ISLAND COUNTY COMMISSIONERS - MINUTES OF MEETING
REGULAR SESSION
- APRIL 15, 2002
The
Board of Island County Commissioners (including Diking Improvement District #4)
met in Regular Session on 15 April
2002 at 9:30 a.m., Island County
Courthouse Annex, Hearing Room, Coupeville, Wa., with Mike Shelton, Chairman, Wm. L. McDowell, Member, and William F. Thorn, Member, present.
VOUCHERS
AND PAYMENT OF BILLS
Vouchers/warrants approved for payment by unanimous motion of
the Board:
Voucher (War.) #122229-122501. . . . . . . . . . .. . . . . . . .
. . . . . . . . .$385,926.74.
Veteran’s Assistance
Claims/Vouchers: V2-6 $1,479.42;
V2-7 $2,322.62.
Hiring Requests & Personnel Actions
The
Board by unanimous motion, approved the
following personnel action authorizations:
Dept. PAA # Description Position # Action Eff. Date
Sheriff
024/02 Sergeant
4012.07 Personnel 5/1/02
Health
025/02 Env. Health Spec 207.02 Replacement 4/15/02
Maintenance 026/02
Custodian .5 fte 901.03 Replacement 4/15/02
Island County Water Resource Advisory Committee
By
unanimous motion, the Board made the following reappointments to the Water
Resource Advisory Committee (WRAC) for
four year terms to May 17, 2006: Sego
Jackson, Clinton; Greg Cane, Oak Harbor;
and Barbara Brock, Camano Island.
DEPARTMENT
OF HEALTH Contract #C08645, Amendment 5
Department of
Health Contract #C08645, Amendment 5, the Consolidated Contract for
2001-2002, Amendment Amount $4,525.00 [RM-HLTH-02-0029] as
approved by the Board of Health on March 18, 2002 was approved by unanimous
motion of the Board.
Claim for Damages R02-008CD Puget Sound Energy
Betty
Kemp, Director, GSA/Risk Manager, recommended approval of Claim for Damages #R02-008CD by Puget Sound
Energy in the amount of $2,503.88 for
damages caused on January 30, 2002 by
County dump truck with snow plow
backing into a down guy wire,
broke pole and dropped
lines. The County Engineer, after
investigation, also recommends the claim be paid.
By
unanimous motion, the Board approved Claim for Damages #R02-008CD by Puget Sound Energy in the amount of $2,503.88.
Claim for Damages R02-009CD, Warren D. Smith
Ms.
Kemp recommended approval of Claim for
Damages R02-009CD by Warren D.
Smith in the amount of $1,682.55
for damages caused by County truck backing into Claimant’s vehicle. The
County Engineer investigated and recommends approval of the Claim.
By
unanimous motion the Board approved
Claim for Damages R02-009CD
by Warren D. Smith on April 1, 2002 in the amount of
$1,682.55.
With
respect to both incidents involving County truck backing up, the Commissioners
expressed concern and asked Ms. Kemp to look further into the incidents and
make a recommendation whether or not further action may be appropriate and/or
discussion at Staff Session about procedure/policy.
GRANT Application APPROVAL for Saratoga Woods
PROJECT
Lee
McFarland, Assistant Director, GSA, presented Grant Application [02-1058D] Authorization
Form related to a grant application
for Saratoga Woods Preserve
Development in the total amount of $78,750.00.
Island County’s match is $10,000 to be available July, 2003, from the Parks development portion of the
REET Fund identified in the 2003
Capital Improvement Plan. The Friends
of Saratoga will raise $15,750 in cash plus
$13,625 in donated labor and materials. The project consists of removing invasive species and
replacement with native vegetation to
stabilize the bluff, safety fencing, stairway, scenic overlook, picnic area and interpretive kiosk, parking area, trailhead with
information kiosk, primitive restroom facility, signage and trail development.
By
unanimous motion, the Board approved and authorized the Chairman’s signature on
Grant Application Authorization Form No. 02-1058D in the total amount of
$78,750.00, with Island County’s match next year to be in the amount of $10,000
if grant is approved.
