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Special Meeting Minutes Wednesday, January 15, 2020 Board Members 1:00 PM Clint Hickman, Chairman, District 4 Jack Sellers, Vice Chairman, District 1 BOARD OF SUPERVISORS Steve Chucri, District 2 Maricopa County, Arizona Bill Gates, District 3 (and the Boards of Directors of the Flood Control Steve Gallardo, District 5 District, Library District, Stadium District, Improvement Districts, Housing Authority of Maricopa County, Housing Authority of Maricopa County and/or Board of County Manager Deposit) Joy Rich Clerk of the Board "The mission of Maricopa County is Fran McCarroll to provide regional leadership and fiscally responsible, necessary public Meeting Location services to its residents so they can enjoy living in healthy and safe Supervisors' Conference Room communities” 301 W Jefferson, 10th Floor Phoenix, AZ 85003 BOARD OF SUPERVISORS The Board of Supervisors of Maricopa County, Phoenix, Arizona, convened in Special Session at 1:00 PM on Wednesday, January 15, 2020, in the Supervisors’ Auditorium, 205 W. Jefferson, Phoenix, AZ 85003, with the following members present: Clint Hickman, Chairman, District 4; Jack Sellers, Vice Chairman, District 1; Steve Chucri, District 2; Bill Gates, District 3; Steve Gallardo, District 5 (entered late). Also present: Fran McCarroll, Clerk of the Board; Maria Ceaglske, Minutes Coordinator; Joy Rich, County Manager; and Andrea Cummings, Legal Counsel. PRESENTATIONS 1. PRESENTATION REGARDING THE FY 2021 BUDGET MARICOPA COUNTY CLERK OF THE COURT Jeff Fine, Clerk of the Court Nancy Rodriguez, Deputy Director, Clerk of the Court (C-06-20-314-P-00) Jeff Fine, Clerk of the Court presented information about the 2021 budget for his Office. He made the following points: A survey which received over 500 responses asked customers what initiatives for the Clerk’s Office may need to be explored. Based on the responses over 50 possible initiatives were identified Now the staff is beginning to implement many of the suggestions There are no requests for any funding over baseline One initiative was to integrate several areas of technology instead of operating in “silos” They are developing a “chat bot” although customers can still call, text or email. The goal is to make communication easier for the customer. Within the Office they have developed dashboards which provide access to data regarding staffing in every area of the Office. E-filing has been expanded and customers can now make required payments via the internet instead of having to visit the Office There will be some modifications to the customer counters to provide additional access to those who do have to visit the Clerk’s Office for filing or assistance. Special Meeting Minutes Wednesday, January 15, 2020 Page 2 of 31 Mr. Fine thanked the Board for the previous funding of certain classifications within the organization which has reduced turnover, which ultimately saves money in staffing cost. A summary of the presentation can be seen in the following slides. 2. PRESENTATION REGARDING THE FY 2021 BUDGET JUDICIAL BRANCH Judge Joseph Welty, Presiding Judge, Superior Court Raymond L. Billotte, Judicial Branch Administrator (C-06-20-336-P-00) Presiding Judge Welty appeared to present the 2021 budget for the Judicial Branch. Judge Welty stated that he knew some of the budget requests were larger, but there was a need to move forward with some capital and renovation projects that had been either put on hold, or otherwise delayed. The good faith estimates that were provided previously related to recording equipment have been found to be significantly under-estimated; the true cost will increase this funding request by $17 million. Special Meeting Minutes Wednesday, January 15, 2020 Page 3 of 31 Currently, the courtroom availability is down by 8 full courtrooms. He asked that the focus change from construction projects on the 11th floor in the Central Court building to building out facilities in the Court Tower for the more efficient use of space and for safe traffic patterns for both the public and staff. There is a growing need in the Family Court division, and a need for these Family Court facilities to be available in the various regions of the County. Supervisor Chucri suggested that the discussion regarding the Court budget and space needs may need to be scheduled for a more extensive review and strategy session which might include ideas like night court and/or flexible scheduling. Supervisor Gates agreed with this idea as the future planning would need to consider all of the facility needs of the Court as some of these ideas appear to be a change in strategy. The meeting should include an overview of the facilities needs and the operating budget. Judge Welty moved forward to a review of the Adult Probation Division. He said that their metrics indicate they will need a set aside in the budget to hire a certain number of new staff. ~Supervisor Gallardo entered the meeting ~ The Judge indicated that many functions in this division become “post-prison monitoring.” Moving to technology needs, Judge Welty provided information about Court electronic recording equipment, security cameras, organizing and analyze data and materials gathered for specific cases in order to enhance the actual flow as a case moves through the court process. Other needs related to court security including cameras needed in the juvenile probation section. In every case, the