Here are the draft minutes of a meeting of the Cochise County Board Of Supervisors which the public was not allowed to attend:

PROCEEDINGS OF THE COCHISE COUNTY BOARD OF SUPERVISORS PLANNING RETREAT HELD ON Tuesday, January 30, 2014

A planning retreat of the Cochise County Board of Supervisors was held on Thursday, January 30, 2014 9:00 a.m. in Crippen Hall, Huachuca Oaks, 9502 State Highway 92, Miracle Valley, Arizona.

Present:  Ann English, Chairman; Richard R. Searle, Vice-Chairman; Patrick G. Call, Supervisor

Staff Present:  Michael J. Ortega, County Administrator; James E. Vlahovich, Deputy County Administrator; Arlethe G. Rios, Clerk of the Board

Chairman English called the meeting to order at 9:00 a.m.
 
ANY ITEM ON THIS AGENDA IS OPEN FOR DISCUSSION AND POSSIBLE ACTION

PLEDGE OF ALLEGIANCE

THE ORDER OR DELETION OF ANY ITEM ON THIS AGENDA IS SUBJECT TO MODIFICATION AT THE MEETING

ITEMS FOR DISCUSSION

Mr. Ortega listed the accomplishments for 2013. He said there were many projects completed in the previous year, but that he had focused on director and supervisor level training; completing several county policies; hiring a financial manager, emergency services coordinator, and an information technologies director; budget; environmental concerns for the county; acquiring property to help with the water conservation effort; social media; fiscal accountability; and employee performance evaluations.

The Board commented on the completion of the list of projects and said they were satisfied with the team effort from all county departments.

Mr. Ortega and Mr. Vlahovich went over the project list for the upcoming year.

Mr. Vlahovich highlighted the vehicle use policy, strategic plan, relocation of the emergency operations center to melody lane, technology updates, the Continuity of Operations Plan (COOP), County 101, the Broadband Project and other internal projects.

Supervisor Call asked if a GPS system was mounted on heavy equipment that was left over night on work sites.

Mr. Ortega said he would look into adding this extra security to heavy equipment and would reach out to the Arizona County Insurance Pool (ACIP) to accomplish this.

Mr. Vlahovich stated that the strategic plan was being updated and noted that a report card was being created to show the public the progress the County had made since the strategic plan had been implemented.

Mr. Ortega said that there were many technology projects and that Mr. Tyson Mock would be doing a presentation during a work session to update the Board on all our current and future projects.

Mr. Vlahovich commented on the progress made by the Public Defender, Legal Defender, and Indigent Defense Coordinator on working together to reduce the cost of contracting attorneys. He also discussed the light pollution code and noted that it did not have to be reviewed by the planning and zoning commission.
He said that staff was also working on the Envision 2020 plan.

The Board asked Mr. Vlahovich to review the data for the Envision 2020 plan as it had been a couple of years since the study was done and they wanted to make sure all the information gathered was still relevant.

Ms. Rios gave an update on records management and retention countywide and noted that a records management committee would be formed to ensure countywide compliance.

Chairman English asked that the committee focus on digitizing records and that a review of all current systems be done to ensure the best systems were being used to store and search records.

Mr. Ortega discussed staff development and said that he would be proposing investing in training for staff specifically in customer service.

Ms. Rios stated that she planned on holding the tax deed land auction online this year to expand the number of bidders and streamline the process for citizens.

The Board suggested a live auction be held before the online auction.

Mr. Ortega discussed the completion of the shooting range project and noted that additional funds would be needed for the project’s completion.

Mr. Vlahovich stated that both, Mr. Dave Seward, Procurement Director and Mr. Marty Haverty, Solid Waste Management Director would be retiring this year. He said that the position in Procurement would not be filled and that both Senior Buyers would head the department.

Mr. Ortega said that the Solid Waste Management Director position would be filled as that is a crucial part of County operations.

Mr. Vlahovich went over the Countywide Fire Ordinance and noted that Mr. Norm Sturm, Emergency Services Coordinator, was working with the Attorney’s Office on a new framework and would bring it back to the Board for discussion and direction.

Mr. Ortega discussed several decision packages that would be going before the Board to include:  Security system for the County Attorney's Office; Additional Offices for the Legal/Public Defender's Office; Courthouse lighting in stairwells; and Freezers for vaccines for the Health Department.

Chairman English called for a recess for lunch at 12:00 p.m.

Chairman English reconvened the meeting at 12:54 p.m.

Mr. Ortega reviewed the County's current financial position and went over some scenarios on how to move forward.  He said that there was monies put aside for the jail expansion in order to deal with the special needs population.  He also noted that $3 million from 1/2 cent sales tax would be going towards roads.

Vice-Chairman Searle said that he supported the jail expansion.

Mr. Ortega noted that the costs for construction of the Melody Lane Complex could be paid off this year at a cost of $3.1 million.