JOINT CITY/COUNTY ADVISORY COMMITTEE
MEETING MINUTES
June 21, 2006
ATTENDEES
Commissioner Randy Morris, Seminole County, Chairman
Commissioner Mike McLean, Lake Mary, Vice-Chairman
Commissioner Jon Batman, Altamonte Springs
Councilwoman Regina Bereswill, Oviedo
Commissioner Michael Blake, Winter Springs
Mayor John Bush, Winter Springs
Marty Chan, PBAS Representative
Commissioner Susan Doerner, Casselberry
David Gierach, Sanford C of C
Steve Glazier, Winter Springs Business
Mayor Bob Goff, Casselberry
Mayor Russ Hauck, Altamonte Springs
Commissioner Carlton Henley, Seminole County
Mayor Linda Kuhn, Sanford
Hank Lander, Casselberry C of C
Mayor John Maingot, Longwood
Jonathon Moore, Seminole C of C
Commissioner Brian Sackett, Longwood
Mayor Tom Walters, Oviedo
ABSENT
Mayor Thom Greene, Lake Mary
Kim Hengehold, Oviedo C of C
Commissioner Randy Jones, Sanford
Tom Marin, Seminole C of C
The meeting was called to order by Chairman Morris at 3:05 pm.
Approval of meeting minutes – May 24, 2006 minutes
Motion to approve May 24, 2006 minutes by Commissioner McLean, second by Mayor Maingot. After discussion several corrections (date is 2006, Mr. Lander was not in attendance, delete Councilman Russell, add Councilwoman Bereswill and Commissioner Blake) the motion was tabled for a more detailed review.
Fire/Rescue/EMS Study – Presentation of draft project goals and scope of work, Don Fisher, Deputy County Manager
As an introduction, Chairman Morris stated this item was discussed at the last meeting focusing on the potential to look at a study and the cost basis. This committee was unanimous in moving forward to hear details regarding a more comprehensive study – the ability to improve services as well as establishing a benchmark of deliverables per entity.
Mr. Fisher stated this evaluation would look at the efficiencies to be gained, the duplications that could be eliminated or reduced in order to evaluate how each entity provides services. This study does not include a law enforcement component.
He continued that the scope of services presented today is to start the discussion and part of the process is to solicit each entity as well as citizen groups to fine tune a more detailed scope. The BCC authorized funding this study ($100,000 upward) although the cities can participate in funding if they so chose.
Chairman Morris added that this study will be comprehensive and will look at the possibility of city to city or city to county consolidation based upon only if the entity chooses to cooperate. The BCC believes this is a serious issue that deals with deliverables and the possibility of improved services. Even if the study shows there should be nothing done, a benchmark date with compatible and comparable data gathered by an independent firm will be established.
Commissioner McLean asked if the information derived at the end of the study would provide enough data to make definitive recommendations with options laid out. Mr. Fisher replied the study will be as extensive and intensive as is established. Commissioner McLean continued that one set of data is needed so everyone is looking at the same information.
Regarding the urban/rural issue that has been referenced by the City of Lake Mary, Chairman Morris explained that the urban population of Seminole County is 3 times larger than any city in the county and the county is urban (2nd most urban county in the state). The rural portion is less than 10% of the total population of the county and is an area of protection that the County provides. He will meet with the Mayor of Lake Mary to discuss if the intent for Lake Mary look at expanding into the County area - the answer is yes this will be studied. In the same manner, Mayor Goff asked if the county be willing to discuss Casselberry picking up the service area in Fern Park – again the answer is yes, it should be looked at.
Mayor Maingot stated Longwood discussed this issue at the last meeting and they are on board for participating and cooperating. They will not be joining in on the funding nor will they be looking at consolidation. The City likes what they have but based on the knowledge received from this study they will be open to areas of improvement.
Chairman Henley stated the most compelling problem in Longwood would be the charter. He sees any discussion of consolidation is premature. The value of the study will be gotten from a firm assessment of the services each entity provides. He concluded that he feels policy decisions are way down the line.
Mayor Goff stated that earlier there was discussion regarding receiving comparable data and questioned if it premature to have a study begin with the need for a new dispatch program. He added that the residents of Casselberry are happy with their fire department and are not looking to consolidate even if there was a cost savings. There is a community perception that they get better service with the City logo on the equipment.
Mayor Goff continued he has concerns with the statement that non-emergency medical calls would be handled by the non-fire department based agency. He feels with is in direct opposition of the existing policy of the BCC adding this is a huge issue and should not be predetermined to be one of the options. Chairman Morris replied he understands the Mayor’s concerns, but some transport is currently done by the private sector in the County. In fact, many facets of EMS/Fire/Rescue will be discussed and looked at as part of the concept of the study. Mr. Fisher added he would contact the fire chiefs and managers of each city to see which issues they would want to move forward for evaluation.
Chairman Morris continued at the last meeting the unwillingness of the Technical Subcommittee to move forward with this issue was discussed. During that discussion it was decided information would be presented to move forward with input from any city that chooses. At this point in time, we are not talking about combining services, removing fire stations or taking the city name off moving stock just gathering information.