Award of Bid for County Legal Newspaper per RCW
36.72.075
Island
County Auditor, Suzanne Sinclair, appeared before the Board with regard to the
annual award of bid for Official County
Newspaper as provided in R.C.W. 36.72.075 for the term of one year
beginning July 1st. Ms. Sinclair confirmed bid call was advertised,
in addition to individual letters having been sent to all newspapers published in Island County soliciting
bids. Only one bid was received from
Whidbey News Paper Group providing the rate of $9.15 per inch per insertion,
and does not specify a different rate
between first insertion and second/additional insertions, nor does it break out different costs for advertisement in Whidbey News Times or South Whidbey Record as in past
years.
The
Board by unanimous motion accepted the bid from Whidbey News Group with Whidbey News Times designated as the
official County newspaper for the term
of one year beginning July 1st
, continuing to follow past practice
that when there is an issue that
affects South Whidbey, Camano Island or Coupeville, there will also be an advertisement in the appropriate paper in
addition to publication in the Whidbey News Times as the legal paper of record.
PETITION FOR
Vacation of County Road Right-of-Way
portion
of East Camano Drive
Petition for Vacation submitted by Port Susan
Investment Company for vacation of a portion of East Camano Drive located in
Section 18, Township 31 North, Range 3 E, Camano Island, was referred by
unanimous motion of the Board to the County Engineer for processing.
As
described by Bill Oakes, Public Works Director, request involves property that
fronts lots on the west side of East
Camano Drive that have an
underlying 40’ wide easement for an old survey alignment for the centerline
of East Camano Drive, just to the west side of
East Camano drive along the front of the Thunder Ridge subdivision.
BOND FOR Brentwood Homeowners’
Association/Sea-Air Land Development/Cascade Regional Eye Center, Inc.;
Brentwood PRD
Mr.
Oakes recommended acceptance of the
United States Fidelity Guaranty Company bond in the amount of $84,778.35 for Brentwood Homeowners’ Association/Sea-Air
Land Development/Cascade Regional Eye Center, Inc. for the Brentwood PRD for a
mitigation proposal for Island County conditions of approval of a Large On-Site
Sewage System [LOSS]. The property is
located off North Camano Drive on
Camano Island.
Keith
Higman, Environmental Health Director, confirmed that the amount of the bond
was adequate. The bond has come forward
in response to mitigation measures approved
by the Board of Health. The bond
requirement is for the life of the on-site system and the length of the bond was also a matter approved through the Board of Health. A
process has been coordinated with the
State Department of Health that requires renewal of an annual bond
linked to the issuance of the operation
permit for the LOSS which is also issued annually by State DOH. The
Island County Health Department will provide any necessary comments on review of the bond renewal in the
future.
By
unanimous motion, the Board accepted
the United States Fidelity
Guaranty Company bond in the amount of $84,778.35 for Brentwood Homeowners’ Association/Sea-Air Land
Development/Cascade Regional Eye Center, Inc. for the Brentwood PRD for a
mitigation proposal for Island County conditions of approval of a Large On-Site
Sewage System [LOSS].
Resolution
#C-31-02/SW-01-02 – Authorizing Procurement Of General Services for Recycle
Services - NORTH & CENTRAL WHIDBEY ISLAND
Jerry
Mingo, Recycle & Hazardous Waste Coordinator, presented for approval
Resolution #C-31-02/SW-01-02 to
authorize the procurement of general
services for Recycle Services:
Transportation and Processing of Recyclables collected at Oak Harbor
Drop Box Station & Recycle Park,
the Island County Solid Waste Complex at Coupeville, North and Central Whidbey
Public Schools and North and Central Whidbey County Offices. Mr. Oakes did not expect there would
a large increase in the fees as a
result of including the schools.
By
unanimous motion the Board approved
Resolution #C-31-02/SW-01-02 In the Matter of Authorizing Procurement of General Services for Recycle Services as
presented.