life expectancy of equipment must be factored into the budgeting process. Finally, the issue of court volunteers was discussed. Personnel to cover all court functions is always an issue. The coordination of volunteers and staff is a large oversight issue with the courts, the need for a personnel and volunteer coordinator will need to be considered. Judge Welty thanked the Board for the pay-for-performance allocation which included security personnel, as it has been vastly important to maintaining, recognizing and addressing staff retention. A summary of the presentation can be seen in the following slides. Special Meeting Minutes Wednesday, January 15, 2020 Page 4 of 31 Special Meeting Minutes Wednesday, January 15, 2020 Page 5 of 31 Special Meeting Minutes Wednesday, January 15, 2020 Page 6 of 31 Special Meeting Minutes Wednesday, January 15, 2020 Page 7 of 31 Special Meeting Minutes Wednesday, January 15, 2020 Page 8 of 31 Special Meeting Minutes Wednesday, January 15, 2020 Page 9 of 31 3. PRESENTATION REGARDING THE FY 2021 BUDGET MARICOPA COUNTY CONSTABLE'S OFFICE Michael Branham, Presiding Constable (C-06-20-337-P-00) Presenting Constable Michael Branham and Patrice Goodman, Constables’ administrator presented the 2021 budget for the Constables’ Office. Constable Branham provided statistics regarding the number of cases served by the Constables over the past year. He also highlighted the Warrant program which has generated over $3 million in saving this year. The program is getting people back to appearing in court and not missing appearance dates. All of the Constables are up to date on Training requirements, and all Constable logs are being timely filed. There have been no complaints to the Constables’ Ethics Board this year. In addition, the Constables and Deputy Constables have been training in administering Narcan and were recognized by the Public Health Excellence in Law Enforcement program. Constable Branham reviewed various aspects of the Constables’ budget and grant revenues stating that all aspects of the budget are on track to meet the budget projections by year end. Board members thanked Constable Branham for the presentation and the information about several of the Constable programs. They acknowledged that the job can be difficult, especially regarding evictions, and thanked the organization for continuing to partner with other law enforcement agencies to provide the best service to citizens. As a final note, Constable Branham mentioned the new program and training being provided to Constables in dealing with mentally ill people. There is a mental health certification program to become certified crisis counselors as there is a realization that mental health issues are often the underlying cause of certain behaviors and actions. A summary of the presentation can be seen in the following slides. Special Meeting Minutes Wednesday, January 15, 2020 Page 10 of 31 Special Meeting Minutes Wednesday, January 15, 2020 Page 11 of 31 4. PRESENTATION REGARDING THE FY 2021 BUDGET MARICOPA COUNTY RECORDER’S OFFICE Adrian Fontes, Recorder Richard Greene, Budget & Administrative Services Director (C-06-20-339-P-00) Recorder Fontes and Richard Greene presented the 2021 Recorder’s Office budget. The Recorder indicated that there would be some budget requests and supplemental requests. Many of the activities and financial requests are focused on the Elections Department, the specific infrastructure and modernization needs. The goal is to eliminate any delays in processing both recorded documents and election results. Another factor to consider in the budgeting process is the recent change in legislation related to the Recorder’s surcharge fee. Special Meeting Minutes Wednesday, January 15, 2020 Page 12 of 31 The Office has seen a significant increase in voter registration. All of these factors need to be considered in planning for the 2020 Primary and General Elections. Additionally, the Office is reviewing all processes and policies related to ballot security as this has been a significant issue to be considered in recent elections. A number of aspects of the coming elections were reviewed including right-sizing staff to meet the needs in the entire election process and determining the cost and charges related to jurisdictional elections. More than 100 IGA’s with various jurisdictions will be updated to reflect current practices and costs. Not only are changes being made regarding election equipment and processes, the number of recorded documents continues to increase. In both of these areas there is a need to review and assess staffing needs. However, the increase in the recording fee also means additional revenue. Recorder Fontes then reviewed some specific job responsibilities and staffing requests. He also noted construction costs related to the McTech facility to accommodate the changes in processes and to provide needed security measures. In concluding his remarks, Recorder Fontes provided information to the Board regarding Educational Advertising and the purchase cost for “I voted” stickers. This would include purchasing specific slots of advertising, public service announcements and providing information about the new ballot style to try to eliminate or reduce errors in the voting process. A summary of the presentation can be seen in the following slides. Special Meeting Minutes Wednesday, January 15, 2020 Page 13 of 31 Special Meeting Minutes Wednesday, January 15, 