ISLAND COUNTY COMMISSIONERS
- MINUTES OF MEETING
REGULAR SESSION - MAY 20, 2002
The
Board of Island County Commissioners (including Diking Improvement District #4)
met in Regular Session on May 20, 2002,
beginning at 9:30 a.m. in the Island County Courthouse Annex, Hearing
Room, Coupeville, Wa., with Mike
Shelton, Chairman, Wm. L. McDowell, Member, and William F. Thorn, Member, present. By unanimous motion, the Board approved and signed the following
minutes: May 7, 2002 Special Session
and May 13, 2002 Regular Session.
VOUCHERS AND PAYMENT OF BILLS
The following
vouchers/warrants were approved for payment by unanimous motion of the
Board: Voucher (War.) # 124655 – 124861. . . . . . . . . . . .. . . . . .
. . . . . . . . . . . . . . . . . .. . . $356,415.89.
Appointments
and/or Re-appointments to Various
Boards
and Committees
By
unanimous motion of the Board, the following appointments were made:
Island County Board of Equalization
Jane Strohecker, Camano Island 3-year term 5/31/05
James K. Johnston, Oak Harbor 3-year term 5/31/05
Marine Resources Committee for Island County
Benye Weber, Representing Port of
Coupeville – term to 12/31/03
Workforce
Development Council
Henry
(Hank) Elliott, Camano Island, representing the private sector, for a term
until 7/27/03.
Staff session agenda
for June
The
Board approved, by unanimous motion, the Staff Session Schedule for June,
2002. In this case, June 5 is a
regularly scheduled staff session; however the regularly scheduled third
Wednesday Staff Session for June 19 has been canceled and a Special Staff
Session called for Wednesday June 12 beginning at 9:00 a.m.
HEALTH CONTRACTS APPROVED
By
unanimous motion, the Board approved
two health contracts, having been reviewed at recent staff session:
·
Amendment
- Contract #HS-11-01 (2) Amendment period 3/1/02 – 6/30/02
(RM-HLTH-99-0073) with Catholic Community Services of Western
Washington – substance abuse treatment
(amendment for the purpose of reallocating dollars vertically within the
spending plan only; no increase or decrease in the amount of contract)
· Contract #HS-03-02 for the period 1/1/02
- 12/31/02 between Island County
and Whidbey General Hospital, Protective Custody Monitoring in the amount
of $2,000 [RM-HLTH-00-0001].
Listing
Renewal for Koorn Property with Coldwell
Banker/Steve
Hertling
Listing
Renewal for Koorn Property with Coldwell
Banker/Steve Hertling was approved by unanimous motion of the Board, as
presented and recommended for approval by Lee McFarland, Assistant Director,
GSA.
APPROVAL - PRD 343/96, Brentwood, Div. #3. Phase III - Alteration of a portion of the
Planned Residential Development PRD 343/96
Debra Little, Development Coordinator, presented a minor
alteration to PRD 343/96 Brentwood, Div. #3.
Phase III, an alteration of a
portion of the PRD , Parcel R23223-438-4670, located in
Range 2E, Township 32N, Sections 23 & 24, Camano Island. The alternation consists of combining lots
65 and 66, pulling the road back a
little, and establishing a utility easement.
This is a minor modification reviewed administratively and
recommendation is that the Board grant approval.
By unanimous motion the Board approved PRD 343/96,
Brentwood, Div. #3. Phase III, an alteration of a portion of the Planned
Residential Development PRD 343/96, Parcel R23223-438-4670, located in Range
2E, Township 32N, Sections 23 & 24, Camano Island, WA
BEFORE THE BOARD OF ISLAND
COUNTY COMMISSIONERS
OF ISLAND COUNTY WASHINGTON
Application: Planned
Residential Development, PRD 343/96-Phase 3
Name
and Address of Applicants and Owner:
|
Agent: |
Owners |
Applicants: |
|
Fakkema &
Kingma |
CREC 401(K)
Profit Sharing Plan and Trust |
R. Lee &
Judith Harman |
|
840 SE 8th
Ave, Ste 102 |
R. Lee &
Judith A. Harman |
P. O. Box 2712 |
|
Oak Harbor, WA
98277 |
635 North
Sunset Drive |
Stanwood, WA
98292 |
|
|
Camano Island,
WA 98282 |
|
* Requesting
The Following: Approval of minor modifications to the
recorded final plat of Phase 3 of the Brentwood PRD. The changes consist of (1)
combine Lots 66 and 67, (2) eliminate turnaround at end of Sherington Drive
that serves only 2 lots, and (3) create a 20 foot utility easement on Lot 69
for stormwater.