Mayor Bush stated that if it is a comprehensive study and input from the Winter Springs Fire chief and staff would be included, they will participate.
Mr. Glazier stated it is obvious this is a sensitive and political issue and it is hard to say at this point how any group or citizens feels about this because we don’t know what “this is”. Facts may change and therefore positions may change. Things may come out of this study that will be very beneficial for the fire departments and not necessarily focus on consolidation. The transport of patients is a very important issue to this study as it has big financial and clinical implications. All the information gathered will help the County and the Cities to make informed decisions.
Commissioner Doerner agreed with Mr. Glazier in that the purpose is to have a third party objectively look at the data.
Mayor Kuhn stated Sanford would be willing to participate. If consolidation is recommended each city will be free to make their own decision, but this study may show areas where joint participation will relieve the burden of the tax payers.
Councilwoman Bereswill stated Oviedo discussed this recently and they are pleased the County is funding this study. They look forward to setting standards and best practices, the current level of service. They feel that the talk of consolidation is premature and should not the basis of this study.
Mr. Moore added that from a business person standpoint, his concern is to make sure the consultant ensures there is no bias to any entity so that everyone feels comfortable with the data presented. Perhaps then the emotions can be taken out of the issue.
Chairman Morris stated the intent of the study to get unbiased information by having each entity cooperate and participate in a positive way with input and objections noted. He stressed that this study will be comprehensive so consolidation will be one area that is looked at but the questions asked will not have a predetermined outcome nor will any political body be forced to do something.
Councilwoman Bereswill added Oviedo understands consolidation is a part of this study, but not the sole intent. They will be looking forward to hearing where the city can better improve and will participate positively but will probably not be looking at consolidation as part of the solution.
Commissioner Henley pointed out that the BCC has just as much responsibility to the citizens that reside in each city as does each city, so to state that only the city is concerned about city residents is not correct. The recent myregion.org study has revealed many challenges that face all municipalities and the county. He believes that when citizens become educated and informed on the current services and what services should be provided, they will make the right decisions at the right time. We need to study the entire picture from an unbiased standpoint. He concluded that he will vote against funding the study if it is very narrowly structured or structured to get a certain result. He does not want to precondition the public with the discussions here today as the original mission statement of the committee said to evaluate areas to determine if there is a better, more efficient, more economical way of doing something.
Commissioner McLean stated he is supportive of the study and process believing it will lead to informed decisions.
Oviedo Fire Chief White clarified that all of the municipalities provide 911 emergency and non-emergency transports. The private providers are doing inter-facility transport, but they are not dispatched to true 911 calls.
Commissioner Batman added because of the uncertainty, he is hearing a lot of prepositioning but by looking Altamonte Springs’ experience they believe theirs is a better system because of consolidation.
Chairman Morris added that Altamonte Springs would love to participate in the study and asked they be included in the review.
Chairman Morris outlined the process for this study: 1) Does this Committee accept the offer from the BCC to move forward and prepare an RFP for a consultant; 2) Do any of the cities want to participate financially; 3) The cities would review the scope and comments by the chiefs/managers would be obtained. Those comments would be sent out to all of the cities so everyone knows what others are saying; 4) The RFP would then go out and a firm would be chosen; 5) The consultant would begin a survey of information working both collectively and individually with each city. In terms of specific questions, it would not be appropriate for this committee to get involved; that is up to the individual cities to review, object or add. He continued by stating there has been some difficulty in getting responses back from some entities on issues. Therefore, he is asking each city to take this request back and ask for their respective commission/council to give consent to participation in this study and to review and make changes/additions to what the study encompasses. If all of the cities act promptly on this issue, the RFP could be reviewed and ready for action by the August meeting.
Commissioner Henley added this proposal calls for representation from each entity from the very beginning.
Mr. Lander stated he is in favor of moving ahead but asked if it was necessary to wait for information on response times. Mr. Fisher replied the consultants have had a lot of experience in dealing with these types of issues. The scope of services outlines that EMS reporting and fire reporting be examined, so there is no reason to delay.
Ms. Chan stated she believes participating would be very beneficial, the more information you have the better choices; just remember to contact your citizens once the study is completed and all of the data is available.
Mayor Goff added the discussion has answered many questions and narrowed down where this scope will go and what it will accomplish. This study will allow all of us to move forward in providing better services to our citizens.
Commissioner Blake added that this RFP does require no fewer than 4 public input meetings that would enable citizens to ask questions and get information.
Motion by Mayor Goff to accept the BCC offer to fund a Fire/Rescue/EMS study, seconded by Mayor Bush. Chairman Morris added if the motion maker and seconder would allow the steps previously discussed be included in the motion as well as the timeline, no objection was stated.
Mayor Bush asked that the private sector be included in the study. Chairman Morris stated that is one of the things that can be brought up by the cities. Mr. Glazier added there is an EMS Quality Council that does remarkable things and he is sure this study will include that group. He stated there is better coordination and communication in this county than in any other county he has been involved with. The EMS Quality Council group will be able to provide a lot of information and input. Chairman Morris added that even if nothing comes from the study, this will provide a benchmark study with a date certain which does not exist right now in any form. This study will go past just EMS but look at stations, type deliverables, firefighting and response.
