ISLAND COUNTY COMMISSIONERS - MINUTES OF MEETING

REGULAR SESSION - JUNE 10, 2002

The Board of Island County Commissioners (including Diking Improvement District #4) met in Regular Session on June 10, 2002, beginning at 9:30 a.m. in the Island County Courthouse Annex, Hearing Room, Coupeville, Wa., with Mike Shelton, Chairman,; Mike Shelton, Chairman, Wm. L. McDowell, Member, and William F. Thorn, Member, present. By unanimous motion, the Board approved and signed minutes from June 3, 2002 regular session.

VOUCHERS AND PAYMENT OF BILLS

The following vouchers/warrants were approved for payment by unanimous motion of the Board, as well as May 2002 payroll: Voucher (War.) #125733-125976. . . . .$159,936.67.

HHhhHHIRING Requests & Personnel Actions

The following personnel action authorizations were approved on unanimous motion of the Board:

Dept. PAA # Description Position # Action Eff. Date

WSU 030/02 Adm Asst MRC .2 fte 1210.00 Replacement 7/15/02

Health 036/02 Env Hlth Spec 1 Temp 2409.02 New – 3 mos. 6/10/02

Health 037/02 Env Hlth Spec 1 Temp 2409.01 New – 3 mos. 6/10/02

Health 041/02 Pub Hlth Coord .5 fte 2408.08 Replacement 6/11/02

Health 044/02 Env Hlth Spec 2407.03 Replacement 6/10/02

Pub Works 038/02 OH Road Shop Sup. 2204.03 Replacement 6/17/02

Planning 040/02 Dev Services Coord 1702.00 Replacement 7/5/02

Sheriff 032/02 Deputized Officer 4014.08 Replacement 6/10/02

Sheriff 033/02 Deputized Officer 4014.12 Replacement 7/3/02

Sheriff 034/02 Deputized Officer 4014.16 Replacement 6/24/02

Sheriff 035/02 Deputized Officer 4014.26 Replacement 9/12/02

Sheriff 043/02 Corrections Officer 4015.07 Replacement 7/9/02

EMPLOYEE AWARDS

EMPLOYEE SERVICE AWARDS

Marie Taylor 5 Years Civil Service Commission

Andrea Huff 15 Years Clerk’s Office

Ben Gilmore 5 Years Health Department

EMPLOYEE OF THE MONTH - MAY, 2002

Jan Myers, from Central Services Department, County Switchboard Operator, Central Services was selected as the Employee of the Month for May nominated by a multitude of fellow employees recognizing the service she provides.

SPECIAL RECOGNITION

Stephanie L. Vasconcellos. Island County Planning & Community Development Department, awarded State of Washington License as a Professional Engineering Geologist & Hydrogeologist.

Special Occasion Liquor License-Guam Society of Whidbey Island

On receipt of recommendations of approval from the Sheriff and Health Department, the Board by unanimous motion approved Application for Special Occasion Liquor License #091161 by Guam Society of Whidbey Island for a special occasion to be held July 27, 2002 from 5:00 p.m. to 12:01 a.m. at the Knights of Columbus Hall, 3259 Old Goldie Road, Oak Harbor.

Claim for Damages R02-010CD, Eric & Tammy Snow

Betty Kemp, Director, GSA/Risk Management, presented a recommendation of denial of Claim for Damages R02-010CD by Eric & Tammy Snow. The claim was filed on April 1, 2002, in the amount of $4,000,000 for an accident that occurred July 5, 1999 alleging that the County failed to trim foliage that blocked the view around a curve in the road resulting in a head-on collision. As outlined in her memorandum dated June 4, 2002, WSP reported that Vehicle 2 going north moved into the left lane in order to make a wide swing onto Blossom Road; Vehicle 1, a motorcycle operated by Mr. Snow, was in his own lane when the two vehicles collided on the curve of the road. Both drivers were cited.

By unanimous motion, the Board denied Claim for Damages R01-010CD by Eric & Tammy Snow.

Resolution #C-47-02 Declaring County Property Surplus - For

Utility Easement granted on surplus property

The Board by unanimous motion approved Resolution #C-47-02 In the Matter of Declaring County Property Surplus in order for a Utility Easement to be granted on surplus property located in the South 10’ of the West 10’ of the South ½ of the South ½ of the Northwest ¼ of the Southwest ¼ of Section 29, Township 30 North, Range 3E, W.M., in the amount of $200.

