BUDGET MEETING OF THE MARIN COUNTY BOARD OF SUPERVISORS HELD WEDNESDAY, MARCH 30, 2005, AT 2:05 P.M. TO CONSIDER THE PROPOSED FY 2005-06 BUDGET ROLL CALL: PRESENT: SUPERVISORS Charles McGlashan, Susan L. Adams, Harold C. Brown, Jr., President ABSENT: SUPERVISOR Steve Kinsey, Cynthia L. Murray The Board reconvened at 2:05 p.m. in Open Session for the FY 2005- 06 Department Budget and Performance Planning Workshop, continued from March 29, 2005. OPENING STATEMENTS/OVERVIEW Chief Assistant County Administrator Matthew Hymel briefly summarized yesterday's meeting advising that the County Administrator's Office ("CAO") is receiving direction and guidance for the development of the FY 2005-06 budget. Mr. Hymel advised that department performance plans will help the CAO to coordinate and achieve shared priorities. Mr. Hymel explained that any new permanent County employee positions, not offset by new revenues, will need a higher standard of review, in order to maintain a structurally balanced budget. (Supervisor Murray present at 2:07 p.m.) ADMINISTRATION AND FINANCE County Counsel County Counsel Patrick Faulkner acknowledged County Counsel Administrative Assistant Paulette Engler on her retirement. The Board thanked Ms. Engler for her professionalism and helpful interest in Marin County, and congratulated Ms. Engler for her years of service to the County of Marin. (Supervisor Kinsey present at 2:12 p.m.) County Counsel Patrick Faulkner briefly summarized the Department's overview, goals, objectives, and initiatives advising that the Department will improve utilization of existing staff resources by formalizing creation of litigation and employment units to better allocate staff resources. Mr. Faulkner concluded his remarks requesting consideration of a Budget Change Proposal ("BCP") to restore one, two day a week Legal Secretary to assist the Probate Law Specialist. PUBLIC COMMENT No member of the public addressed the Board at this time. COMMUNITY DEVELOPMENT Community Development Agency Director Alex Hinds addressed the Board and gave a brief overview of the Community Development Agency's ("CDA") Mission Statement, goals, objectives, and initiatives. Mr. Hinds thanked staff including Affordable Housing Strategist Barbara Collins, Principal Planner Michele Rodriguez, Administrative Services Manager Ian Roth, and Administrative Analyst Clarissa Daniel for helping to develop the Department's performance plan. Mr. Hinds requested consideration of a BCP for the addition of one (1) FTE assistant planner/planner to help the Environmental Planning Coordinator, noting that this request is cost covered, and a BCP for the addition of one (1) FTE assistant planner/planner to support the Affordable Housing Strategist. Board Members individually thanked Mr. Hinds and staff for their hard work and expressed interest in a timeline for completion of the Countywide Plan. Board members briefly commented on issues regarding developing an energy taskforce program, upgrading the electronic permit system, developing the second unit amnesty program, and completing the draft Coastal Zone regulations. Board Members, Chief Assistant County Administrator Matthew Hymel, and Mr. Hinds discussed the possibility of an organizational analysis and workload audit to help alleviate the Planning Department's workload backlog. ADMINISTRATION AND FINANCE (CONTINUED) Information Services & Technology Information Services and Technology Director David Hill gave a brief Department overview summarizing the Department's performance plans, goals, objectives, initiatives, challenges, and proposals requiring new funding. Mr. Hill briefly commented on services including the completion of several programs to support the efficient operation of Marin County justice programs, completion of the new voicemail and email messaging systems, and an upgrade to reduce the cost of and to speed up the MIDAS Network. Mr. Hill concluded his remarks requesting consideration of a Budget Change Proposal ("BCP") for the addition of one (1) FTE to support the rapid changes in IST staff, due to a large number of retirements and to provide staff support of the Enterprise Resource Planning ("ERP") project. The Board individually acknowledged Mr. Hill, discussed the integration between Enterprise Resource Planning ("ERP") and the Marin County Property Tax System ("TAPIS"), expressed support for IST workshops for Department Heads and Assistants, discussed a wireless infrastructure throughout Marin County, and expressed support for County employees telecommuting. Supervisor McGlashan complimented Mr. Hill and Systems Support Analyst Shanea Thompson on the E-Gov services. Treasurer/Tax Collector/Registrar/County Clerk Marin County Treasurer-Tax Collector/Registrar of Voters/County Clerk/Public Administrator Michael Smith expressed appreciation to Assistant Treasurer-Tax Collector Roy Given and Assistant County Clerk-Registrar of Voters Madelyn De Justo and announced that the County has maintained its AAA rating, the highest credit rating. Mr. Smith briefly summarized the Department's performance plans, goals, objectives, and initiatives, commented on the voting system, and congratulated the community for the highest voter turnout in the State. Mr. Smith concluded his remarks by describing some departmental key challenges including meeting the American with Disabilities Act ("ADA") requirements and purchasing ADA compliant voting machines. Mr. Smith responded to questions from the Board regarding voting issues including the difficulty of hiring poll workers. Board members individually thanked and complimented Mr. Smith and staff on a job well done. Human Resources Human Resources Director Laura Armor addressed the Board and provided a brief overview of the Department's mission and primary roles in the County organization. Ms. Armor summarized the Department's performance