Motion passed unanimously. Chairman Morris requested this proposal be presented to the individual commissions/councils as a unanimous recommendation by this committee to move forward, not as a county proposal.
General Updates – Presented by Rafael Montalvo
Fire Chief White added Ken Roberts, Public Works Director was prepared to give an update on the Computer Aided Dispatch system for the subcommittee. Mr. Roberts, the subcommittee began meeting in March and carefully looked at what was really needed for a CAD system. Their belief is that the end users need to have input which will be determined by questionnaires and interviews with each municipal fire chief. After getting all of the information the subcommittee will review the needs, cost and length of serviceability (at least ten years). The subcommittee has also expressed the desire to have the new CAD communicate with SciNet and the law enforcement community quickly and comprehensively.
Commissioner Henley suggested the subcommittee contact LYNX as they have been studying this same issue for over 2 years for all of their buses after discovering there was no communication between buses during the hurricanes of 2004.
Mr. Montalvo continued the update by stating the Community Development subcommittee is going forward with all of the issues presented in May with one member tasked to develop a concept/proposal on each issue. This information will be presented in August. Commissioner Henley clarified that the committee gave direction to go forward with all of the concepts presented except issue #2 (land use and zoning) which had issues raised by Mayor Greene. Mr. Montalvo stated the subcommittee did not interpret the discussion as not to explore that issue.
Ms. Chan referencing issue #1 – contractors licensing discipline board said she discussed this at the Contractor Review board. She recommends the subcommittee get input from existing committees as she received strong comments regarding this issue. Tom Helle, Seminole County Deputy Building Official, was directed to take the comments to the subcommittee.
The second update presented by Mr. Montalvo was on stormwater. This subcommittee has finished and agreed upon a concept paper to be presented in August. They are still developing example estimates of costs of projects and will provide stormwater utility fees from each of the jurisdictions. This material will be provided at a minimum a week in advance for review. Chairman Henley asked Mr. Montalvo to get with Mayor Maingot to review the processes of the stormwater subcommittee to this point.
The final update was on the water supply issue. Mr. Montalvo stated thus far the committee has heard from Volusia County as well as the Peace River. It was anticipated the results of the Water Cooperators alternatives workshop would be presented at this meeting, but that workshop has been rescheduled for mid-July. This information will be presented at the August meeting. Additionally, Mr. Seeber (chairman of the Water Cooperators) will be discussing with the other city managers governance issues.
Mr. Montalvo reviewed the reports to be presented at the August meeting would include Community Development, Stormwater, and the Water Cooperators. Chairman Morris asked if the are any other committees that are meeting other than Public Safety. Mr. Montalvo stated the other committees have finished their work: Parks and Recreation, Mosquito, Solid Waste, and Cable. Chairman Morris asked for the status of the recommendations from each of those groups as it went to the cities. Mr. Montalvo stated he will provide that information to the Chairman’s office for dissimulation to each city. Chairman Morris also asked that Cable/SGTV issues be brought back and resolved at the August meeting. Commissioner Henley suggested a spreadsheet outlining the subcommittees, status of work and target dates of completion would be very helpful. Chairman Morris asked this information be provided in time to provide sufficient time for review by the committee members. Chairman Morris committed assistance from the County if needed.
Water Supply Issues – Presented by Rafael Montalvo
Mr. Montalvo stated there have been several presentations with a scheduled update in August and questioned if there was additional information that should be reviewed. Mr. Lander stated this committee has heard there is an issue but it is going to take a long time to resolve and come up with a plan of action. Commissioner Henley stated that unfortunately some of the jurisdictions do not have much time as there are several entities including Seminole County that are required to have a ten year water supply plan in the DCA by December 31, 2006.
Mr. Montalvo asked the committee to think about what kinds of statements the committee wishes to make regarding water supply issues. The Water Cooperators and city managers will not be bringing recommendations but only an update on their work. Chairman Morris asked Mr. Fisher with respect to the water issue, state mandates, DCA, concurrency issues and SJRWMD if he could develop a list of questions for consideration so recommending policy statements could be made in cooperative efforts. He continued some topics might include a policy position on desalination, a shared source for the whole region, or should Sanford be allowed to take water out of the St. Johns. Mr. Lander stated that in reviewing our mission statement, he thinks this issue is bigger than what this committee can handle and must remain the hands of the officials. Our work is complete after hearing the urgency of the issue and passing on concerns. He feels the committee could then focus on other issues where there can be cost savings and efficiencies. Chairman Morris stated that is a good point, but there are some areas that could be dealt with such as unified CUPs or regional alternative sources of water.
Chairman Morris noted Commissioner Jones, Mayor Greene and Kim Hengehold were not in attendance.
Chairman Morris stated a presentation on SciNet was requested for this meeting. Depending on the agenda in August this may be presented at that time.
Commissioner Henley stated at the last meeting there was a request on the fees being charged for inspections, and questioned if that was completed. Mr. Montalvo stated this will be coming back in August under the Community Development subcommittee.
After careful review motion to approve minutes with noted corrections passed unanimously.
Being no further business, meeting was adjourned.