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Informal Meeting Minutes Monday, January 09, 2017 Board Members 9:30 AM Denny Barney, Chairman, District 1 Steve Chucri, Vice Chairman, District 2 BOARD OF SUPERVISORS Bill Gates, District 3 Maricopa County, Arizona Clint Hickman, District 4 (and the Boards of Directors of the Flood Control District, Steve Gallardo, District 5 Library District, Stadium District, Improvement Districts, and/or Board of Deposit) County Manager Joy Rich "The mission of Maricopa County is to Clerk of the Board provide regional leadership and fiscally Fran McCarroll responsible, necessary public services to its residents so they can enjoy living in healthy and safe communities.” Meeting Location Supervisors' Conference Room 301 W. Jefferson, 10th Floor Phoenix, AZ 85003 BOARD OF SUPERVISORS The Board of Supervisors of Maricopa County, Phoenix, Arizona, convened in Informal Session at 9:30 AM on Monday, January 09, 2017, in the Supervisors' Conference Room, 301 W. Jefferson, 10th Floor, Phoenix, AZ 85003, with the following members present: Denny Barney, Chairman, District 1; Steve Chucri, Vice Chairman, District 2 (entered late); Bill Gates, District 3; Clint Hickman, District 4; Steve Gallardo, District 5. Also present: Debra Schaffer, Deputy Clerk of the Board; Maria Ceaglske, Minutes Coordinator; Joy Rich, County Manager; and Michelle Wood, Legal Counsel. PRESENTATION Board of Supervisors 1. PRESENTATION REGARDING THE FY 2018 BUDGET FROM ELECTED OFFICIALS Presentation regarding the FY 2018 Budget from Elected Officials and Judicial Officer. (C-06-17- 265-P-00) Michael Jeanes, Clerk of the Superior Court Royce Flora, Treasurer Judge C. Steven McMurry, Presiding Judge, Justice Courts Cindy Goelz, Office of Management and Budget, stated the presentation of budgets give the elected officials the opportunity to present recommendations prior to submitting budgets and meeting with staff. Budget requests will come before the Board at a later date. ~ Supervisor Chucri entered the meeting ~ Clerk of the Superior Court Presentation Michael Jeanes, Clerk of the Superior Court, and Chris Kelly, Chief Deputy Clerk of the Superior Court, addressed the Board as the presenters. The presentation covered the following in relation to three strategic priorities: FY 2017 Accomplishments and Goals: Customer Satisfaction Inactive case scanning project o Internal resources achieved substantial progress and scheduled to complete all paper adult cases by March 2017. 206 million pages will have been scanned when the project is finished IVR call management system refinement project—recipient of 2016 NACo award Informal Meeting Minutes Monday, January 09, 2017 Page 2 of 9 iCIS NG partnership with Superior Court to develop/implement eSentencing in Criminal case types. Continuing partnership in Family and Juvenile Court. New downtown juvenile and law library resource center file counters Employee Satisfaction Courtroom clerk initiative plan o Courtroom services (CRS) restructure to relieve work for clerks and provide management time to support/mentor/train clerks o Clerk cross-training project to create a flexible courtroom coverage model. 70% now cover multiple case types—recipient of 2016 NACo award Courtroom Clerk analysis led to adjustments including $282K funded within existing budget. Alternative work schedules—currently 65% office wide Mentor training for Managers and above. Beginning stages to create systemic philosophy throughout office. Financial Management Restitution, fines, and reimbursement on schedule and within budget for early 2018 o Complex system houses $2.5 billion in criminal restitution orders. Managed and built by internal resources and contractors for multi-agency use includes database design, conceptual system design and development of maintenance modules. General ledger replacement on target for late 2017 o Project will be financed through Special Funds and include requirements, vendor solicitation, systems review, and implementation costs. Prudent budget management o Eliminated positions to compensate for declining revenues and fund market adjustments o Anticipated positive FY 2017 General Fund balance Looking Ahead to FY 2018: Customer Satisfaction Continue AOC partnership to launch eAccess to court records and civil case initiation eFile expansion Expand eFile to include Juvenile subsequent documents – Fall 2017 Complete inactive case scanning of estimated 21 million pages within two years of juvenile files, financed by internal resources including special funds – completed project with electronic repository of 250 million pages. Explore feasibility of remote/online payment options by Summer 2017 Employee Satisfaction Attrition rates are unchanged for FY 2016 with 25% across agency and 30% in CRS – still creating concerns for operations Continue to promote employee retention through: o Competitive compensation – merit increases o Encourage broader review of market studies to align pay with other public sectors such as cities, counties, state, etc. Explore county-wide mentoring relationships Financial Management Implement successful Restitution, Fines and Reimbursement system in early 2018 utilizing final $1.5 million set-aside. Total County funds are less than $5 million—these are not internal resources Replace aging general ledger with Enterprise Resource Planning system through utilization of special funds in summer 2017. Anticipated inclusion of trust, accounts receivable/accounts payable, procurement and budget modules Continue prudent General Fund management including special funds Informal Meeting Minutes Monday, January 09, 2017 Page 3 of 9 Budget Summary: Special Revenue Funds: Fill the Gap continues to decline in FY 2017 by 5%. Overages continue to be covered by the General Fund. Special revenues remained flat to last fiscal year. Overall, 6% lower compared to historical patterns. Vacant positions continue to be eliminated to balance funds and cover expenditures including merit, fixed benefit increases and special projects. There was discussion on the Fill the Gap decline and the elimination of positions. Compensation: Regular merit increases are vital to create a competitive