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Informal Meeting Minutes Monday, November 02, 2015 Board Members 10:00 AM Steve Chucri, Chairman, District 2 Clint Hickman, Vice Chairman, District 4 BOARD OF SUPERVISORS Denny Barney, District 1 Maricopa County, Arizona Andrew Kunasek, District 3 (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 Tom Manos "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 10:00 AM on Monday, November 02, 2015, in the Supervisors' Conference Room, 301 W. Jefferson, 10th Floor, Phoenix, AZ 85003, with the following members present: Steve Chucri, Chairman, District 2; Denny Barney, District 1; Andrew Kunasek, District 3; Steve Gallardo, District 5 (entered late). Absent: Clint Hickman, Vice Chairman, District 4. Also present: Fran McCarroll, Clerk of the Board; Maria Armstrong, Minutes Coordinator; Tom Manos, County Manager; and Michelle Wood, Legal Counsel. PRESENTATION Board of Supervisors 1. ADOT PRESENTATION Presentation regarding the ADOT Funding Outlook and "Key Commerce Corridors". (C-06-16-025- P-00) John S. Halikowski, Director John S. Halikowski, Director of Arizona Department of Transportation, spoke about key commerce corridors and the interstate system. He stated that transportation infrastructure is very important in attracting jobs. ~ Supervisor Gallardo entered the meeting ~ Mr. Halikowski gave an in depth overview of the following: Creating a strong economy Arizona’s exports Goods-producing industries are job multipliers Arizona’s competitive advantage The 20-year plan Arizona: the state of opportunity Transportation Systems Management and Operations (TSM&O) Why key commerce corridors? Informal Meeting Minutes Monday, November 02, 2015 Page 2 of 6 Chairman Chucri noted several counties are receiving the same information on the issues and understanding the goals. The addition of Interstate 60 was wonderful but now more technology is available in building and maintaining roadways. Mr. Halikowski said other agencies are involved in the efforts such as the Department of Commerce and Chambers of Commerce. Chairman Chucri said the plans will make Maricopa County a good center for commerce. Supervisor Kunasek asked about infrastructure improvements at the Lukeville, Arizona international border crossing and noted how discouraging it is to sit several hours when crossing the border. Mr. Halikowski responded there have been discussions on road improvements at the Lukeville, Arizona and San Luis, Arizona locations. Finally Mr. Halikowski explained that from time to time the long range transportation plans change as priorities change. In some cases project funding must be amended or the project postponed as the overall plans change. PRESENTATION AND ACTION Human Resources 2. PROPOSED REVISIONS TO EMPLOYEE MERIT SYSTEM RULES Presentation regarding the proposed revisions to the employee merit system rules. At the conclusion of the presentation, approve the proposed revisions to the employee merit system rules with an effective date of November 30, 2015. MaryEllen Sheppard, Assistant County Manager & HR Director Andrew Mesquita, Deputy Director, Human Resources This presentation will review the proposed substantive changes to the employee merit system rules. (C-31-16-011-P-00) Chairman Chucri indicated that these proposed amendments should promote efficiencies in the system. MaryEllen Sheppard, Assistant County Manager and Human Resources Director, presented proposed revisions to the following employee merit system rules: Rule 1 – Definitions Rule 2 – General Provisions Rule 3 – Merit System Commission Procedures Rule 4 – Announcements and Assessments Rule 5 – Registers Eligible List Rule 6 – Certification and Selection of Eligibles Rule 7 – Probationary Period Rule 8 – Transfers, Promotions, Reassignments, Demotions, Furloughs Supervisor Gallardo questioned the changes to Rule 4.01.B regarding job announcements and the change to the time of the posting. Supervisor Gallardo asked for clarity on Rule 5.06 becoming the new 4.03 regarding qualifications. Ms. Sheppard explained the changes would make it consistent with County policy. She also explained that the Human Resources (HR) Department can make determinations on posting times based on the specifics of each job. Informal Meeting Minutes Monday, November 02, 2015 Page 3 of 6 Supervisor Gallardo stated he supports the change to Rule 5.02 regarding employment registers. Ms. Sheppard explained the language changes. Discussion ensued on the changes. Supervisor Gallardo questioned how candidates are notified of their examination scores. Andy Mesquita, Deputy Director of Human Resources, indicated that an email is sent to the applicants if they do not meet the qualifications. Supervisor Kunasek questioned the relationship between