BEFORE THE BOARD OF COUNTY COMMISSIONERS

OF ISLAND COUNTY, WASHINGTON

IN THE MATTER OF DECLARING)

COUNTY PROPERTY SURPLUS ) RESOLUTION NO. C-47-02

WHEREAS, Island County Code Chapter 2.31, Sale Or Lease Of Surplus County Property, was adopted on April 11, 1994; and

WHEREAS, Island County owns property as identified on Exhibit “A”; and

WHEREAS, Island County Code Chapter 2.31.030.A.5 allows an exception to real property easements being sold at public auction; and

WHEREAS, Island County Code 2.31.030.B allows real property or easements to be sold by private negotiation when not being sold at public auction; and

WHEREAS, the Board of Commissioners of Island County Washington feel it is in the best interest of the Citizens of Island County that a utility easement be granted on surplus property as shown on Exhibit “A” for the amount as shown on Exhibit “B”; and

WHEREAS, Island County Code 2.31.010 requires the Board of County Commissioners to declare this property surplus prior to granting an easement; NOW THEREFORE,

BE IT HEREBY RESOLVED by the Board of County Commissioners of Island County, Washington that property as shown on Exhibit “A” is surplus to County needs and may be conveyed in return for the amount as shown on Exhibit “B”.

Adopted this 10 day of June, 2002

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

Utility Easement to Crosby Restoration, Inc.

The Board by unanimous motion granted a Utility Easement to Crosby Restoration, Inc. [RM-GSA-02-0038] Assessor’s Parcel No. R33029-147-0620, for the purpose of installing, maintaining, repairing and replacing utilities, which may include power, water and telephone installed underground within the easement area.

Approval for Port District of South Whidbey Island to operate a small park facility North of Clinton Ferry Terminal

In reply to a May 22, 002 letter from The Port District of South Whidbey Island, the Board by unanimous motion, granted approval, as required in RCW 53.08.270, for The Port District of South Whidbey Island to operate a small park facility North of the Clinton Ferry Terminal. The Port District is applying for State ALEA grant funding for the acquisition of shoreline properties located immediately north of the State’s Clinton Ferry Terminal, and if successful, will include operating a small park facility.

REAPPOINTMENT TO NORTHWEST SENIOR SERVICES BOARD

By unanimous motion, the Board reappointed Kenneth O’Mhuan, Langley, to serve a three year term to June 30, 2005, as a member of the Northwest Senior Services Board representing Island County,

Resolution #C-48-02 Establishing the Island County Low-Income Housing Surcharge Fund

Section 2 of Substitute House Bill 2060 was passed by the Legislature effective June 13, 2002 requiring that the Auditor collect a $10 surcharge on recording fees for recording. The proposed resolution for the Board’s consideration would establish the Island County Low-Income Housing Surcharge Fund. Suzanne Sinclair, Island County Auditor, testified before both Houses of the Legislature, and commented that if there is truly a societal responsibility to support affordable housing for the specified group, that burden should be spread more broadly than just to those who happen to record documents. The $10 surcharge more than doubles the cost of recording the first page of any recorded document, bringing the cost from $9.00, all of which is directly related to the service of producing recorded documents, to $19.00, of which $10.00 will go to the affordable housing surcharge fund.

Commissioner Thorn thought it would be extremely useful in Island County through the Island

County Housing Authority and the Opportunity Council to expend these funds on behalf of those who are very low income and he was delighted to have this fund underway. Chairman Shelton agreed with Ms. Sinclair that if ideally there is a nexus between the fee providing the funds and what the ultimate use of those fees are that nexus is difficult to establish in this case. Commissioner McDowell had not been in favor of adoption of the legislation either, even though WSAC testified in favor of the bill. He agreed there was absolutely no nexus between recording documents and the purpose of the fund. Nevertheless, the State Legislature adopted SHB 2060.

By unanimous motion the Board adopted Resolution #C-48-02 establishing the Island County Low-Income Housing Surcharge Fund.

BEFORE THE BOARD OF THE COUNTY COMMISSIONERS

OF ISLAND COUNTY, WASHINGTON

)

IN THE MATTER OF ESTABLISHING THE ) ISLAND COUNTY LOW-INCOME HOUSING ) RESOLUTION C-48-02

SURCHARGE FUND )

WHEREAS, pursuant to Section 2, Substitute House Bill 2060, 2002 State Legislature, effective June 13, 2002, the State of Washington requires the Island County Auditor to collect a ten dollar ($10) surcharge on recording fees for recording of instruments, but not to assignments or substitutions of previously recorded deeds of trust; and

WHEREAS, the Auditor’s office is entitled to retain up to five percent (5%) of the funds collected to administer the collection of these funds, and