plans, goals, objectives, and initiatives, and identified key challenges including Enterprise Resource Planning ("ERP") implementation and revising performance planning and evaluation systems. Ms. Armor concluded her remarks and requested Budget Change Proposals ("BCPs") to manage recruitment and staffing demands. Board members individually thanked Ms. Armor, the Human Resource Department staff, Volunteer and Employee Programs Manager Joan Brown, and the volunteers. Auditor-Controller Auditor-Controller Richard Arrow addressed the Board and emphasized the importance of technology in allowing the department to work in a fair, efficient, and effective manner. Mr. Arrow briefly reviewed the Department's goals, objectives, and initiatives and noted the importance of sustaining the Marin County Property Tax System ("TAPIS") and implementation of an Enterprise Resource Planning ("ERP") system that will require changes in most department processes. Mr. Arrow thanked Assistant Auditor-Controller Ernest Culver, Division Managers and staff, and complimented the County on its selection of the vendor for the new ERP system. Board members individually thanked Mr. Arrow and the Auditor-Controller Department staff. Assessor-Recorder Assessor-Recorder Joan Thayer summarized the Department's performance plans, goals, objectives, and initiatives, highlighting the efficiency and effectiveness of business processes through the use of automation and technology. Ms. Thayer requested relocation of staff to a single location allowing for a single customer counter, consideration of a Budget Change Proposal ("BCP") for one (1) extra-hire Cadastral Mapping Technician, and conversion of indices and documents to digital/electronic format. Board members individually acknowledged Ms. Thayer and the Assessor-Recorder staff for their hard work. County Administrator Chief Assistant County Administrator Matthew Hymel acknowledged and introduced Administrative Analysts Clarissa Daniel, Matt Bronson, Lisa DeCarlo, Kristi Choi, and Samantha Klein for a job well done. Ms. Daniel addressed the Board and briefly summarized the County Administrator's performance plans, goals, objectives, and initiatives. Ms. Daniel commented on the Department's efforts to support the Board of Supervisors and County departments in developing priorities and providing effective services to the community, to ensure long-term financial stability for the County of Marin, and to promote effective inter-governmental relationships at Federal, State, and local levels. Mr. Hymel summarized the key challenges and outstanding issues including ensuring that the ERP implementation will be done in a manner consistent with the Strategic Plan goals and vision of the Strategic Plan. Board members individually thanked the County Administrator staff for a job well done and briefly discussed issues including evaluating the status of the various Boards and Commissions, assessing employee health programs, implementing the new Public Safety Building, developing a employee child care center, and addressing building security issues. The meeting was recessed at 5:25 p.m. The Board reconvened at 6:07 p.m. All Supervisors were present. HEALTH AND HUMAN SERVICES Health and Human Services Director Larry Meredith reviewed key elements of the Department's Performance Plan, and summarized five departmental goals including improving the well-being and self- sufficiency of Marin County residents, enhancing the department's focus on disease and injury prevention and improving the department's infrastructure to enhance all department efforts. Dr. Meredith emphasized the collaborative nature of the department's efforts in working with community groups and concluded his remarks summarizing the Budget Change Proposals submitted for the Board's consideration. Board members individually commented on various aspects of the Department's Performance Plan and offered their thoughts regarding the following issues: the Department's leadership in the area of cultural competency; the level of services for the elderly; the status of the Trauma Plan; funding for substance abuse programs; funding initiatives to support the Children's Health Initiative; the importance of collaborative partnerships with community organizations; concerns with elder abuse; program funding uncertainties; the County's commitment to restorative justice programs; planning strategies to ensure health service needs of all Marin communities are met; developing county wellness programs; proposed changes to the Medical program and resulting impacts on local government; County efforts regarding breast cancer; enhancing the Department's website to better serve the needs of the community; and developing the Disaster Medical Volunteer Program. PUBLIC COMMENT Marin In-Home Supportive Services ("IHSS") Governing Board Chairman Herb Meyer and IHSS Public Authority Executive Director John Stansbury briefly commented on the Governor's proposed funding cuts to IHSS programs, outlined the Governing Board's efforts to lobby the State legislature to preserve IHSS programs, and emphasized the importance of the support provided by IHSS caregivers. A County resident briefly commented on the statistics used in Mr. Meredith's report and requested a printed copy of the information presented. CLOSING STATEMENTS Chief Assistant County Administrator Matthew Hymel expressed appreciation for the Board's active participation in the budget process and briefly outlined the next steps in the budget process. Board members offered their individual closing comments including comments on developing additional strategies to further engage the public in the process. There being no further comment, the meeting was adjourned at 7:30 p.m. SINE DIE ___________________________________ PRESIDENT ATTEST: _______________________________ CLERK Marin County BOS Minutes 3/30/2005