Rule 5.05 and 6.06. Ms. Sheppard explained the registry is the entire list of all eligible candidates while the certified list is a certified list of eligible candidates from the registry. Supervisor Kunasek asked how the certified list is kept fresh if it only lasts for 90 days. Ms. Sheppard explained the roles of the Appointing Authority and Human Resources in keeping the list open. Supervisor Gallardo questioned what the process is if an applicant is removed in error. Mr. Mesquita said if an applicant feels they were removed in error they notify Human Resources, the request is then reviewed and if the removal was found to be incorrect the applicant is added to the list. Supervisor Gallardo suggested more modifications are needed for Rules 9, 10 and 11. Chairman Chucri said it is a work in progress and will need to be reviewed continually. Ms. Sheppard concurred with Chairman Chucri’s comments noting the need to make the process more efficient. Supervisor Gallardo thanked everyone for their work and noted his concerns on sections specifically within Rules 4, 5 and 7. Ms. Sheppard stated that the changes to Rule 7 only apply in future hiring situations. Tom Manos, County Manager, thanked Page Gonzales, Chief of Staff for District 1, for her numerous hours of work on the revisions. He thanked Chairman Chucri for his leadership on the revisions that started well before he became Chairman. He noted the revisions process started by going out to all the departments and asking the Human Resources liaisons to identify those things in the process that are hindrances to the process. The revisions noted today reflect those items. He noted there have been no revisions for over 16 years and with the support of departments and elected officials revisions were underway. The overriding theme from the departments was the need for more flexibility and discretion. Mr. Manos stated that some of the revisions suggested today should last several years while some will require fine tuning. He believes the revisions are a good start in getting the very best employees to come to the County to work. Motion to approve as amended with revised language to Rule 1.33 and 8.01 by Supervisor Barney, who said he appreciated Supervisor Gallardo’s perspective, is grateful for the leadership of Chairman Chucri, and is appreciative of the department staff. He noted the revisions will give departments the tools needed to make positive changes and to be more effective at keeping good County employees. Motion seconded by Supervisor Gallardo. Informal Meeting Minutes Monday, November 02, 2015 Page 4 of 6 Supervisor Gallardo stated he still has concerns on Rules 4.01.B, 5 and 7. He noted that Rules 9, 10 and 11 need additional work. Ayes: Chucri, Barney, Kunasek, Gallardo Absent: Hickman Environmental Services 3. PRESENTATIONS AND RECOMMENDATIONS FROM THE AD HOC TASK FORCE COMMITTEE FOR THE ENVIRONMENTAL SERVICES, WATER AND WASTE MANAGEMENT DIVISION, ONSITE AND SUBDIVISION PROGRAMS Presentation regarding the recommendations from the Ad Hoc Task Force Committee for the Environmental Services, Water and Waste Management Division, Onsite and Subdivision Programs. At the conclusion of the presentation, approve presentation of the final report and recommendations of the Ad Hoc Task Force focused on the division that oversees programs related to Onsite Wastewater and Subdivision Infrastructure. At the conclusion of the presentation, accept the final report in whole or in part. Actions related to any recommendations that may require funding fee changes, or ordinance amendments will be brought back to the Board for review and consideration. (C-88-16-005-P-00) Kevin Chadwick, Division Manager, Environmental Services Mark Harambasic, Co-Chairman, Onsite Wastewater Subcommittee David Bartholomew, Chairman, Subdivision Infrastructure Subcommittee Kevin Chadwick, Division Manager of Environmental Services, stated the ad hoc task force committee met every two weeks. He noted a total of 20 recommendations will be presented by two subcommittees. Mark Harambasic, Co-Chairman of the Onsite Wastewater Subcommittee presented the following recommendations complete with supporting information and status of each: 1. Implement online plan review and approval system including: Online application submittal Payment of fees Digital plan submittal Inspection scheduling with confirmation Permit issuance; and Customer access to permit status within the review process (Phase I Target date of May 30, 2016 with Phase 2 set for September 30, 2016) 2. Streamline the onsite wastewater application process to eliminate redundant paperwork (Target date of January 31, 2016). 3. Prioritize review of alteration permits to allow for quick repair of existing onsite wastewater systems (Target date reached – item completed). 