The Board of Island County Commissioners (including Diking Improvement District #4) met in Regular Session on June 22, 1998 beginning at 11:00 a.m., in the Island County Courthouse Annex, Hearing Room, Coupeville, Wa. Tom Shaughnessy, Member/Acting Chair, and Mike Shelton, Member, were present. Wm. L. McDowell, Chairman, was absent from this meeting. Also attending: E. Meyer, Adm. Asst. to Board/Acting Clerk of Board.

Roundtable Meeting with County Elected Officials

Press: Mary K. Doody, Coupeville Examiner

Roundtable meeting time was discussed with the thought of finding a better date and time in order to allow Superior Court Judges to attend. Consensus was to continue with same date and time, the fourth Monday @ 11:00 a.m., realizing that would allow only one Superior Court Judge to attend, but that Judge would rotate on a yearly basis.

Record Management Issues.

Marilee Black pointed out that the Record Manager currently was working with her records and at the point of contracting to have the microfilming done. The next step will be to meet with the Regional Archivist in Bellingham to decide on a formula for destruction. When that has been done some space will be freed up at the record center. She feels good about where her office is right now with record management. She noted that the Record Manager is on board for any department to use and seems willing to do so. However, she understands there apparently are internal problems some departments have with respect to using the record management system through GSA/Record Manager.

Sheriff Hawley had no issues of concern with regard to record management in that all records he handles are mandated by law. He is, however, in need of record storage space but understands that the Auditor is currently using the Sheriff’s space at the Record Center.

Judge Strow expressed the need to be moving into the next century using optical scanners and imagining, which is available for court management and is cheaper than microfilming. Courts need to be looking at court electronic filing.

Maxine Sauter’s office has been microfilming for years, according to the laws provided for County Treasurers, and she thought her office was pretty well settled on the manner in which records are handled.

Tom Baenen mentioned that a meeting was held [an educational meeting about records management for Elected Officials] and there seemed to be a problem as far as records management with Elected Officials inasmuch as Elected Officials were being told what they must do and cannot do, which in fact turned out not to be the case. The Assessor’s Office, with what microfilming they have to do, is on target. Departments are at varying levels – one department getting ready to microfilm, another doing scanning, and finding out yet another planning permit system is in works. There seems to be no correlation how this County’s information system functions.

Judge Hancock reminded that a meeting of the Technical Committee was scheduled for tomorrow and perhaps this issue could be worked on by that committee as far as coordinating all these issues among the various departments.

Suzanne Sinclair recalled there had been some discussion at the meeting Mr. Baenen mentioned about the record management issue and some were of the opinion that there had to be a County-wide record management system. The Record Manager discussed that issue with Bill Hawkins and it was his opinion, through Jeff Evan’s interpretation, that it could be as it stands now – each Elected Official accountable for records under his/her direction. Each Elected Official has mandates on how records are to be managed and each official responsible for managing records in that fashion, but there is no requirement for a County-wide record management program.

Consensus from that meeting was that the Record Manager would be available on an on-call basis to Elected Officials. Suzanne uses the Record Manager on an intermittent basis. She would like to see consistency; and there should be written procedures. She is interested in working on some way to protect documents, especially for older original documents, in a more secure fashion, for example, she has Auditor’s reports back to 1908.

Commissioner Shelton recognized that the storage building was close to full already, and believed that throughout the various departments most everyone was behind as far as microfilming. Long term it is cheaper to microfilm than to build a new storage building. Everyone should get current, and plan to stay current.

Bill Hawkins spoke with Ms. Black on Friday and had some concerns with regard to personnel issues. He could not attend today’s meeting and asked that Elected Officials put their concerns out on the table today and then the Elected Officials come back to discuss same with the Board at the next Roundtable discussion July 27^th.

The Sheriff would like to see job descriptions maintained and updated on a regular basis by the Human Resources Department, rather than by each individual department. For example, job descriptions have not been updated since 1988 for Sergeant positions.

The Assessor pointed out that not only does the department now have to do that, but also a side by side and reclassification. Bob Braun is used for resolving differences, not to establish job descriptions.

Commissioner Shelton pointed out that one of the things job classifications were to accomplish was classing similar jobs at the same pay grid, and job relationship one to another. While the Sheriff indicates Sergeant job descriptions were written in 1988 and there are now different duties, requirements and equipment, that is true probably county-wide. To up the pay grid then every one piggybacks on everyone else and the County has lost control of some type of salary administration. For Island County it is unfortunate to be in the midst of large urban counties that pay more than Island County does. While he does not recommend trying to compete with King County, Island County needs to be competitive in the market place.

