SPECIAL MEETING
LEVY COUNTY BOARD OF COUNTY COMMISSIONERS
August 30, 2004
The Special Meeting of the Board of Levy County Commissioners was held on August 30, 2004 at 9:00 a.m. in the Levy County Board of County Commissioners’ meeting room, with the following Commissioners present:
Chairwoman Lilly Rooks
Comm. Danny Stevens
Comm. Nancy Bell
Comm. Tony Parker
Also present were:
County Coordinator - Fred Moody
County Attorney- Anne Bast Brown
Chairwoman Rooks called the meeting to order at 9:00 a.m. The invocation was given by Comm. Parker followed by the Pledge of Allegiance to the Flag.
V.F.W. REBEL POST #5625
Ms. Susan Haines introduced Commander Wayne Carrigan, Ms. Vivian Alco and Ms. Dee Pizarr of the VFW Rebel Post #5625 and the Ladies Auxiliary. Ms. Alco presented to the Board for public display a Buddy Poppy Commemorative Display for September 11. The Board thanked them for the display.
GENERAL DISCUSSION
Chairwoman Rooks requested a proposal for an Organizational Efficiency Consultant Service. The following companies applied for the Consultant Services position. Attorney Anne Brown stated that out of the seven (7) respondents, only three (3) met the minimum requirements.
AGENDA
10:00a.m. Cody & Associates
10:30a.m. Milian, Swain & Associates, Inc.
11:00a.m. The Small Business Edge Group
11:30a.m. La Rue Management Services (absent)
1:00p.m. Harper Consulting
1:30p.m. Maximus
2:00p.m. Arrington-Marlowe, LLC
CODY & ASSOCIATES
Mr. Nicholas Pellegrino, Principal Consultant, Cody & Associates stated their agency is a Florida based company with offices located in Cocoa Beach and Lakeland, Florida. Mr. Pellegrino further stated the firm provides organizational, staffing and management analysis services. Chairwoman Rooks asked if the quoted price of $22,000.00 for the study is inclusive, to include all fees and expenses. Mr. Pellegrino confirmed the fee is inclusive. Mr. Pellegrino responded to Chairwoman Rooks stating their firm does apply for the Small County Technical Assistance Program for addition funding, however that does not confirm funding availability.
Mr. Pellegrino responded to Comm. Parker stating their firm speaks with the Board, Department Heads, individuals and with management in the study to accomplish the Counties goals. Mr. Pellegrino also stated they get to know each department, request copies of records and budgets and then look at long term plans and goals. Mr. Pellegrino further stated the primary goal is to make the County more efficient.
Comm. Parker asked what process is taken in training management or employees with skills needed to make the County work efficiently. Mr. Pellegrino replied, we study the situation and then recommend classes or training.
Mr. Pellegrino responded to Chairwoman Rooks their company has not had contact with any Board member.
MILIAN, SWAIN & ASSOCIATES, INC.
Ms. Deborah D. Swain, Vice President, stated she would serve as Project Manager and as such she will set clear goals for the program, include a broad base of participants, motivate participants and make a long-term commitment to success. Ms. Swain also stated to facilitate the success of the efficiency program training at all levels to ensure participation is necessary for all employees. Ms. Swain further stated the key segments to their approach include: managers must get on board, communication, employee rewards, track progress and measure success.
Chairwoman Rooks requested the amount of the estimated cost. Ms. Swain replied, for each department under the supervision of the Constitutional Officers of Levy County our estimated budget is $20,245.00 and for all departments under the supervision of the Board of County Commissioners of Levy County is $82,244.00. Ms. Swain responded to Chairwoman Rooks stating grant monies could be sought.
Comm. Bell asked how do you get employees to participate voluntarily. Ms. Swain explained with rewards, prizes or incentives. Ms. Swain further stated if that did not work, do not make participation mandatory, we need to keep training up beat and positive. Comm. Bell asked do you assist in other areas like technical or billing. Ms. Swain replied, we help direct employees by making recommendations for improvements.
Ms. Swain responded to Chairwoman Rooks their company has not had contact with any Board member.