WHEREAS, of the remaining funds collected, forty percent (40%) of the revenue is to be deposited monthly with the Washington Housing Trust Account; and

WHEREAS, sixty percent (60%) of the revenue generated by this surcharge will be retained by Island County and be deposited into a fund that must be used by Island County and its cities and towns for housing projects or units within housing projects that are affordable to very low-income persons with incomes at or below fifty percent of the area median income; and

WHEREAS, the portion of the surcharge retained by Island County shall be allocated to very low-income housing projects or units with such housing projects in Island County and the cities and towns within the County according to an Interlocal agreement between Island County and the cities and towns within the County, consistent with countywide and local housing needs and policies; and

WHEREAS, permissible uses of these funds are more fully described in Section 2, Substitute House Bill 2060, 2002 State Legislature; NOW THEREFORE

BE IT RESOLVED, that there is created and established in the Island County Treasurer and Island County Auditor records a fund known and designated as the Island County Low-Income Housing Surcharge Fund; and

BE IT FURTHER RESOLVED, that the Island County Low-Income Housing Surcharge Fund shall retain interest earnings on the fund’s cash balances; and said interest earnings shall be calculated at the state pool rate on the average monthly cash balance.

ADOPTED this 10 day of June, 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

Alcohol & Substance Abuse Treatment & Prevention-DSHS-DASA Contract #7526-2

The Board, on unanimous motion, approved Alcohol & Substance Abuse Treatment & [RM-HLTH-99-0021] Prevention-DSHS-DASA Contract #7526-2, the amended amount $781, for a new contract total of $1,139,558.00, revising the 2002 supplemental budget changes and the Year 3 State Incentive Grant.

AWARD OF BID FOR FOUR NEW 2002 Bid Award – 4 new 2002 Ford New Holland TN75D with 4 New Mid-Mount Heavy Duty Mowers

On recommendation of Bill Oakes, Public Works Director, the Board by unanimous motion awarded bid to Coastline Tractor, the lowest responsible bidder meeting specifications, to purchase 4 new 2002 Ford New Holland TN75D Tractors with 4 new mid-mount heavy duty mowers [shoulder mowers] at $46,015.99 per unit, for a total cost of $184,0623.35 including tax, and Chairman authorized to sign the Purchase Order for same.
.

AWARD of Bid for East Camano Drive/Cross Island Road/Arrowhead Road Intersection Improvements

As recommended by the Public Works Engineer, the Board awarded bid for East Camano Drive/Cross Island Road/Arrowhead Road Intersection Improvements under CRP 99-07 to GG Excavation, Inc., the low bidder, in the amount of $749,085.70.

Resolution #C-49-02/R-21-02 - Amendment to CRP 99-07 – East Camano Drive/Cross Island Road/Arrowhead Road Intersection improvements; Phase II intersection realignment

As presented and recommended for approval by the Public Works Director, the Board by unanimous motion approved Resolution #C-49-02/R-21-02 amending CRP 99-07 East Camano Drive/Cross Island Road/Arrowhead Road Intersection improvements; Phase II intersection realignment, for total appropriation of $1,710,000 both phases. Due to increased improvement costs, additional funding was sought. Two regional STP funding grants totaling $440,000 and a Traffic safety Near School totaling $150,000 were obtained. Additionally, Stanwood School District is paying its proportionate share to the project as part of a development mitigation requirement. [Road Resolution #R-21-02 on file with the Clerk of the Board and County Engineer.]

Award of Bid For Recycle Services Central and North Whidbey; Island RecyclinG

Bid summary and recommendation for bid award recycling services for North and Central Whidbey was provided under memorandum May 23, 2002 from Dave Bonvouloir, Solid Waste Manager. Mr. Oakes confirmed recommendation to award bid for recycle services for Central and North Whidbey to Island Recycling at $50.00 per ton.

By unanimous motion the Board approved bid award to Island Recycling at $50.00 per ton as recommended.

Recycle Services Contract – Central and North Whidbey recycling program for signature

Following bid award, the Board by unanimous motion approved and signed a contract for Recycle Services Contract for Central and North Whidbey with Island Recycling at $50.00/Ton.

EXECUTIVE SESSION

At 10:30 a.m. the Board met in Executive Session for the purpose of discussing with legal counsel potential/pending litigation as allowed under RCW 42.30.110(1)(i). The session lasted approximately 15 minutes and no announcement was made on conclusion.

Budget Workshop

Budget workshop began at 1:30 p.m. to review and discuss how the budget shortfall for 2003 could be addressed within the Commissioners/LEOFF/E-911 Fund/Public Facilities Fund, and Civil Service Commission budgets; along with a general overview of the miscellaneous budget and revenue projections. The workshop was preliminary only and no decisions made. The Budget Director, and several Elected Officials, Appointed Department Heads and staff attended. Copies of hand-outs are on file.

