Post on 11-May-2022
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
Citrus County Page 2 Updated 7/28/2017 10:14 AM
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
Citrus County Page 3 Updated 7/28/2017 10:14 AM
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
$0
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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)
B.1.b
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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 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
B.1.b
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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)
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.
B.1.b
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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 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)
B.1.b
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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 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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Attachment: Space Needs Presentation 7-27-17 (7502 : Discussion and Vote on Space Needs of Constitutional Officers and Guardian Ad Litem)
Move Board of County Commissioners to former Coke
Building
(times dependent on other moves and funding)
B.1.b
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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)
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).
B.1.b
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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)
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.
B.1.b
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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)
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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Attachment: Space Needs Presentation 7-27-17 (7502 : Discussion and Vote on Space Needs of Constitutional Officers and Guardian Ad Litem)
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
B.1.b
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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)
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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Attachment: Space Needs Presentation 7-27-17 (7502 : Discussion and Vote on Space Needs of Constitutional Officers and Guardian Ad Litem)
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.
B.1.b
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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)
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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Attachment: ClerksCourthouseSpace (7502 : Discussion and Vote on Space Needs of Constitutional Officers and Guardian Ad Litem)
Staff=106
Employees 97Volunteers 9Total Staff 106
Courthouse‐Current
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Attachment: ClerksCourthouseSpace (7502 : Discussion and Vote on Space Needs of Constitutional Officers and Guardian Ad Litem)
sableSquareFeet=97sq.ft./employee
Courthouse‐Current
10,297 square feet ÷ 106 employees
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Attachment: ClerksCourthouseSpace (7502 : Discussion and Vote on Space Needs of Constitutional Officers and Guardian Ad Litem)
UsableSquareFeet=97/employee
Courthouse‐Current
Recommendations
General Services Admin (GSA) = 190/employee
orida Dept. Mgmt. Services = 180/employee
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Attachment: ClerksCourthouseSpace (7502 : Discussion and Vote on Space Needs of Constitutional Officers and Guardian Ad Litem)
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Attachment: ClerksCourthouseSpace (7502 : Discussion and Vote on Space Needs of Constitutional Officers and Guardian Ad Litem)
Courthousestaffreducesto71
Courthouse–WithMove
al Clerk staff 106s Financial Services and Internal Audit (35)
t courthouse staff 71
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Attachment: ClerksCourthouseSpace (7502 : Discussion and Vote on Space Needs of Constitutional Officers and Guardian Ad Litem)
sableSquareFeet=145sq.ft./employee
Courthouse–WithMove
10,297 square feet ÷ 71 employees
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Attachment: ClerksCourthouseSpace (7502 : Discussion and Vote on Space Needs of Constitutional Officers and Guardian Ad Litem)
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Attachment: ClerksCourthouseSpace (7502 : Discussion and Vote on Space Needs of Constitutional Officers and Guardian Ad Litem)
Courthousestaffincreasesto86
CourthouseFuture–WithMove
al Clerk staff 71ture increase (5‐10 years) 15
urthouse staff 86
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Attachment: ClerksCourthouseSpace (7502 : Discussion and Vote on Space Needs of Constitutional Officers and Guardian Ad Litem)
sableSquareFeet=119sq.ft./employee
Courthouse–WithMove
10,297 square feet ÷ 86 employees
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Attachment: ClerksCourthouseSpace (7502 : Discussion and Vote on Space Needs of Constitutional Officers and Guardian Ad Litem)
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Attachment: ClerksCourthouseSpace (7502 : Discussion and Vote on Space Needs of Constitutional Officers and Guardian Ad Litem)
CurrentandFutureInitiatives
Strategies to reduce the necessary “usable square feet” per employee
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Attachment: ClerksCourthouseSpace (7502 : Discussion and Vote on Space Needs of Constitutional Officers and Guardian Ad Litem)
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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Attachment: ClerksCourthouseSpace (7502 : Discussion and Vote on Space Needs of Constitutional Officers and Guardian Ad Litem)
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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Attachment: ClerksCourthouseSpace (7502 : Discussion and Vote on Space Needs of Constitutional Officers and Guardian Ad Litem)
Questions?
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Attachment: ClerksCourthouseSpace (7502 : Discussion and Vote on Space Needs of Constitutional Officers and Guardian Ad Litem)
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