BEFORE
THE BOARD OF COUNTY COMMISSIONERS
OF ISLAND COUNTY, WASHINGTON
IN THE MATTER OF
AUTHORIZING }
PROCUREMENT OF GENERAL } RESOLUTION NO. C-31-02
SERVICES }
}
Recycle Services: Transportation and } RESOLUTION
NO. SW-01-02
Processing of
Recyclables Collected at }
Oak Harbor Drop Box
Station & Recycle }
Park, the Island
County Solid Waste }
Complex at Coupeville,
North and Central }
Whidbey Public Schools, and North and }
Central Whidbey County
offices }
WHEREAS, recycling is a priority above waste
disposal in the approved Island County
Comprehensive Solid Waste Management Plan,
and
WHEREAS, recycle centers or drop-off boxes are
required at conveniently located transfer stations per RCW 70.95.090(7)(b)(i),
and
WHEREAS, funds are available in the Solid Waste
FUND for the transportation and processing of recyclables collected at Island
County Solid Waste facilities, and
WHEREAS, the current
contract for said services expires June 30th, 2002, and
WHEREAS, a one-year contract extension was
offered to, and declined by the current service provider,
_________________________________________________________
NOW, THEREFORE, BE IT HEREBY RESOLVED
that the attached Terms & Conditions and Scope of Work is approved as
written and that Director of Public Works and/or the Solid Waste Manager is
authorized and directed to solicit competitive proposals to provide Island
County with said services.
ADOPTED this
15 day of April, 2002.
BOARD
OF COUNTY COMMISSIONERS
ISLAND
COUNTY, WASHINGTON
Mike
Shelton, Chair
Wm.
L. McDowell, Member
attest: William
F. Thorn, Member
Elaine Marlow, Clerk of the Board
FRANCHISE
HEARINGS HELD
As advertised
for 10:20 a.m., a public hearing was held on three franchise applications:
Franchise
#85(1)R, renewal of Franchise for Patton’s Hide-Away Water Co. Inc., for an
existing water distribution system in the
Plat of Patton’s Hide-Away, Divisions 1, 2 and 3, Sec 13, Twp. 32N, Rge. 1W and Sec. 18, Twp.
32N, Rge. 1E.
Franchise
#182(2), Harbor Hills Water Company, LLC,
transfer from Franchise #182(1) – Harbor Hills Community Water; existing
water distribution system, Plats of Holmes Harbor Golf & Yacht Club,
Bradshaw’s Addition and Bar Harbor; Sec. 3, Twp. 29N, Rge. 2E and Sec. 34, Twp.
30N, Rge. 2E. [this franchise supersedes and consolidates Frnachises #126,
#168, #182 and #182(2)]
Franchise #32 by Wendy Frederick Smith for a new water distribution system, Maxwelton Road and Swede Hill Road, Whidbey Island; Sec. 5, Twp. 28N, Rge. 3E and Sec. 4, Twp. 28N, Rge. 3E.
By
way of memorandum dated 3/14/02 for franchise renewal application Franchise
#85(1)R, Patton’s Hide-Away Water Co.
Inc, Dick Snyder, County Engineer, recommended approval and reported that the application for
renewal had been reviewed; there were no plans for expansion of current system;
that all departments requested to comment had responded with no objection to
the proposal; and that the Prosecuting Attorney’s Office reviewed and approved
the document as to form and also had
been reviewed and approved by the Risk Manager. Memorandum dated 3/25/02 for franchise transfer and
consolidation related to Harbor Hills Water Company, LLC, also recommended approval by the Engineer,
reporting the application had been reviewed,
there were no plans for expansion of current system; that all
departments requested to comment had responded with no objection to the
proposal; and that the Prosecuting
Attorney’s Office reviewed and approved the document as to form as had the Risk Manager. Memorandum dated 3/28/02 for a new franchise by Wendy Smith covering a new water distribution system was also recommended for
approval by the Engineer,
reporting that the application had been
reviewed, all departments requested to
comment had responded with no objection to the proposal; the Prosecuting Attorney’s Office reviewed
and approved the document as to form,
and the Risk Manager had also approved
the document.
At
the time of hearing when the Chairman asked for comments from the public, no
one spoke either for or against any of the
franchise applications.
By
unanimous motion, the Board approved
Franchise #85(1)R, Patton’s Hide-Away Water Co. Inc.; Franchise #182(2),
Harbor Hills Water Company, LLC; and Franchise #32, Wendy Frederick Smith, new
water distribution system.