market. Salaries trail other counties and municipalities. Job analysis and market range reviews desirable to ensure parity among like positions. Potential significant impacts on the horizon from FLSA revisions and impact of Proposition 206. Discussion ensued on merit increases and market ranges. Restitution, Fines and Reimbursement: Project on schedule and within budget Request set-aside for funding of $1.5 million to move to FY 2018 budget to fund project completion Complete upgrade of the general ledger financed by special funds Anticipate restitution, fines and reimbursement data conversion will be covered by special funds. Treasurer’s Presentation Royce Flora, Treasurer; Russell Pearce, Chief Deputy Treasurer; and Richard Greene, Deputy Treasurer, addressed the Board as the presenters. The presentation covered the following content: Treasurer Overview Parcel and FTE Growth—the following chart shows a large decrease in 2009 full time equivalent (FTE) employees. The office is running efficiently at 57 employees with a 1.7 million parcels Informal Meeting Minutes Monday, January 09, 2017 Page 4 of 9 Portfolio Balance and Earnings—increase in investment shows the trend will continue due to the rise in interest rates 2016 Tax Collections and Adjusted Levy—the County is on track and collecting at 99% of levy 2015 Property Tax Distribution—breakdown of how the funds collected distributed with only 12.5% of the money collected being used to fund operations Informal Meeting Minutes Monday, January 09, 2017 Page 5 of 9 Net Contributor to the General Fund Budget—the red indicates the Treasurer’s budget There was discussion on removing the Treasurer’s office from general fund budgeting and have the office funded by the interest earned. Net Contributor to the General Fund Budget—property tax collection continues to be on track Informal Meeting Minutes Monday, January 09, 2017 Page 6 of 9 Help for Homeowners Foreclosures By Calendar Year—foreclosures continue to steadily rise Arizona Senate Bill 1135—has tremendously assisted home owners o Allows taxpayer to pay oldest single lien instead of cumulative liens o Allows for the partial payments of single year tax liens o Effective January 1, 2016 Chairman Barney noted the Senate Bill was a Legislative response to a problem. Supervisor Gates questioned if residential and commercial properties were affected. Mr. Flora responded it pertains to both but the most affected properties are residential and it is not retroactive to the effective date of January 1, 2016. Lien Sales—the change in delinquent interest rate is now a savings to tax payers Informal Meeting Minutes Monday, January 09, 2017 Page 7 of 9 State Tax Deed Program o Protects property owners rights and returns orphaned parcels to the tax roll o 63 lien redemptions prior to the auction in the amount of $171,548 o 486 parcels eligible to foreclose o 239 parcels sold at auction for $90,000 Cleaning the Tax Rolls o Started a new initiative to research and write-off personal property that can no longer be located o 6,897 personal property parcels with over 45,593 delinquent tax years under review There was discussion on the coordination of expenses, options for those on fixed income and unclaimed parcels. Innovation Strategic Goal—Paperless Statements o The Treasurer’s Office rolled out its initial e-Notices campaign in September 2016 o 19,702 parcels have signed up Enhancing the Customer Experience—Online Payments/Branch Payments Discussion ensued on raising awareness to the acceptance of payments at any Chase Bank location and the cost savings from statements that are no longer mailed out. Rewarding Ideas—three employees were awarded for cost savings ideas Employee Ideas o Intelligent barcode initiative—savings of $12,250 a year o Unclaimed property for the County - $1.3 million More Savings o Leveraging of business intelligence from the Intelligent Barcode Initiative has saved an additional $50,000 in mailing costs o New vendor technology allows six bills in regular envelope saved 150,000 mail pieces or $50,000 o E-Notice savings are around $10,000 and growing Budget No additional money is being requested in FY 2018 to run operations. There was discussion on the progress of the new Treasurer software program. Informal Meeting Minutes Monday, January 09, 2017 Page 8 of 9 Justice Courts Presentation Judge C. Steven McMurry, Justice Courts Presiding Judge, and Jeff Fine, Justice Court Administrator, addressed the Board as the presenters. The presentation covered the following content: FY 2017 Review Caseload Volume Stable Down—DUI, Civil, Initial Appearance Hearings (IAH) Up—Other Criminal Traffic, Orders of Protection (OP) There was discussion on the increase of traffic citations, the effect it has on particular courts and ways to resolve the increase. Technology/Server Migration Video Appearance Center/Transport Elimination Reduction in Pre-trial Incarceration Southwest Regional Center Increased Partnering & Collaboration Continued Focus on Training & Development Discussion ensued on constable training. Fair Justice and Proactive Enforcement FY 2018 Preview Leveraging Technology There was discussion on technology advances such as e-filing, restitution payments and court reminders. Fair Justice and Proactive Enforcement Preparing for Intake Release Facility Capitalize on Partnerships Electronic Monitoring—of low level criminal cases FY 2018 Budget Priority Ability to attract and retain talent CY 2016 Turnover = 20% of staff who have worked for 3-5 years leave Strong focus on organizational culture Return on Investment (ROI) at 2 to 3 years/turnover 50% in same time Great financial and efficiency loss Churning entry/burning experienced Compensation—trailing market by 19% Entry greater than our Clerk IV Impeding ability to advance Discussion ensued on solutions for retention of staff such as funding and market range changes. Informal Meeting Minutes Monday, January 09, 2017 Page 9 of 9 MEETING ADJOURNED There being no further business to come before the Board, the meeting was adjourned. _______________________________ Denny Barney, Chairman of the Board ATTEST __________________________________ Debra Schaffer, Deputy Clerk of the Board