1:30 County Commissioners/LEOFF Board/E-911 Fund/Public Facilities

Presentation by: Mike Shelton, Chairman

Staff:: Ellen Meyer; Joyce Kasperson

Hand-out: Board of Commissioners Budget Reduction Presentation

Directory – Island County Committees

Commissioners Committee Assignments

County Commissioners

Statutes reviewed. Also noted, Island County Commissioners are members of the Island County Board of Health and are the Commissioners of Diking Improvement District 4.

Reviewed the list of duties and responsibilities of the County Commissioners, including legislative authority and executive authority. Individual Commissioners serve on a variety of committees, boards or councils, either Board-appointed by motion, resolution or ordinance, or mandate [list approved at the beginning of each year]. Commissioners appoint members to some 40+ boards, commissions, committees. Committee booklet maintained/published each year. The Chairman is mandated to serve on a number of various committees. Minutes are kept of all regular and special meetings, except executive sessions, promptly recorded and open to public inspection.

Staff - Whidbey and Camano Offices – 2002

3 – Whidbey FT E

1 Adm. Asst.

1 Ex. Secy.

1 Adm. Secy.

5 people on Camano but equals 3 FTE + relief:

1 FTE Adm. Asst.

1 FTE Licensing Clerk

1 24 hr/wk - Licensing [job share]

1 16 hr./wk – Licensing [job share]

1 10 hr. work wk. [lunch relief]

Camano Annex serves as a “mini courthouse”. Camano staff are cross-trained and perform the duties of six or more county departments [Commissioners, Assessor, Health, Planning, Public works, Treasurer]. The hand-out provided a brief job description, breakdown of revenues received and approximate staff required to complete the tasks.

Budget Reduction Already Accomplished in 2002: $11,270.00

Adopted 2002 Budget: $597,014 11% reduction = $65,672

A number of different scenarios and possible reductions to the Commissioners budget were developed and reviewed. Option #1, including Whidbey and Camano offices, was developed reading from the bottom up, shows how the 11% will be achieved. The full 11% reduction would include all staff at 10% cut which equates to a 36-hour work week.

A. Whidbey & Camano Office Cuts Total Reduction % Reduction

( proposed order of reduction by percent in the event the reduction can be less than 11%)

*5% all Staff $13,429 $ 13,429 2.3

5% Personnel Consultant 1,175 4,604 2.5

BOCC SWB/Car/Travel 14,700 29,304 4.9

*5% all Staff 13,429 42,733 7.2

5% Personnel Consultant 1,175 43,908 7.4

BOCC SWB/Car/Travel/Cell 8,050 51,958 8.7

M&O 2,200 54,158 9.1

Commissioners Contingency 11,514 $ 65,672 11.0

*Staff cuts for the full 10% = 36 hour work week

B. Alternate Proposal

The Camano Annex budget narrative demonstrates 44% of the workload is for the Department of Licensing (DOL); the work creates revenue for the County. The alternate action would be to locate a private business on Camano Island to issue license tabs. With a local business providing that service, very little money would be lost to the County as the same collection of fees would remain with the County. Savings equal 44% x $134,639 = $59,241. The remainder of the 11% budget reduction would be made up from: $3,870 car allowance; $1,000 M&O; and $1,500 travel.

C. Camano Annex Proposal - 11% = $15,842

Proposal 1: Reduce operating hours 8 hours a week by closing office on Fridays. Result would be reduction of 22 hours for savings of $18,917. Reduce Adm. Assist. 4 hours to 36 hour week (work four 9 hour days), reduce two clerk positions 8 hours a week = 32 hour week; reduce

lunch relief 2 hours per week.

Proposal 2: Cost allocation plan agreed upon by the supported departments to subsidize Camano Annex budget to cover staff’s time for work performed and fee collections, etc. If Camano received the revenue credit for work done for those departments, hours would not need to be reduced as much.

Proposal 3: Reduce operating hours 4 hours a week by closing office at Noon on Fridays =

36 hour week. Result would be reduction of 14 hours for savings of $10,386.

Revenues: $3,802 from copies made for other departments and members of the public, the majority from Camano Annex.

Other Revenue Camano Annex Staff Receipts: [see pie chart]

Other departmental revenue receipted in 2001: $ 111,267

Property tax revenue receipted in 2001 2,788,868

Total: $ 2,900,135

Each receipt represents time spent with a customer; approximate hours required to perform duties are 6,330 hours (equivalent to 3.04 positions).