4. Maintain plan review time to first review within current standard (Target date reached – item completed). 5. Train clerical staff at intake counter to provide answers to general inquiries regarding onsite wastewater permitting that are consistent with Onsite Wastewater Program policies (Target date of October 31, 2015). Informal Meeting Minutes Monday, November 02, 2015 Page 5 of 6 6. Modify permit application to allow signing applicant to be the owner or owner’s representative (Target date of January 31, 2016). 7. Arizona Department of Environmental Quality (ADEQ) is considering eliminating the A316 Notice of Transfer program from their regulations. Request that the department contact ADEQ on behalf of County stakeholders with preference to maintain the A316 regulation with delegation to the County (Target date reached – item completed). 8. Make IT enhancements as necessary to e-mail inspection reports so customers know whom to call when there are questions or concerns about an inspection (Target date of January 31, 2016). 9. Review and revise the department website to ensure pages that are accessed most often by customers are prominently displayed (Target date of March 31, 2016). 10. Post the reference and link to the groundwater depth information used by the Onsite Program on the department website (Target date January 31, 2016). 11. Provide an online process for customers to obtain department records of existing onsite wastewater systems (Target date June 30, 2016) 12. Request that the department change the allowed number of inspections for an alteration application from one to two (Target date reached – item completed). 13. Request the department to change the current procedure to have an Onsite Wastewater Program employee perform final construction inspections for alternative systems. Require owner’s design engineer to perform an operational inspection upon start up, and then provide a certificate of completion (Target date reached – item completed). 14. The department to hold Onsite Wastewater Program stakeholder meetings every six months until the frequency is revised by the stakeholders (Target date of April 13, 2016). Chairman Chucri questioned the reasoning for Recommendation Number 4. Mr. Harambasic explained the standard practice is within two days but it depends on vacation and sick leave. Discussion ensued on Recommendation Numbers 6 and 7. It was noted that stakeholder meetings would continue to be held every six months. David Bartholomew, Chairman, Subdivision Infrastructure Subcommittee, presented the following recommendations complete with supporting information and status of each: 1. Implement online plan review and approval system including: Online application submittal Payment of fees Digital plan submittal Inspection scheduling with confirmation Permit issuance; and Customer access to permit status within the review process (Phase I Target date of May 30, 2016 with Phase 2 set for September 30, 2016) 2. Maintain plan review time to first review within program standard as workload increases by requesting budget changes for additional staff within a budget year, if necessary (Target date is ongoing). Informal Meeting Minutes Monday, November 02, 2015 Page 6 of 6 3. Review and revise the department website to ensure that customer accessed pages are prominently displayed (Target date of March 31, 2016). 4. Modify operation and maintenance of collection systems pertaining to the Aquifer Protection Permit Program General Permit 4.01 (Target date of December 15, 2015). 5. Implement private sewer collection system permit to confirm that owners are utilizing the required certified operators performing required maintenance to meet ADEQ requirements (Department Non-Concurrence that may mitigate operational problems using existing authority). 6. The department to hold Subdivision Program Stakeholder meetings annually (Target date of Fall 2016). Supervisor Barney asked for more work on data gathering as observed in Recommendation Number 4 and noted more work is needed on Recommendation Number 5. Discussion ensued on Recommendation Number 5. It was noted that stakeholder meetings would continue to be held every year. Motion by Supervisor Barney to adopt the recommendations with the exception that Recommendation Number 5 of the Subdivision Infrastructure Subcommittee regarding private sewer collection system permit will need additional staff work. The motion was seconded by Supervisor Kunasek Ayes: Chucri, Barney, Kunasek, Gallardo Absent: Hickman MEETING ADJOURNED There being no further business to come before the Board, the meeting was adjourned. _______________________________ Steve Chucri, Chairman of the Board ATTEST: _____________________________ Fran McCarroll, Clerk of the Board