Decision Announced:
Appeal #APP 083/02 by Gerald Steel for Cameron-Woodard Homeowners
Association
On April 1, 2002, the Board heard Appeal
#APP 083/02 by Gerald Steel for Cameron-Woodard Homeowners
Association, appealing the Hearing Examiner decision regarding PLP
183/00, seeking to reverse the Hearing
Examiner's decision and deny application PLP 183/00. As indicated by the
Chairman at the end of the appeal
hearing, the Board's decision was to be announced at public meeting within
14 days, April 15, 2002, based on the
record of the Hearing Examiner’s
hearing and applicable laws and
include the vote of individual Commissioners and a brief statement as to the basis for the decision. The Commissioners individually provided
their decision and statement as follows:
Commissioner
William F. Thorn - Decision and Statement:
#APP 083/02 by Gerald Steel for
Cameron-Woodard Homeowners Association,
appealing the Hearing Examiner
decision regarding PLP 183/00, sought to
reverse the Hearing Examiner’s decision and deny application PLP 183/00.
1. The
appeal before the Board of Island County Commissioners held on April 1, 2002
was based on a closed record.
2. The
burden is on the appellant to show that either:
a. The
Hearing Examiners decision was not supported by substantial evidence, or
b. The
Hearing Examiner made an error of law
3. The
issue is whether the Preliminary Long Subdivision Application (a Type III
decision) was vested on June 27, 2000 when submitted.
4. Under
RCW 58.17.033, an application shall be considered under the zoning and other
land use regulations in effect at the time a fully completed application
is submitted to the County. All applications since Sept. 29, 1998
such as the one at hand have been processed in accordance with this State law.
5. ICC
16.19.080B Notice of Complete Application states that, “except as
provided in C below, within 14 days following receipt of a land use permit
application, the Department (i.e., Planning and Community Development) shall
mail a written notice to the applicant that the application is either complete
or incomplete.”
6. ICC
16.19.080F states that “The Department’s signing a completed application at a
scheduled application meeting or the Department’s mailing of a notice of
complete application as provided above, or the failure of the Department to mail
such notice shall cause an application to be conclusively deemed to be complete
and vested as provided in this chapter.”
7. Thus
the notice may be given at the time of the application submittal, based on the
completion and signing of the Application Requirements Checklist, or it may be
later determined and, in either case, notice provided within 14 days following
receipt of the application.
8. The
determination of completeness and the notice of same are two separate events
and may be signified by signing the application followed by a mailed notice or
simply by a timely mailed notice of
completeness.
9. Acceptance
of payment of the application fees is an additional testimony that an
application is complete and accepted.
10. The
application checklist was completed and signed, the applicant was advised the
application was complete and accepted on June 27th, 2000 and payment
of the fees was made on the same date.
11. The
original ICC 16.19.110A in effect on June 27, 2000 stated that “Applications
for Type I, II, and III decisions shall be considered under the zoning and
other development regulations in effect on the date a notice of complete
application is mailed or notice of completion is given at the application
meeting scheduled pursuant to this chapter.” Subsequent revision/clarification
did not change this but added “ Applications for subdivisions and short
subdivisions shall be considered under Chapter 16.06 ICC and the zoning and
other development regulations that are in effect at the time a fully completed
application for preliminary plat approval or short plat approval is submitted
to the Department. This regulation applies to all subdivision and short
subdivision applications submitted to Island County on or after September 29,
1998, the effective date of this section.”
12. The
Hearing Examiner’s decision is upheld and the appeal is denied based on the
facts that 1. sufficient substantial evidence was in the record at the time of
his decision and 2. no error of law was made.
13. I
have had no communication with the parties to this appeal during the pendency
of Cameron-Woodard’s appeal of the Hearing Examiner’s decision before the Board
of Island County Commissioners.