THE SMALL BUSINESS EDGE GROUP
Ms. Denise O’Berry, President, stated their company takes pride in the ability to assess, develop and customize programs founded on values, ethics and principles in support of the contracting organization’s mission. Ms. O’Berry also stated an approach which encompasses the strategy, structure, systems, skills, management style and shared values of the organization is the goal. Ms. O’Berry further stated our experience indicates that organizational inefficiency is typically derived from by gaps in three primary areas, which include process, technology and people who are tied together to create the dynamic and productivity of the organization.
Chairwoman Rooks requested the amount of the estimated costs? Ms. O’Berry explained that our estimated budget for Levy County Departmental Organization is $723,172.00 and for the Constitutional Officers Organization is $68,800.00. Chairwoman Rooks also requested the estimated time. Ms. O’Berry replied, one (1) month for introductions and surveys, each department receiving one (1) month of training, which is sixteen (16) months and one (1) month for project conclusion for a total of eighteen (18) months.
Comm. Bell asked if the company had worked with small rural counties before.
Ms. O’Berry replied, no.
Comm. Stevens asked for clarification on how to save money and not reduce personnel. Ms. O’Berry explained in any organization you have duplication of effort, things that are done because they were always done that way, and things that are not done efficiently. Ms. O’Berry also explained, when you document the work flow process, you can identify those redundancies.
Ms. O’Berry responded to Chairwoman Rooks their company has not had contact with any Board member.
LaRUE MANAGEMENT SERVICES
Absent.
HARPER CONSULTING
Mr. Thomas J. Harper, Harper Consulting, stated he has been in this business for thirty (30) years. Mr. Harper also stated that any operation’s efficiency can be measured by three (3) variables, work output, operating cost and quality. Mr. Harper said these variables are controlled by people and their work processes as well as the use of material, labor, overhead and capital for any operation. Mr. Harper further stated that his proven approach takes these basic principles and couples them with the people currently doing the work.
Chairwoman Rooks stated that Mr. Harper’s project costs were $3,000.00 per day twice a week for fifty-two (52) weeks, and asked if this was negotiable. Mr. Harper replied, if you remove the Constitutional Officers the length of time will be reduced, however the $3,000.00 per day is not negotiable.
Comm. Bell asked if Mr. Harper is aware of any governmental assistance programs or grants that might help with funding. Mr. Harper replied, no. Mr. Harper further stated his governmental background is with NASA, not with small counties.
Chairwoman Rooks asked how will you propose or present your program to each department. Mr. Harper replied, he would and collect data and then study the output, process and quality of work.
Comm. Bell asked how will you be reporting back to the Board. Mr. Harper replied, on a weekly basis, however he understands the Board meets bi-weekly, and would accommodate such. Mr. Harper responded to Comm. Bell stating he has extensive financial background which will afford him to make recommendations for software which would implement efficiencies.
Comm. Parker asked how have the employees adapted to or participated in your program and how was the morale. Mr. Harper replied quite well, if you deal with the employees and tell them what is happening and make them a part of the project, you will get good results.
Mr. Harper responded to Chairwoman Rooks their company has not had contact with any Board member.
MAXIMUS
Mr. Kenneth Murray, Vice President, stated Maximus is the largest consulting firm in the United States which works exclusively with government. Mr. Murray also stated in addition to many years of consulting experience, every member of our proposed project staff have exercised public managerial roles. Mr. Murray also stated in addition to describing our qualifications and staff capabilities to serve Levy County, we have developed a detailed work plan to describe how we would approach this project. Mr. Murray further stated that our first step is to understand the organizational, staffing, and business processes of the County, secondly, we will place emphasis on how the County can maintain or improve services through operational, technical and electronic means that enable immediate and long term staffing efficiencies and finally, we focus on implementation.
Chairwoman Rooks inquired as to the projected budget with or without Constitutional Officers? Mr. Murray replied the estimated cost would be $60,000.00 without Officers and $80,000.00 with Officers. Mr. Murray also replied that there are a number of variations to consider. Chairwoman Rooks stated that it should take nine (9) to twelve (12) weeks. Mr. Murray replied it typically takes twelve (12) weeks.