2020 Page 14 of 31 Special Meeting Minutes Wednesday, January 15, 2020 Page 15 of 31 Special Meeting Minutes Wednesday, January 15, 2020 Page 16 of 31 5. PRESENTATION REGARDING THE FY 2021 BUDGET MARICOPA COUNTY ELECTIONS DEPARTMENT Scott Jarrett, Director of Elections Day and Emergency Voting (C-06-20-338-P-00) Scott Jarrett provided additional information regarding the budget related to the Elections Department. He pointed out the different needs related to staff for early voting and election day personnel. He thanked the Board for the additional resources provided in the last budget cycle. The various division of responsibilities between the Recorder’s Office and the Board of Supervisors were reviewed, especially related to off-cycle elections, jurisdictional elections, and the main Primary and General elections. Mr. Jarrett also provided information about which election-related costs can be billed to the state. Mr. Jarret reviewed several issues related to regular staff and part-time staff needed for the various types of elections and the difference between those needs for early voting or election day responsibilities. He pointed out how it important it is now to reevaluate the staffing needs based on the new voting models and equipment as they can vary greatly from previous functions, responsibilities and processes. In addition, the plan is to create one consolidated command center instead of separate, unique hot lines to handle questions, issues or problems related to elections. This can be done now that additional space has become available in the McTech building. It is critical to be able to identify and immediately address any issues that come up regarding the entire election process, especially on election day. A summary of the presentation can be seen in the following slides. Special Meeting Minutes Wednesday, January 15, 2020 Page 17 of 31 Special Meeting Minutes Wednesday, January 15, 2020 Page 18 of 31 Special Meeting Minutes Wednesday, January 15, 2020 Page 19 of 31 Special Meeting Minutes Wednesday, January 15, 2020 Page 20 of 31 6. PRESENTATION REGARDING THE FY 2021 BUDGET MARICOPA COUNTY CLERK OF THE BOARD Fran McCarroll, Clerk of the Board (C-06-20-340-P-00) Fran McCarroll, Clerk of the Board, presented issues related to the Clerk’s budget and budget requests for the coming year. Ms. McCarroll explained there are a number of functions within the Clerk’s Office that are fairly constant, and there are other responsibilities that are cyclical such as Legal Class Verification appeals, Financial Disclosure reports and Election-related certificates. However, regardless of their constant or “occasional” nature, the workload has increased over the years. Two examples are public records requests and establishment and/or assistance to special taxing districts. After providing additional information and examples of the increased workload, Ms. McCarroll explained that the request was to add an additional position in the Clerk’s Office – the position of Assistant Deputy Clerk. The new position would not only assist with succession planning, but also would enable staff to address the increased workload in several areas. By adding this position, the oversight responsibilities could be increased by moving a current Division Supervisor in the new position, and an additional staff person could be added to distribute the responsibilities related to the increased workload tracking boards and commission appointments, processing various types of licenses and permits and daily logging of service of process. A summary of the presentation can be seen in the following slides. Special Meeting Minutes Wednesday, January 15, 2020 Page 21 of 31 Special Meeting Minutes Wednesday, January 15, 2020 Page 22 of 31 Special Meeting Minutes Wednesday, January 15, 2020 Page 23 of 31 Special Meeting Minutes Wednesday, January 15, 2020 Page 24 of 31 Special Meeting Minutes Wednesday, January 15, 2020 Page 25 of 31 Special Meeting Minutes Wednesday, January 15, 2020 Page 26 of 31 7. PRESENTATION REGARDING THE FY 2021 BUDGET MARICOPA COUNTY MANAGER Joy Rich, County Manager (C-06-20-341-P-00) Joy Rich, County Manager, provided information related to the 2021 budget for the County Manager’s Office and Direct Reports. She stated that the above baseline requests were from various funding sources and several were non-recurring requests. A summary of the above baseline requests can be seen in the following slides. Special Meeting Minutes Wednesday, January 15, 2020 Page 27 of 31 Special Meeting Minutes Wednesday, January 15, 2020 Page 28 of 31 Ms. Rich provided additional information about a number of the requests and responded to questions from the Board members about some of the functions. The Human Resources division has some contract components that will expire in 2021, and there is a need to upgrade these. Moving to more modern functions such as electronic document signatures will improve the process as well as providing for more immediate employee records. Similarly, the technology division will be upgrading certain programs which will increase functionality as well as security for the county’s IT infrastructure. The Environment Services division will need 3 new positions with related equipment and vehicles as their oversight responsibilities continue to grow. Animal Care and Control has several areas which are being restructured to verify adherence to mandates, updates to best practices, expansion