William
F. Thorn
Island
County Commissioner
District
#3
April
15, 2002
Commissioner
Wm. L. McDowell – Decision and Statement
STATEMENT REGARDING APPEAL #083/02 BY
CAMERON-WOODARD HOMEOWNERS ASSOCIATION, AN APPEAL OF THE HEARING EXAMINER’S
DECISION DATED 2/15/02 HEARD BY THE
BOARD ON 4/1/02
Cameron-Woodard
Homeowners Association, through their agent Gerald Steel, filed an appeal
seeking to overturn the Island County
Hearing Examiner’s decision to approve
PLP 183/00. The appeal dated
February 28, 2002 was received by the Board of Island County Commissioners on
March 1, 2002 and was heard on April 1, 2002.
In
his written statement of appeal, Mr. Steel offered reasons why this appeal
should be approved. The first reason
was that the Hearing Examiner relied upon an ordinance (Ordinance No. C-159-01)
that Mr. Steel claims is an illegal ordinance.
The second reason he states for reversing the Hearing Examiner’s decision is that the Examiner wrongly states
on Page 10, Paragraph D of the Hearing
Examiner’s decision that “No further analysis of the material submitted
by Swan on June 27th was undertaken by Island County Planning and
Community Development staff prior to the mailing of the Notice of Complete
Application.”. A third issue was that
the Hearing Examiner erred by his
statement on Page 14 of the decision that he has limited jurisdiction and is
only allowed to “interpret and implement County ordinances”.
As
to the first issue regarding an illegal County Code, I find there is no
evidence either in State Law, County law or on the record that would indicate there is anything illegal regarding County Ordinance No.
C-159-01. As a County Commissioner I
do not believe the County has the ability to take away a right given to its
citizens by State law. Specifically,
R.C.W. 58.17.033 indicates the date of vesting would be the submittal date
which was June 27, 2000. Clearly, the
Board of Island County Commissioners not only has the ability but in my opinion
based upon my oath to uphold State law, the duty to correct any county code
that violates State law.
The second issue the appeal raises regarding
analysis after June 27, 2002, does not
seem to have any bearing on this case.
The record clearly shows that a check list was completed on June 27,
2000 indicating that all application requirements had been submitted. No party to the appeal disputed this check
list that was part of the record. This
check list is the method by which the County uses to determine if an
application is complete. In this case, the check list was made out
and stamped June 27, 2000; therefore, the record is clear the application was
complete on that date. To clarify any
misunderstandings by the parties, let me say that work is done on the merits of
the application long after an application is complete. The determination of completeness relates
only to the issue of whether all
required materials for an application
are in fact submitted. The
accuracy, correctness or even the need for additional information beyond that which is initially requested comes
at a later date as the application goes through the process.
The
third issue regarding the Appellant’s claim the Examiner erred on his statement
regarding his limited jurisdiction is not supported by either evidence given at
the hearing or on the record. The Hearing Examiner correctly made his
decision.
My decision is to deny
this appeal.
The
last issue I would like to address, although technically is not part of this
appeal, is the claim by Mr. Steel that somehow the Board has violated the
Appearance of Fairness Act by ex parte communications. For myself, I will address that claim by
stating that I have had no ex parte communications with any parties to this
appeal during its pendency before the Board of Island County
Commissioners.
Wm.
L. McDowell
Island
County Commissioner
April
15, 2002
Commissioner
Mike Shelton – Decision and Statement
APPEAL 083/02
Appeal
#APP 083/02 was brought by the Cameron-Woodard Homeowners Association and
seeks to reverse the Hearing Examiner’s decision dated February 15, 2002 and
deny application PLP 183/00.
DECISION
The
question to be answered is when an application vests. Swan Enterprises delivered their application and Island County
accepted the application on June 27, 2000.
On July 10, 2000, the County
sent notice to Swan Enterprises
that their application was complete.
Under the Land Use Code of Island County, the notice of complete
application, July 10, 2000, was the vesting date.
On
July 1, 2000, the Land Use Code in Island County changed. Prior to July 1, 2000, the subdivision
proposed was possible. After July 1,
2000, because of the change in density requirements for the subject property in
the newly adopted Land Use Code, the
application was not possible.
The
Island County Code stated that an application
vested with the notice of complete application (July 10,
2000). This section of the Island
County Code is in conflict with R.C.W. 58.17.033 which states that a complete
application is vested on the date it is submitted to the County (June 27,
2000).