Upon The Following Property:
Located on the northwest side of Camano Island, southeast of the
intersection of Maple Grove Road with North Camano Drive. The site is more particularly the NE 1/4 of
Section 23, Range 2 East, Township 32 North, W.M. (Brentwood Division 3, Assessor S6164-02)
Island County Staff
Recommendation: Recommend
approval of the PRD modifications for recording.
Director’s
Approval
Phillip Bakke, Director
Planning and Community Development Department
Board of Island County Commissioner
Decision: The application for minor modifications to Phase 3 of the
Brentwood PRD is approved.
APPROVED this 20
day of May, 2002.
BOARD
OF COUNTY COMMISSIONERS
ISLAND
COUNTY, WASHINGTON
Mike
Shelton, Chairman
Wm. L. McDowell, Member
William F. Thorn, Member
ATTEST:
Elaine Marlow, Clerk of the Board
Auditor’s
Report. The Auditor’s written financial report for
the period ending April, 2002, was provided by Suzanne Sinclair. The 23% Real and personal property tax dollar amount reflects the fact that the
County is still processing tax payments so it is not a true picture of what has
been collected.
Treasurer’s
Report. Maxine Sauter, Island County Treasurer,
summarized from her financial report for the same period [provided under
cover memo dated 5/7/02]. Although
property tax collections should be at 33% the report reflects 23% which primarily
is due to posting for accounting purposes after April 30th that
would not show on this report. Her
office makes deposits as quickly as
they can, normally deposited within five days.
Interest income is up slightly because of older investments maturing at
higher rates. Forecast for year end was
that rates would pretty much stay as they are now: 30 to 181 days @ 1.98 to 1.95%; 181 + days @ 2.15%; 270 to 365
days @ 2.35%; and a one year investment obtained at 2.52% with Bank of
America.
[Both reports are on file]
Drainage
Easement – Island County and Walter H.
& Marie S. Mullikin for
Camano Shores Outfall R & R; Work Order 169;
Plat
of Camano Shores, Lots 2 & 3, Block 1
County
Engineer Dick Snyder recommended approval of a Drainage Easement between Island County and Walter H. and Marie S.
Mullikin for Camano Shores Outfall R & R under Work Order #169 located in the
Plat of Camano Shores, Lots 2 & 3, Block 1. This comes at the landowner’s request and
the proposal is to move the drainage
easement to the other side of the property and make it 17-1/2’ wide instead of 10’. It is advantageous to the
County and at no cost to the County.
The additional 7-1/2’ comes from Lot 3.
By
unanimous motion, the Board approved the Drainage Easement between Island County and Walter H. and Marie S.
Mullikin for Camano Shores Outfall R & R; Work Order #169, Plat of Camano Shores, Lots 2 & 3, Block
1.
Rural
Arterial Program Project–Island County &
County Road Admin. Board; Construction Proposal–Frostad Road PHASE IB
As
presented and recommended for approval, the Board by unanimous motion approved
Rural Arterial Program Project (RAP) between
Island County and County Road Administration Board relating to the Construction Proposal for Frostad Road;
Milepost 02.75 to 03.15, representing increased funding by $186,932.00 per CRABoard Resolution 2002-005
on 04-18-02.
Resolution
#C-40-02/R-17-02 Approving Plans & Specifications and Authorizing Call for
Bids for 2002 Asphalt Concrete Pavement
Overlays Camano Island
The
Board, on unanimous motion, approved Resolution #C-40-02/R-17-02 In the Matter of Approving Plans &
Specifications and Authorizing Call for Bids for 2002 Asphalt Concrete Pavement Overlays Camano Island, CRP 02-05,
under Work Order #357.
|
IN THE MATTER OF APPROVING PLANS &
SPECIFICATIONS AND AUTHORIZING CALL FOR BIDS FOR 2002 ASPHALT CONCRETE PAVEMENT OVERLAYS CAMANO ISLAND, CRP 02-05,
WORK ORDER NO. 357 |
) ) ) ) ) ) |
RESOLUTION
NO. C-40 -02 R-17-02 |
WHEREAS,
sufficient funds are available in the Island County Road
Fund for 2002 Misc. Asphalt Concrete
Pavement Overlays, Camano Island; NOW
THEREFORE,
BE IT HEREBY RESOLVED that the Plans
and Specifications are approved and that the County Engineer is authorized and
directed to call for bids for furnishing said construction. Bid Opening is to be the 11th
day of June 2002, at 11:30 A.M. in Meeting Room 2, Courthouse Annex,
Coupeville.