Mr. Baenen did not disagree, but he thought it was time to upgrade the "floor" of that grid; new descriptions needed in light of job duties, requirements and equipment. He was not talking salary necessarily, but updating responsibilities, uniform descriptions, and then placement on the grid.

Ms. Black agreed the whole system needed to be redone. Ms. Sauter noted that WACo has a comparison of salaries. Judge Strow believed that all position descriptions should be up graded on a regular cycle, i.e. 3 years.

Board members felt that it would be very helpful if after Elected Officials get together and discuss personnel issues, that Mr. Hawkins put together the input and provide a copy to the Board before the next meeting so the Board could be prepared to respond and do any research that might be necessary.

Announcement:

Sheriff Hawley announced that a "Violence in the Workplace" training session would be conducted by a Police Training Specialist who contracts with Washington Counties Risk Pool for specialized training, scheduled for July 1, 1998, Commissioners Hearing Room.

The following vouchers/warrants were approved for payment by unanimous motion of the Board: Voucher (War.) #s 28635 – 29018…………………………………………… $ 304,941.91.

The Board, by unanimous motion, approved and signed Minutes from the meeting of 6/1/98.

The Board, by unanimous motion, approved the Staff Session schedule for July, 1998, staff sessions to be held: Wednesday July 8 and July 22, beginning at 9:00 a.m.

Don Meehan, Extension Agent, WSU, presented for the Board’s approval and signature, Coastal Zone Management Grant No. G9900008 between the Department of Ecology and Island County for the 1998-99 Beach Watchers Volunteer Training Program. Eligible project cost is $50,000, with State share $25,000; local share from in-kind volunteers.

By unanimous motion, the Board approved Coastal Zone Management Grant No. G9900008 between DOE and Island County for the 1998-99 Beach Watchers Volunteer Training Program.

Gloria Wahlin, Noxious Weed Board Coordinator, reviewed with the Board Contract #1A-99-01-05, an Interagency Agreement between Washington State Department of Agriculture and Island County and its agent the Island County Noxious Weed Control Board. The agreement covers the period of July 1, 1998 – June 30, 1999 for Island County Spartina Control & Eradication Program in the amount of $25,000. Work is to begin July 1 and Ms. Wahlin asked that the Board approve and sign the agreement.

The Board by unanimous motion, approved Contract 1A-99-01-05, between the Washington State Department of Agriculture and Island County and its agent the Island County Noxious Weed Control Board for the period 1 July 1998 to 30 June 1999, for the Island County Spartina Control & Eradication Program in the amount of $25,000.

A follow-on agreement was presented by Ms. Wahlin for the Board’s approval, an Agreement between Island County and Steve Wirth for treatment of Spartina, and prioritize sites for eradication on Whidbey and Camano Islands. Work is to begin on or after July 1, 1998, with the completion date no later than May 1, 1999.

By unanimous motion, the Board approved and signed the Agreement between Washington State Department of Agriculture and Island County and its agent the Island County Noxious Weed Control Board.

Having been previously reviewed and discussed at a recent Staff Session, the Board approved, on unanimous motion, the following two Health contracts:

• Developmental Disabilities Work Order HS-09C-97(1) $1,665.00
• Consolidated Contract Amendment C06977(3), Child Death Review, $2,000.00.

The Board received from Dick Toft, Director, Human Resources Department, a summary of three proposed Personnel Action Authorizations for review and approval, and by unanimous motion, the Board approved same as follows:

Linda Barley, Executive Director, Greater Oak Harbor Chamber of Commerce, appeared before the Board with a letter read into the record as follows:

The Board thanked Ms. Barley for her presentation, and tentatively scheduled a meeting for Staff Session on July 22^nd [scheduled July 22, 1998 at Staff Session, 12:30 to 1:30 p.m.] In the meantime, Ms. Barley was asked to verify the figure quoted in her letter "In Island County, tourism is a $90,840,000 industry…" thinking the figure was incorrect and simply a typographical error with one extra zero.

Mr. Kwarsick asked the Board’s consideration in approving a Consultant Agreement with Washington Appraisal Services, Inc., Bellevue, to perform right-of-way and real property appraisals, for a two-year period with $45,000 maximum. Selection of this firm was made through in-depth RFP and interview process.

By unanimous motion, the Board approved and signed Consultant Agreement for appraisal services with Washington Appraisal Services, Inc., as presented and recommended.