of the pet help program/clinic and the replacement of five field enforcement vehicles. Ms. Rich also noted the need to make certain adjustments to the pay scale at Animal Care and Control to deal with certain high turnover positions and the related recruitment costs. The Supervisors noted the need for continual review of Animal Service programs to be sure that the costs are properly distributed to the various local jurisdictions using the services. Special Meeting Minutes Wednesday, January 15, 2020 Page 29 of 31 The Board members thanked Ms. Rich for her review of these requests. Chairman Hickman thanked all of the presenters for the information related to the various budgets and over baseline requests. He indicated that some requests may require the submission of additional information. ACTION 8. MARICOPA COUNTY FY 2021 BUDGET GUIDELINES AND PRIORITIES The purpose of these guidelines and priorities is to provide direction from the Board of Supervisors to the County Manager, Budget Office and all departments so that they can develop a sustainable, structurally-balanced budget that achieves, within available resources, the County’s mission and strategic goals. (C-49-20-013-M-00) Supervisor Chucri noted his appreciation of this opportunity to begin to see any over baseline requests early in the process. The review is an effort to fully understand the various needs and to balances those needs with available resources. He also suggested that the County may want to do a review of fleet vehicles similar to a review happening at the state level. Supervisor Gallardo commented that although the Board needs to be watchful in granting over baseline requests, those decisions need to be balanced with the fact that Maricopa County is the 4th largest county in the country, the fastest growing, and that with growth comes additional responsibilities which always come with a cost. Supervisor Sellers agreed that the Board must balance the need to be fiscally responsible while at the same time acknowledging the rapid growth in the county and the need to support and sustain vital services. Motion to approve by Supervisor Chucri, seconded by Supervisor Gates Ayes: Sellers, Chucri, Gates, Hickman, Gallardo MEETING ADJOURNED There being no further business to come before the Board, the meeting was adjourned. ______________________________ Clint Hickman, Chairman of the Board ATTEST: ____________________________ Fran McCarroll, Clerk of the Board Special Meeting Minutes Wednesday, January 15, 2020 Page 30 of 31 FLOOD CONTROL DISTRICT The Board of Directors of the Flood Control District convened in Special Session at 1:00 PM on Wednesday, January 15, 2020, in the Supervisors' Conference Room, 301 W. Jefferson, 10th Floor, Phoenix, AZ 85003, with the following members present: Clint Hickman, Chairman, District 4; Jack Sellers, Vice Chairman, District 1; Steve Chucri, District 2; Bill Gates, District 3; Steve Gallardo, District 5. Also present: Fran McCarroll, Clerk of the Board; Maria Ceaglske, Minutes Coordinator; Joy Rich, County Manager; and Andrea Cummings, Legal Counsel. F-1. MARICOPA COUNTY FLOOD CONTROL DISTRICT FY 2021 BUDGET GUIDELINES AND PRIORITIES Approve the "Maricopa County Flood Control District FY 2021 Budget Guidelines and Priorities." The purpose of these guidelines and priorities is to provide direction from the Board of Directors to the County Manager, Budget Office and the Flood Control District so that they can develop a sustainable, structurally-balanced budget that achieves, within available resources, the District’s mission and strategic goals. (C-49-20-015-M-00) Motion to approve by Director Chucri, seconded by Director Gates Ayes: Sellers, Chucri, Gates, Hickman, Gallardo MEETING ADJOURNED There being no further business to come before the Board, the meeting was adjourned. ______________________________ Clint Hickman, Chairman of the Board ATTEST: ____________________________ Fran McCarroll, Clerk of the Board Special Meeting Minutes Wednesday, January 15, 2020 Page 31 of 31 LIBRARY DISTRICT The Board of Directors of the Library District convened in Special Session at 1:00 PM on Wednesday, January 15, 2020, in the Supervisors' Conference Room, 301 W. Jefferson, 10th Floor, Phoenix, AZ 85003, with the following members present: Clint Hickman, Chairman, District 4; Jack Sellers, Vice Chairman, District 1; Steve Chucri, District 2; Bill Gates, District 3; Steve Gallardo, District 5. Also present: Fran McCarroll, Clerk of the Board; Maria Ceaglske, Minutes Coordinator; Joy Rich, County Manager; and Andrea Cummings, Legal Counsel. L-1. MARICOPA COUNTY LIBRARY DISTRICT FY 2021 BUDGET GUIDELINES AND PRIORITIES Approve the "Maricopa County Library District FY 2021 Budget Guidelines and Priorities." The purpose of these guidelines and priorities is to provide direction from the Board of Directors to the County Manager, Budget Office and the Library District so that they can develop a sustainable, structurally-balanced budget that achieves, within available resources, the District’s mission and strategic goals. (C-49-20-014-M-00) Motion to approve by Director Chucri, seconded by Director Sellers Ayes: Sellers, Chucri, Gates, Hickman, Gallardo MEETING ADJOURNED There being no further business to come before the Board, the meeting was adjourned. ______________________________ Clint Hickman, Chairman of the Board ATTEST: ____________________________ Fran McCarroll, Clerk of the Board