ADOPTED this 20th day of May, 2002.
BOARD
OF COUNTY COMMISSIONERS
ISLAND COUNTY,
WASHINGTON
Mike
Shelton, Chairman
Wm.
L. McDowell, Member
ATTEST:
Elaine
Marlow
COUNTY
ROAD PROJECT CRP 02-05 INITIATED: Work
Order #357 - Camano Island Miscellaneous Asphalt Concrete Pavement Overlays
2002
The
Board, on unanimous resolution, approved Resolution #C-41-02/R-18-02 initiating
CRP 02-05, Work Order #357,
Camano Island Miscellaneous Asphalt Concrete Pavement Overlays 2002, a
total of $412,000 including Engineering, R/W acquisition and construction.
[copy of initiating CRP
placed on file]
Resolution
#C-42-02 APPROVED Designating a Chief
Administrative Official - Community Development Block Grant for the
Island County Community Mental Health Facility
By
unanimous motion the Board approved Resolution #C-42-02/R-16-02 Designating
Bill Oakes as Chief Administrative
Official for the Community Development Block Grant for the Island County
Community Mental Health Facility.
BEFORE
THE BOARD OF COUNTY COMMISSIONERS
OF
ISLAND COUNTY, WASHINGTON
IN THE MATTER OF
DESIGNATING A )
CHIEF ADMINISTRATIVE
OFFICIAL FOR )
RESOLUTION C- 42-02
THE COMMUNITY DEVELOPMENT
BLOCK ) R-16-02
GRANT FOR THE ISLAND
COUNTY )
COMMUNITY MENTAL HEALTH
FACILITY )
WHEREAS, Island County was awarded
by Department of Community, Trade and Economic Development, Office of Community
Development $747,710.00 for funding assistance for an Island County Community
Mental Health Facility; and
WHEREAS, Larry Kwarsick, Public
Works Director, was designated as the Chief Administrative Officer and
authorized to sign the Community Development Block Grant – General Purpose
Grant contract and contract amendments on behalf of Island County; andand
WHEREAS, Bill Oakes, as the new
Public Works Director, is designated as the Chief Administrative Officer and
shall be authorized to sign Community Development Block Grant – General Purpose
Grant contract amendments on behalf of Island County; and
NOW, THEREFORE, BE IT HEREBY RESOLVED The Board of Island County Commissioners
designates Bill Oakes, Public Works Director, as the authorized Chief Administrative
Official and authorized representative to act in all official matters in
connection with this contract and Island County’s participation in the
Washington State CDBG Program for
the Island County Community Mental Health Facility.
APPROVED
AND ADOPTED this 20 day of May, 2002.
BOARD OF COUNTY
COMMISSIONERS
ISLAND COUNTY, WASHINGTON
Mike
Shelton, Chairman
Wm.
L. McDowell, Member
William
F. Thorn, Member
ATTEST:
Elaine
Marlow
Clerk
of the Board
Budget Workshop
Budget workshop
began at 10:30 a.m. to review and discuss how the budget
shortfall for 2003 could be addressed
within the Human Resource Department and the Office of Budget Director. The
workshop was preliminary only and no decisions made. Several Elected Officials, Appointed Department
Heads and staff attended.
Human Resources Budget
Presentation by:
Dick Toft, Director
Hand-out: 2003 Budget Presentation under cover
Memorandum May 20, 2002
Personnel procedures
required by federal and state regulations include:
|
Fair
Labor Standards Act |
Civil
Rights Act |
|
Title
VII |
Amendments
to CRA |
|
Americans
w/Disabilities Act |
Family
Medical Leave |
|
Privacy
Act |
Consolidated
Omnibus Rehab. Act |
|
Health
Insurance Program Portability Act |
Equal
Employment Opportunity Act |
|
Washington
Law Against Discrimination |
Washington
State Dept. of Retirement Systems |
|
Public
Disclosure Act |
Conflict
of Interest |
Duties and
Responsibilities:
|
County
Policies and Procedures |
PAQ’s |
Job
Descriptions |
|
PAA’s |
Posting/Advertising
Positions |
HR
Web Site |
|
Employment/Ref.