Mr. Kwarsick, along with Dave Bonvouloir, Solid Waste Manager, presented a Litter Grant Application to be signed by the Board and submitted to the Department of Ecology [DOE] as discussed with the Board at Staff Session last week. Since that time, the application has been amended from $15,362 to $27,320, plus the City of Oak Harbor, for a total of $30,000. DOE met with the City of Oak Harbor and confirmed the City’s interest in also acquiring funds for litter pickup including beaches and parks within the City. No cash match is required by the County or City.

Mr. Bonvouloir advised that DOE representatives were here on Friday and urged that the County and City not be conservative in the application for funds. The application has now been prepared at the 100% funding level, and the County’s portion now includes some additional equipment, four 2-yard containers for North and South ends for road pickup.

This is not a grant or a loan, rather a funding program paid for by the Model Litter Control and Recycling Act from money collected by the State and provided to communities for the specific objective of cleaning up litter. The City of Langley and Town of Coupeville were approached about participating but it appeared that the administration of the grant would be too much at this point. Given the nature of the program there probably will still be opportunity to re-contact Coupeville and Langley. At the Commissioners request, Mr. Kwarsick/Bonvouloir agreed to contacting Coupeville and Langley.

By unanimous motion, the Board approved for submittal Litter Grant Application to Washington State Department of Ecology in the amount of $30,000.

As presented and recommended by Mr. Kwarsick, the Board by unanimous motion approved Supplemental Agreement No. 2 to Agreement #PW-972027 between Island County and Reid Middleton, Inc., executed on August 17, 1997. This agreement relates to the Madrona Way Slide Repair work under Work Order #187, and Supplement #2 revises the Scope of Work to include landscape plan, construction and drainage easement documentation, and construction services. Further time of completion extended 60 days past construction of project with payment increased by $8,202 for a total contract of $48,999.

After presentation and brief summary provided by Larry Kwarsick, Public Works Director, the Board by unanimous motion, approved three County Road Project initiations as described by the Public Works Director as follows:

As recommended by the Public Works Director and the County Engineer, the Board by unanimous motion, awarded bid for Pine Street Drainage under CRP 98-12 to Lee Johnson & Sons Construction, the low bidder at $32,704.49.

As presented and recommended for approval by Mr. Kwarsick, the Board by unanimous motion approved Amendment #2 to Professional Services Agreement #PW-972059 between Island County and David Evans and Associates, Inc., in the amount of $5,900.00 extending contract period to August 30, 1998, relating to the Natural Lands Plan and Parks and Recreation Plan Update.

By unanimous motion, the Board approved Resolution #C-80-98 [R-33-98] approving Plans and Specifications and Authorizing call for bids for reconstruction of the Fowler Drainage System, Work Order #239.

WHEREAS, sufficient funds are available from a FEMA Grant plus matching funds from the Island County Road Fund for the re-construction of the Fowler Drainage system on Camano Island, NOW THEREFORE

BE IT HEREBY RESOLVED that the Plans and Specifications are approved and the Public Works Director is authorized and directed to call for bids for furnishing said construction. Bid Opening is to be the 23^rd day of July, 1998, at 2:30 P.M. in Meeting Room 5, at the Human Services Building, 501 Center Street, Coupeville, WA.

ADOPTED this 22^nd day of June, 1998.

BOARD OF COUNTY COMMISSIONERS

[absent – William L. McDowell, Chairman]

Tom Shaughnessy, Member

Mike Shelton, Member

ATTEST: by Ellen Meyer

Margaret Rosenkranz, Clerk of the Board

By unanimous motion, the Board scheduled the appeal by Keith & Susan Welker, 290 Bambi Drive, Camano Island, for August 5, 1998 at 3:30 p.m. during the regular Staff Session

By unanimous motion, the Board scheduled Public Hearings to be held on July 13, 1998 at 1:30 p.m. during regular session of the Board as follows:

• Ordinance #C-81-98 [PLG-016-98] In the Matter of Adopting Amendments to Chapter 16.14C ICC, SEPA
• Ordinance #C-82-98 [PLG-017-98] In the Matter of Adopting Amendments to Chapter 16.13 ICC, Hearing Examiner
• Ordinance #C-83-98 [PLG-018-98] In the Matter of Adopting Amendments to Chapter 16.19 ICC, Land Use Review
• Ordinance #C-84-98 [PLG-019-98] In the Matter of Adopting a New Ordinance, Chapter 16.25 ICC, To Protect Farm and Forest Activities