Island
County adopted Ordinance No. C-159-01 to conform Island County’s vesting
regulation to State law. Ordinance No. C-159-01 was given retroactive effect to
remedy the procedural error created by Island County’s conflict with State
vesting requirements for subdivisions of land. Regardless of whether Island County had adopted Ordinance No. C-159-01, this subdivision was vested
under R.C.W. 58.17.033 as of June 27, 2000, the date the complete
application was submitted to Island
County.
The
appeal is denied.
I
have had one communication
with Jerry Morrison that took place on
April 2, 2002. I have disclosed the substance of the communication to the
parties to the appeal. The conversation was very brief and only touched on the
tenor of the hearing on April 1. We did not discuss the merits of the appeal.
Does any party desire an opportunity to rebut the
substance of this communication?
MIKE
SHELTON, MEMBER
BOARD
OF COUNTY COMMISSIONERS
DATE: April 15, 2002
No one in the
audience responded to Commissioner Shelton’s question about rebutting the substance of his communication with Jerry
Morrison.
As
outlined in the Board’s Procedure to Hear Closed Record Appeals, Item
#9, Chairman Shelton directed the Planning Director to prepare a written
decision for the Board’s signature at next Monday’s meeting.
RESOLUTION
#C-32 -02/PLG-008-02 Amending Service
Areas for Seawest
Services Association Water System and
Sierra Water System & incorporating
the revised Service Area into THE CWSP
Joe Burcar, Assistant Planner/GIS presented Resolution #C-32-02/PLG-008-02 Amending
the Service Areas for the Seawest Services Association Water System and the Sierra Water System
and incorporating the revised Service
Area into the Coordinated Water System Plan (CWSP).
Subject
parcels are currently located within
the Sierra Water System boundary. Lot
36 has an existing Sierra water meter on the parcel. Sierra Water System cannot provide service in a timely manner to
combined lots 34 and 35. Property owner
of 36 and 37 has agreed to transfer existing water meter to combined lots 34
and 35. Essentially this resolution
provides that Lots 36 and 37 will be
served by Seawest in order for Sierra Water system to provide water to lots 34
and 35.
By
unanimous motion, the Board approved Resolution #C-32-02/PLG-008-02 Amending
the Service Areas for the Seawest Services Association Water System and the Sierra Water System
and incorporating the revised Service
Area into the CWSP as presented.
BEFORE THE BOARD OF COUNTY
COMMISSIONERS
OF ISLAND COUNTY, WASHINGTON
|
IN THE MATTER OF AMENDING THE SERVICE AREAS
FOR THE SEAWEST SERVICES ASSOCIATION WATER SYSTEM AND THE SIERRA WATER SYSTEM
AND INCORPORATING THE REVISED SERVICE AREA INTO THE COORDINATED WATER SYSTEM
PLAN. |
) )
RESOLUTION C-32-02 )
PLG-008-02 ) ) ) ) |
WHEREAS,
combined parcels S8160-03-19037-0 and S8160-03-19036-0 and combined parcels
S8160-03-19034-0 and S8160-03-19035-0 are currently located within the service
area of the Sierra Water System; and
WHEREAS, a Seawest Services Association water
meter is located on parcel S8160-03-19037-0, has allocated a water share to
serve the combined parcels and has been assessing a residential water rates to
this meter for the past nine years; and
WHEREAS, a Sierra Water System water meter is
located on parcel S8160-03-19036-0; and
WHEREAS, the Sierra Water System has indicated
that they are unable to provide water in a timely fashion to combined parcels
S8160-03-19034-0 and S8160-03-19035; and
WHEREAS, the property owner of combined parcels
S8160-03-19036-0 and S8160-03-19037-0 is willing to transfer the existing
Sierra water meter to combined parcels S8160-03-19034-0 and S8160-03-19035-0 so
that the Sierra water system may provide water to these lots; and
WHEREAS, pursuant to WAC 197-11-800(4)(b)
appropriations of 2,250 gallons per minute or less of ground water are exempt
from SEPA review, NOW, THEREFORE,
BE IT RESOLVED by the Board of
Island County Commissioners that the service area of the Seawest Services
Association water system is expanded to include combined parcels
S8160-03-19036-0 and S8160-03-19037-0, and the service area for the Sierra
Community Club water system is reduced to exclude these parcels, attached
hereto as Exhibit A, is hereby incorporated into the Island County Coordinated
Water System Plan.