Checks |
Bckgrd
Checks/fingerprinting |
Application
Control |
|
Payroll |
Medical,
Dental/Life Ins. |
Retirement |
|
Personnel/Medical
Files |
Flexible
Benefits Plan |
Deferred
Comp Plans |
|
New
Employee Orientation |
Bargaining
Unit Contracts |
Union
Grievances |
|
Investigations |
Exit
Interviews |
|
Budget Reduction for 2003
2002
Human Resources budget: $152,507. An
11% target reduction would be $16,776, less residual EAP funds of $3,517 for a total adjusted
target reduction in the amount of
$13,259. The M&O
portion of the budget is $12,587, and
salary, wages and benefits portion is approximately 90% of the total
budget. Two and ½ person office;
accepted standard for human resource
offices is one staff member for every 100 employees. Island County now totals 420 employees thus
the office is already 1.5 below standard already.
Reduction Options
1)
Delete
half time position = $14,373 savings
Create significant staff
shortage to provide services and accomplish routine office administrative
work. With two positions, could expect to have regular periods when
the office would not be open due to
annual leave, sickness and other demands.
Greater use of voice mail.
Adverse impact on Budget
Director since this position is shared with the Budget Director.
Taking .5 FTE away from the position would make the position uninviting to applicants since it would no longer be
full time and not offer benefits; filling the position with quality applicant could prove difficult.
2)
10% Cut
in Hours/Wages = $11,196 savings
2-1/2 Position 10% reduction: savings $11,196 - falls short of 11% goal by $815 but offers the
option that impacts the services
provided the least. It will have
a negative impact on staff and morale. The $815 shortfall will have to be identified from
already limited M&O funds.
Recommendation
If the 11% cutback becomes a reality, the 10% cutback in working hours
and employee salaries is the option recommended. Cut back in hours should be applied in a manner such that it
offers some benefit for the employee, such as Friday afternoons or Monday
mornings.
Budget Director’s Budget
Presentation by:
Elaine Marlow, Budget Director
Hand-out: 2003 Budget Reduction
Department Information
Annual
Budget RCW 36.40 and Ongoing Budget Issues; Clerk of the Board RCW 36.32.110;
36.31.140 & 36.22.010 (6) ; Respond
to Requests for Information RCW 42.l17.250-42.17.348
Budget Director/Clerk of the Board, and an Administrative Assistant shared with H.R. Department coordinates, prepares and
publishes Island County’s Annual Budget; reviews throughout the year
county-wide revenues and expenditures; trends analyzed to help ensure budgetary
goals are met; prepares budget amendments and resolutions; research assistance for Board, County
Departments and the public. As Clerk of
the Board, stores and indexes approximately 800 documents signed by the Board
each year; distribute multiple copies of resolutions, agreements and
contracts; respond to requests from
public. Currently in the process of
imaging documents which will greatly
enhance access to these records.
Department’s budget has remained constant over the past five years with
no increase in staff and M&O. Salaries, Wages & Benefits comprise
97% of the budget ($97%) and 3% M&) - $2,735, used for office supplies, copier costs and
advertising legal notices.
Possible Reductions 2003
Outsourcing.
Unable to locate consultant
experienced in coordinating/developing
County-wide budget; most consultants have budgetary experience with government
utilities, LIDs and fire districts, and hourly rates range from $75 to
$125/hr., not including expenses, which annually would translate to more than the Department’s total budget.
Advertising.
Legal notices are advertised in 4 local newspapers. Could consider placing legal ads only in the County’s newspaper of record,
Whidbey News times, with notices
displayed on the County’s web site to provide access to this information for
South Whidbey and Camano Island citizens.
Estimated savings would be
about $1,200. The downside is the
possibility that public awareness of
the legislative process would be significantly reduced.
Salaries & Benefits.
1)
Working hours reduced by 10% to a 36-hr work week, potential cost reduction would be approximately
$9,000. This option would have least
impact on H.R. who shares the administrative position.
2) Reduce Administrative Assistant position hours worked in Department each week from 20 to 10 hours. Position would become a 30-hr week position, working 10 hours in Budget Director’s Office, and 20 hours in H.R. The overall cost reduction would be $9,600. This option is not preferred because the reduction of hours and loss of medical benefits would make retention and recruitment for this position difficult for both departments.
[hand-outs have
been placed on file.]
There being no further business to come before the Board at this time, the meeting adjourned at a.m. The next regular meeting of the Board will be held on June 3, 2002 beginning at 9:30 a.m. inasmuch as Monday, May 27, 2002, is a holiday and County offices are closed in observance of Memorial Day.
BOARD OF COUNTY
COMMISSIONERS
ISLAND COUNTY, WASHINGTON
______________________________
Mike Shelton, Chairman
_____________________________
Wm. L. McDowell, Member
_____________________________
ATTEST: William F. Thorn, Member
____________________________
Elaine
Marlow, Clerk of the Board