guardian Ad Litem from Brannen Bank Building to former Sheriff’s Civil

Area on the first floor (identified in item one above). (Start: August 15, 2017;

Completion October 1, 2017). Guardian Ad Litem must be relocated by October

23, 2017.

3. Reconfigure the space formerly occupied by the Clerk of Court at Meadowcrest

for the Property Appraiser. This involves constructing a wall to require the public

to access the Property Appraiser’s Office through the counter in the former

Clerk’s space.

4. Move a portion of the Clerk’s office (Finance and Internal Audit) to plus/minus

10,600 square feet in the former Health Department Building on North

Montgomery Avenue. WIC Program to remain in the Southeast Wing. (Design

Start: August 15, 2017; Design Complete: November 15, 2017; Bid Award:

February 15, 2018; Construction Complete: December 31, 2018. (Completion

could occur sooner depending on the renovations required)

5. Move Supervisor of Elections to 16,200 sq. ft. at Meadowcrest including the

Supervisor’s equipment storage. Design Start: August 15, 2017; Design

Complete: December 15, 2017; Construction: October 1, 2018; completion

Spring 2019). Supervisor keeps 500 sq. ft. of existing office in Inverness to be

shared with the Board. The Supervisor of Elections has agreed to request no

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new staffing because of this move.

6. Move Board of County Commissioners to former Coke Building (times dependent

on other moves and funding).

7. Establish new courtroom and judge’s chamber including ancillary support

functions in former BOCC space on the 2nd floor (Schedule and funding to be

determined).

8. Clerk to vacate approximately 4,000 square feet in the basement within two

years, where records are stored electronically, with space to be vacated to meet

the future courthouse needs.

The total cost of these moves is unknown at this time. We would note that $100,000 is

available in the current year from the space study; $500,000 budgeted for FY 17/18,

$500,000 budgeted for FY 18/19. We believe sufficient funding is available/budget to

move Guardian Ad Litem to the Sheriff’s Space in the Courthouse and move the Clerk

to the former Health Department Building.

We believe that an additional $500,000 will need to be budgeted for FY 19/20 and FY

20/21, which is not contained in the proposed CIP to complete the moves for the

Supervisor of Elections, the Board of County Commission and complete the judicial

space on the 2nd Floor of the Courthouse.

Confidential building information regarding floor plans and square footage is covered by

Homeland Security and is provided to the Commissioners only under separate cover.

BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget YTD Expenditures Encumbrances Available Balance

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RECOMMENDED ACTION: a. Discussion and vote on space needs for Constitutionals/Guardian Ad Litem as

outlined in the space needs relocation document.

1. Approve the space moves as outlined above.

2. Authorize staff to issue Task Orders:

a. Donnelly & Associates for design of the Clerk’s/WIC space at the former

Health Department Building - $41,800

b. Donnelly & Associates for the design of the Guardian Ad Litem and the

Sheriff’s space at the Courthouse. - estimated to be less than $10,000.

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Space Needs Relocation Plan

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Attachment: Space Needs Presentation 7-27-17 (7502 : Discussion and Vote on Space Needs of Constitutional Officers and Guardian Ad Litem)

Move Sheriff’s civil area on the first floor of the courthouse, beside Commission chambers, to the

Clerk’s lobby service desk/reception area in the

courthouse.

(Move to be completed by August 15, 2017)

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Move Guardian Ad Litem from Brannen Bank building to former

Sheriff’s civil area on the first floor of the courthouse.

(Start: by August 15, 2017; Completion by October 1, 2017)

*Guardian Ad Litem must be relocated by October 23, 2017

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Reconfigure the space formerly occupied by the Clerk at

Meadowcrest for the Property Appraiser.

This involves constructing a wall to require the public to access the Property Appraiser’s office through the counter in the former Clerk’s space.

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Move a portion of the Clerk’s office (Finance & Internal Audit) to +/-

10,600 ft2 in the Health Department Building on N. Montgomery Avenue.

*WIC Program to remain in the Southeast Wing.

(Design Start: by August 15, 2017; Design Complete: by November 15, 2017; Bid Award: by February 15, 2018;

Construction Complete: by December 31, 2018 and could occur sooner depending on the renovations required)

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Move Supervisor of Elections to 16,200 ft2 at Meadowcrest including the Supervisor’s equipment storage.

Supervisor keeps 500 ft2 of existing office in Inverness to be shared with the Board. The Supervisor has agreed to request

no new staffing because of this move.

(Design Start: by August 15, 2017; Design Complete; by December 15, 2017; Construction: by October 1, 2018;

completion Spring 2019)

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Move Board of County Commissioners to former Coke

Building

(times dependent on other moves and funding)

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Establish new courtroom and judge’s chamber, including ancillary support functions in former BOCC

space on the 2nd floor.(Schedule and funding to be determined).

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Clerk to vacate approximately 4,000 ft2 in the basement of the

courthouse within two years, when records are stored electronically, with space to be vacated to meet

the future courthouse needs.

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The total cost of all these moves are unknown at this time.

We would note that there are some remaining available funds from the $100,000 budgeted in the

current year for the space study (BOCC already approved use of $48,000 for architect for

Supervisor of Elections); $500,000 budgeted/planned for in each of the following: FY

17/18, FY 18/19, and FY 19/20.

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We believe sufficient funding is available/budgeted to:

- Move Guardian Ad Litem to the Sheriff’sSpace in the Courthouse

- Relocate Clerk’s Finance & Audit functions to the Health Department Building

- Modify the Property Appraiser’s office at Meadowcrest

- Relocate the Supervisor of Elections to Meadowcrest

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Funds will need to be Budgeted in later years to move:

- The Board/County Attorney to the Coke Building

- Renovate the Board/County Attorney space on the 2nd floor of the

courthouse for the Court System

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Actions Required:

Approve the space moves as outlined above.

Authorize staff to issue Task Orders:

1. Donnelly & Associates for design of the Clerk’s/WIC space at the former Health Department Building - $41,800

2. Donnelly & Associates for the design of the Guardian Ad Litem and the Sheriff’s space at the courthouse. –

estimated to be less than $10,000.

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Angela VickClerk of the Circuit Court and ComptrollerCitrus County

CLERKOFCOURTSSPACENEEDS

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Attachment: ClerksCourthouseSpace (7502 : Discussion and Vote on Space Needs of Constitutional Officers and Guardian Ad Litem)

UsableSpace=10,297

erk’s total space 21,313ess basement evidence and storage (4,768)ess jury assembly room (704)ess Dept. Mgmt. Services 35% circulation (5,544)

otal Usable 10,297

Courthouse‐Current

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Staff=106

Employees 97Volunteers 9Total Staff 106

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sableSquareFeet=97sq.ft./employee

10,297 square feet ÷ 106 employees

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UsableSquareFeet=97/employee

Recommendations

General Services Admin (GSA) = 190/employee

orida Dept. Mgmt. Services = 180/employee

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Courthousestaffreducesto71

Courthouse–WithMove

al Clerk staff 106s Financial Services and Internal Audit (35)

t courthouse staff 71

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Courthousestaffincreasesto86

CourthouseFuture–WithMove

al Clerk staff 71ture increase (5‐10 years) 15

urthouse staff 86

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CurrentandFutureInitiatives

Strategies to reduce the necessary “usable square feet” per employee

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CurrentandFutureInitiativesDocument imaging Call centerAmscot paymentsOnline paymentseFiling (Courts)

• Court records search• Official records search• Increase telecommuting• Increase desk sharing• eRecording (O.R.)

• Online tax deed sales• Online mortgage foreclosure sales• Online commission meetings• Customer queue management• Centralized courthouse data center

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FundingWe are in the initial planning phase of this work ando not have a firm budget number, although $500,000as been budgeted for renovations to this building. Aetter cost estimate will be made once the Architectompletes the preliminary design phase. Renovationork is also being planned for the Clerk’s existingpace in the courthouse, however, funding is threeears out unless the Board decides to bond the costsr use reserves.”

Agenda Memorandum ‐ June 13, 2017

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Questions?

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agenda - thursday, july 27, 2017

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