Comm. Bell asked if their firm has done an entire County cost efficiency study. Mr. Murray replied yes, here in Florida, we did Alachua County. Comm. Bell asked how will you interact with this Board. Mr. Murray replied, we first set up interviews and get involved with the departments and understand the role they play. Mr. Murray also replied then once a month we set down with the County Administrator and one Board member for an hour to discuss the logistical side.
Mr. Murray responded to Chairwoman Rooks their company has not had contact with any Board members.
ARRINGTON-MARLOWE, LLC
Mr. Larry Arrington, stated he was pleased to submit their firm’s proposal to conduct an organizational efficiency analysis for the Levy County Board of County Commissioners and any participating Constitutional Officers. Mr. Arrington further stated, as a firm with over fifteen (15) years of consulting experience with Florida counties, many of them small rural counties, they bring both in-depth and broad experience to this project. Mr. Arrington added their approach to efficiency studies focuses on enhancing productivity and effectiveness, explaining productivity is how to do more with existing or fewer resources and effectiveness focuses on how to maintain or increase the quality of work as we become more productive.
Chairwoman Rooks asked why such a broad range in the estimated fee. Mr. Arrington replied the range of $20,000.00 to $75,000.00 is based on our firm going into a County and spending time and focusing in on the specific needs and customizing a plan to meet those needs and then pricing according to the work being done, in agreement with the County. Chairwoman Rooks then asked if the price would be different if the Constitutional Officers were not involved. Mr. Arrington replied, yes. Chairwoman Rooks further asked how long will this project take. Mr. Arrington replied hypothetically eight (8) months, based on your needs.
Comm. Bell asked if the firm has conducted a full County cost efficiency study. Mr. Arrington replied over time we have looked at total County innovations in different perspectives, so in short, the answer is yes. Comm. Bell asked how will you interact with this Board. Mr. Arrington replied, very closely, we feel that working with the Broad and communicating the recommendations of the study and then helping the Board implement those recommendations.
Mr. Arrington responded to Chairwoman Rooks their company has not had contact with any Board members.
COMMISSIONER’S DISCUSSION
Chairwoman Rooks, Comm. Bell, Comm. Parker and Comm. Stevens agreed they have looked at LaRue Management Services’ proposal and will get with Mr. Moody for questions that he will relay to the firm.
Comm. Bell stated for the record, we requested governmental experience, however as we look at these firms we need to look at cost efficiency and the need to be thorough.
Comm. Stevens stated one of the firms stated that we need to incorporate everyone, the Board, the Constitutional Officers and the employees and I agree with that statement. Comm. Stevens also stated we need to find out from all parties involved if they will participate. Comm. Stevens said he feels that the Constitutional Officers need to be involved in a second interview.
Comm. Bell asked if the Board selects a firm that has not assisted a County before can that firm apply for a grant from the Small County Technical Services Program, and be accepted. Mr. Moody stated he will obtain the criteria needed from the Small County Technical Service Program to receive grant monies.
Comm. Stevens stated there are two questions we need to ask ourselves, one (1) of the firms we interviewed, who completed their proposal per the Boards requirements and two (2) are the Constitutional Officers going to participate.
Comm. Parker stated the Board needs to look at the firm best suited for the County’s needs and not cut ourselves short just because they forgot to submit an insurance form.
Chairwoman Rooks recommended that Atty. Brown call the firms that failed to comply by not submitting their insurance form and have them fax that information, and also stated the need to discuss with the Constitutional Officers to anticipate their participation and finally determine a funding source.
Atty. Brown stated that Milian, Swain & Associates, Inc., The Small Business Edge Group and Maximus are the firms that complied with the requirements set by the Board.
Comm. Parker reiterated the need to look at the firm best suited for the County’s needs.
Chairwoman Rooks suggested the Board table this discussion and put it on the agenda for the next Board meeting.
THERE BEING NO FURTHER BUSINESS TO COME BEFORE THE COMMISSION, THE MEETING ADJOURNED.
Lilly Rooks, Chairwoman
ATTEST:
Danny J. Shipp, Clerk of Court