By unanimous motion, the Board scheduled Public Hearings for July 27, 1998 at 3:00 p.m. on the following Ordinances:

• Ordinance #C-85-98 [PLG-020-98] In the Matter of Adopting a New Ordinance, Chapter 16.06 ICC, Governing Land Division in Island County
• Ordinance #C-86-98 [PLG-021-98] In the Matter of Adopting Amendments to Chapter 16.15 ICC, Site Plan Review
• Ordinance #C-87-98 [PLG-022-98] In the Matter of Adopting Amendments to chapter 16.17 ICC, Planned Residential Development

Debra Little, Development Services Coordinator, presented the matter of considering for adoption today, Ordinance #C-88-98, for the purpose of amending to clarify a provision of the

Interim Application Procedures Ordinance #C-50-98 adopted by the Board on June 1, 1998. This action is allowed on an emergency basis under GMA, with a public hearing to be set by the Board within 60 days. Ordinance #C-50-98 as adopted was missing one phrase from one paragraph. Exhibit A to the Ordinance provides the correction shown underlined:

d. All new site plan review applications outside Interim Urban Growth Areas

will continue to be accepted for uses that (1) do not constitute "urban

growth" as that term is defined in RCW 36.70A.030(17); (2) are inherently

dependent upon being in rural areas; and (3) are compatible both

functionally and visually with rural areas.

Again, Ms. Little clarified that it had been an oversight that that particular phrase was not included in Ordinance #C-50-98 adopted on June 1, 1998.

No one in the audience indicated a desire to speak either for or against Ordinance #C-88-98 as presented.

By unanimous motion, the Board adopted Ordinance #C-88-98, PLG-028-98, In the Matter of Amendment to Clarify a Provision of the Interim Application Procedures Ordinance C-50-98 ICC.

A second motion, adopted unanimously, scheduled Ordinance #C-88-98 for public hearing on July

WHEREAS, the Board of Island County Commissioners enacted Ordinance C-50-98 on June 1, 1998 to comply with the Order of Judge Alan R. Hancock issued on May 15, 1998; and

WHEREAS, it was intended that Section 6.d. of Exhibit C for the nonresidential zone would apply only to nonresidential applications for development outside Interim Urban Growth Areas (IUGAs); and

WHEREAS, both Compliance Orders of the Western Washington Growth Management Hearings Board and Judge Hancock’s Order are clear that Section 6.d. need not apply to nonresidential applications located within IUGAs; and

WHEREAS, Exhibit C, Section 6.d. to Ordinance C-50-98 inadvertently left out this clarifying provision; and

WHEREAS, clarification is necessary immediately to allow processing of pending applications; and

WHEREAS, RCW 36.70A.390 authorizes adoption of interim regulations without a public hearing if a hearing is held on the adopted ordinance within sixty (60) days of adoption.

NOW, THEREFORE, IT IS HEREBY ORDAINED that the Board of Island County Commissioners hereby adopts the attached clarifying amendment to govern applications under Chapter 17.02 Island County Code and that a hearing be held on this action on July 13, 1998 at 11:00 a.m.

BE IT FURTHER ORDAINED, that in all other respects the terms and conditions of Ordinance C-50-98 shall remain otherwise unchanged.

Adopted this 22^nd day of June, 1998 and set for public hearing at 11:00 a.m. on the 13^th day of July, 1998.

ATTEST:

By Ellen Meyer, Acting Clerk, for

Margaret Rosenkranz, Clerk of the Board

By unanimous motion, the Board made the following changes to the GMA schedule:

• Special Session Board of County Commissioners/Planning Commission June 29, 1998, at 6:00 p.m., public presentation to release of Phase B Comprehensive Plan Elements and Phase B Development Regulations, and release of the DSEIS, canceled and rescheduled for JULY 14, 1998, at 6:00 p.m.
• July 14 & 16 Special Sessions -Joint BOCC/PC Public Hearings- CANCELED and Rescheduled For: July 21, 22 and 28 @ 6:00 p.m.
• September 14 BOCC Final Action - CANCELED
• September 22 BOCC Public Hearing Adoption of Plan & Regs @ 6:00 p.m.
• September 24 BOCC Public Hearing Adoption of Plan & Regs @ 6:00 p.m.
• September 28 BOCC Public Hearing - Final Action – 2:45 p.m.

With no further business brought before the Board, the meeting adjourned at

3:05 p.m., the next Regular Session to be held on July 6, 1998 at 9:30 a.m.

ATTEST: __________________ Mike Shelton, Member

Margaret Rosenkranz,

Clerk of the Board