Consequences of Reduction

Whidbey. Same amount of work spread over less work hours; work not as timely because of the additional work load and less time; more concern about potential errors being made. Cut-

ting the workweek from 40 to 36 hours should have at least some benefit for the employees who are realizing the cut, such as staggering office hours or closing the office at Noon on Fridays. Closing the office would provide predictable open office hours for the public as well as employees.

Camano. Peak periods require 3 or more trained staff to accommodate customers. Staff would be busier performing same amount of work in less time. Would be able to accommodate peak periods by scheduling extra help and may become necessary to open later to the public (8:30 a.m.) in order to complete mandatory DOL paperwork. Concerned about increased errors with higher volume of customers, along with longer lines, and frustrated citizens. Not recommend closing on Mondays because of the added scheduling problems with the Monday holidays and because Mondays are very busy. Prefer reducing hours to the public rather than staff. Temporary help not as effective because of the volume of training required. Closing the office would provide predictable open office hours for the public as well as employees. Employees could schedule doctor/dentist appointments on Fridays which would mean less leave needed.

Commissioners and staff continue to look into technology which could be of some assistance, and timesaving efforts to help alleviate the workload. Other savings in the way of supplies, etc. are being reviewed as well. If other departments are asked to cut 11%, the Commissioners are committed to cutting 11% within the Commissioners budget as well.

With respect to the issue of cutting hours as a way of balancing the budget there was no consensus as far as County-wide application.

Regarding Alternate #2 Commissioner Thorn mentioned the fact that although the County may continue to receive it’s $3.00 fee, the folks on Camano would be paying an additional $50,000 more a year to get their license tabs renewed through a private agent on since an additional fee would be charged by that agent. The nearest subagent is located in Stanwood in Snohomish County with an extra $15 fee charged. Camano Island residents can get credit for that but many of the Camano folks are unaware they can request that credit.

LEOFF I DISABILITY BOARD (Law Enforcement Officers & Fire Fighters)

Minimum medical benefits available to members are specified within RCW 41.26.030 (22)) as well as additional medical services authorized for approval for payment including optical, psychiatric, and other services not clearly defined within those defined in RCW 41.26.030(22) or services beyond those defined by RCW 41.26.030(22) may be allowed on a case by case basis. Claims reviewed for completeness and accuracy; coordination of insurance policy benefits and amounts paid; adherence to the rules and guidelines for processing payments /reimbursements of medical claims by the Disability Board; reasonableness of charges and necessity of services/drugs prescribed.

2002 LEOFF Budget - $89,050. The bulk of this total budget is made up of $73,200 in medical premiums to cover LEOFF I retirees; $11,550 for long term health care premiums and $4300 budgeted for mandated, non-insurance paid costs of necessary medical expenses for LEOFF I members. The remaining $800 contained within the M&O portion of the budget is budgeted for staffing/supplies expenses, but can be absorbed within the Commissioners Office operating budget if necessary.

E-911 Fund - ICC 3.30; RCW 82.14B. Island County Enhanced 911 Fund established 1/1/95. County Ordinance #C-83-94 imposed a County wide E-911 excise tax on the use of telephone switched access and radio access lines. Budget tracking, contract/agreement processing and vouchering is handled through the Commissioners Office for grant moneys through the Washington State Military Department, Contracts and Interlocal Agreements between Island County and I-COM the quarterly transfer of telephone company tax. The 2002 budget is $832,800. Revenue source: E-911 taxes and State Grants. The County Current Expense Fund since 1995 receives a $1,500 annual transfer from the E-911 Fund for administrative services performed by Current Expense. The Interlocal Agreement with I-COM provides an annual charge of $167.00 per month which I-COM pays the Auditor’s Office by warrant.

2% Hotel/Motel Tourism Committee – Public Facilities Fund

State legislation in 1998 necessitated reorganization of the County’s 2% hotel/motel tax advisory Committee. The Committee expanded from 9 to 12 members, plus the Chairman of the Board of County Commissioners (Ord. #C-156-98; ICC 3.06). The Committee reviews and makes recommendations to the Board of County Commissioners on distribution of moneys generated by the Lodging Excise Tax. County Current Expense Fund for 2002 is budgeted to receive a $3,290 transfer from the Public Facilities Fund for administrative services performed by Current Expense.

2:00 Civil Service Commission

Presentation by: Gene Parmalee, Chairman, Civil Service Commission

Staff: Marie Taylor

2002 Budget: $14,118 S/W/B $9,138; M&O $4,980 11% Reduction = $1,552