APPROVED AND ADOPTED this 15 day of
April, 2002.
BOARD OF COUNTY COMMISSIONERS
ISLAND COUNTY, WASHINGTON
Mike
Shelton, Chairman
William
F. Thorn, Member
Wm. L. McDowell,
Member
ATTEST:
Elaine Marlow, Clerk of the Board
Monthly Financial Reports from Auditor &
Treasurer
Auditor’s
Report. The Auditor’s written monthly financial
report for the period ending March, 2002, was submitted by Suzanne
Sinclair. Nothing unusual or of particular
concern was evident in the report. The
Auditor’s O&M Fund is considerably
over budget expenditure wise, but is due to an
invoice for CHRIS System installation anticipated in 2001 but actually
paid in 2002. Cost for that system
is pretty much on target, other than
the addition of a station for Minutes Plus in the Budget Director/Clerk of
Board’s Office.
Treasurer’s
Report. Maxine Sauter, Island County Treasurer,
summarized from her written monthly
financial report for the period ending
March, 2002 provided under cover
memorandum dated April 5, 2002. Sales
tax is running about $10,000 to $11,000 more than anticipated as is shown on
her cash report for this period. She
anticipates that investment interest will
come in over what was anticipated this year by $337,000.
The
Commissioners noted some follow-up/review was needed in order to explain the
difference between the two reports on local sales tax: The Auditor’s report shows 18% while the
Treasurer’s report reflects a figure of about 25%.
Budget Workshop
Budget workshop
began at 1:30 p.m. to review and discuss how the budget
shortfall for 2003 can be addressed
within individual departmental budgets.
These workshops are preliminary only and no decisions made. Scheduled today were: Maintenance, Central Services, and District
court. The Budget Director, and several Elected Officials, Appointed
Department Heads and staff attended.
Maintenance
Presentation
by: Paul Messner
Hand-out: Power Point
Presentation: Facilities, Organization
and Budget of the Maintenance & Custodial
Department
12
Employees; 29 Buildings maintained totaling 164,404 sq. ft. Map provided showed the location of the
various facilities, photographs
provided for some of the buildings and uses of the various
facilities described. Organization chart included showed the 12 positions, with summary of duties and
responsibilities of each position.
Workload listed in terms of what is felt most important along with
secondary duties. A routine preventative maintenance schedule has been
established, along with routine
checking of equipment.
Responsibilities for preventative and
immediate maintenance of all the buildings done by the three maintenance
techs reviewed with a video shown to
view some of the areas not usually accessed by others, such as mechanical room in the jail, the different
styles of locks in the jail, heating
and cooling systems and controls, etc.
When one custodian is ill or on vacation vacuuming and other custodial
duties take a back-seat; impact
of two custodians being absent
is overwhelming and impossible to manage for more than one day. The only requirement placed by fire code is
that trash be picked up daily.
The
Maintenance Budget was reviewed and a pie chart was used to depict the various expenditures, the totals
are: Salaries & Wages $513,686;
Maintenance & Operation $269,634. A
reduction in budget by 11% would equal $86,165. M&O is already at a bare bones level of which $163,450 is
spent on utilities. Cutting M&O further would not be
feasible. As to potential for contracting
cleaning of the facilities, Mr. Messner found that it would not save
money, in fact, on average would cost
$6.50 per sq. ft. The
County actually saves by having a custodial staff. The only place left to cut the $86,165 would
be from Salaries and Wages.
The
Commissioners discussed with Mr.
Messner the custodial workload and what it takes for the other off site
facilities, and the workload of the maintenance techs. An 11% cut, for example, could equate to
two full time positions. Contracting out was further discussed as it relates to
the heating and cooling systems, and roof repair/replacement.
Central Services/Telecommunications
Presentation
by: Cathy Caryl and Diana Vaughan
Hand-out: Budget Memo and Graph Depicting Central Services Current
Expense
Budget for 2002 and Proposed Changes for 2003
Central
Services supports and provides technical
expertise for: