ISLAND COUNTY
COMMISSIONERS - MINUTES OF MEETING
REGULAR SESSION – AUGUST 5, 2002
The Board of Island
County Commissioners (including Diking Improvement District #4) met in Regular
Session on August 5, 2002 beginning at
9:30 a.m. in the Law & Justice Facility,
Department III (Courtroom 3), 101 N.E. 6th Street, Coupeville,
Wa. Mike Shelton, Chairman; Wm. L. McDowell, Member, and William F. Thorn, Member, were present. By unanimous motion, the Board approved and
signed the following minutes: July 19
and July 22, 2002.
VOUCHERS
AND PAYMENT OF BILLS
The following vouchers/warrants were approved
for payment by unanimous motion of the Board: Voucher (War.) #128896-129249………………………..$646,387.84.
Hiring Requests & Personnel Actions
As presented by Terry
Cheuvront, Human Resources
Department, the Board by unanimous
motion, approved the following personnel action authorizations:
Dept. PAA #
Description
Position # Action Eff. Date
GSA
068/02 Risk Mgt. Adm. Asst. 1508 Replacement 8/5/02
Sheriff 069/02 Corrections Off.
4015.20 Provisional 120
days 8/5/02
Sheriff 070/02 Corrections Off.
4015.21 Provisional 120
days 8/5/02
Assessor 072/02 Appraiser I
108.03 New Position 8/1/02
Contract WITH Washington State University $20,000
Beachwatchers Program
The
Board considered Contract #C13261
(RM-EXT-02-0049) proposed between Island County and Washington State
University in the maximum amount of $20,000.
As explained by Don Meehan, WSU Extension Agent, in memorandum 7/4/02
and e-mail 7/5/02, this contract creates a mechanism to bring in from the
University, funds that have been donated by various corporations to benefit WSU
Beach Watchers Island County. WSU holds the funds donated by corporations on
behalf of Beach Watchers, and in order for Island County WSU to access those
funds, a contract between the County
and WSU must be in place. With respect
to an issue called to the Board’s attention
concerning the long term commitment
provisions to get out of the agreement earlier, Mr. Meehan’s interpretation of the Termination Clause is
that either party may get out of the agreement with a 30-day
notice: “III.
TERMINATION. It is mutually agreed that either party may terminate this
contract by giving notice in writing to the other party thirty days or more
prior to the date of termination.”.
Chairman Shelton
advised that he had an opportunity to
discuss this with Mr. Meehan and concluded
that paragraph III has an obvious
escape clause. Commissioner McDowell
agreed that item III would allow for either party to terminate. By unanimous motion, the Board approved
Contract #C13261 (RM-EXT-02-0049)
between Island County and WSU in the
amount of $20,000.
County Designated Mental Health Professional Approved
Based on
recommendation of the Island County Human Services Director, the Board by
unanimous motion designated Matthew Goodheart as County-Designated Mental Health Professional, having met requirements
of RCW 71.24 and WAC 275-57.
Liquor License #360483-3C
Assumption – Harold’s Gay 90s Pizza
Having received
recommendations of approval from the Island County Sheriff and Health
Department, the Board by unanimous motion approved Liquor License Application #360483-3C, Assumption, by Harold’s
Gay 90’s Pizza, Freeland, Wa.
On-Site Repair Financial Assistance
Program - Washington State Water Pollution Control Revolving Fund Loan 2000 -
Heineman
As submitted by the
Island County Health Department through
the On-Site Repair Financial Assistance Program with Washington State Water Pollution Control Revolving Fund Loan
2000, the Board by unanimous
motion approved authorization for
Whidbey Island Bank to accept payments
tendered under Promissory Note and Deed of Trust to the Island County Water
Quality Assistance Fund by Mrs. Virginia Heineman.
Island County Fair
Grant Application
Debbie Holbert, Acting
Treasurer with the Island County Fair, requested the Board’s approval to submit
an Application for Special Assistance Grant Funds to the Washington State
Department of Agriculture in the amount of $13,255.82 with a 50% match from the
Fair [both monetary and in-kind]. This
involves a capital improvement project
to repair, re-roof and replace the façade of the concession booths to alleviate current problems of roof leaks, puddled
water inside, dilapidated condition of
existing roofs. Requirement of the
grant is that the work be completed first; then the Fair will be reimbursed. Because of the shortened application time
requiring submittal by August 12th, she asked for approval today.
Chairman Shelton
indicated that the Board could support
the application for grant submittal,
but reminded that if and when
the Fair Board is awarded the grant,
the contract between the County and the State must come to the County in a timely manner to allow sufficient time to go through the County’s
Contract Review Process prior to coming to the Board at public meeting. If there is an issue of timing of funds
should the grant be approved, he thought that the County probably could work
out an interfund loan until the Fair
could be reimbursed through the grant.
By unanimous motion,
the Board approved Application for Special Assistance Grant Funds by the Island County Fair with the Washington State Department
Agriculture in the amount of $13,255.82.
Claim for Damages R02-020CD Ruth N. Payne
Betty Kemp, Director,
GSA/Risk Management, presented recommendation in the matter of Claim for Damages #R02-020CD by Ruth N.
Payne in the amount of $2,648.92.
Claim alleges that County sweeper caused dirt and gravel to fly, hitting
her car while parked in her
driveway. After investigation, both the
County Engineer and Mrs. Kemp recommend denial of the claim. Based on staff recommendation, the Board
by unanimous motion, denied Claim for Damages R02-020CD by Ruth N. Payne.
Public Input or Comments
Gail Barron, Highland
Drive, Oak Harbor, expressed concern about the
crisis in mental health care, specifically the lack of funding for brain disorders and how the Island community is being impacted. There is increasing incidence of brain disorder but it seems that with
counseling, treatment and reinstatement
into the community, funding
always is an issue. Because there are
so many changes in the environment
related to health, a lot of brain disorder is brought on by chemical imbalance and many young people suffer from both drug abuse and
mental issues. Because there is such
an increase it cannot be ignored and
needs to be addressed, and it starts
with funding.
Chairman Shelton pointed out that the majority of
funding for mental health issues in the
State of Washington comes from federal
sources funneled through the State,
matched by State dollars and sent out to the various State networks such
as NSRSN which Island County is a member of.
The mental health system as it now exists is primarily designed to take care of people who are chronically
mentally ill, and the prevention aspect
does not get addressed very well. The
Commissioners are aware of the
issues Mrs. Barron brings up and
sympathetic to those.
Amendment A to Contract #EM03-0087
Washington State Military Department for E911 Operations – extension of time
On July 18 the
County Commissioners received Amendment
A to E911 Contract EM03-0087 from the
Washington State Military Department
and in telephone conversation with the State office July 29th, were
advised that unless the amendment was processed and received by the end of
July, it would not be approved. The
amendment came about as a result of a request
from the Director of I-COM to extend the current contract for E911
Operations FY2002 from June 30, 2002 to
December 31, 2002 with dollar amount held over for the project $15,000, to
allow resolution of the issues with the
new phone system. Because of the time
sensitivity, the Chairman signed the Amendment July 31, 2002, in order that it
be faxed that date to the Washington State Military Department, and is
presented today in order for the Board to ratify the Chair’s action.
By unanimous motion, the Board approved and ratified the
Chairman’s action on July 31, 2002, signing E911 Amendment A to Contract
EM03-0087 from the Washington State Military
Department extending contract
expiration date from June 30, 2002 to December 31, 2002 and carrying
over for that period $15,000.
Health Department Contracts Approved
The Board, on
unanimous motion, approved the following Health Department contracts:
RM-HLTH-99-0072 Community Mental Health Services-Chemical
Dependency Crisis Services, Contract
#HS-12-01(2), a reduction of $539 for new contract amount $176,046;
RM-HLTH-01-0082 NW Educational Service District
#189-Coupeville School Nursing Services,
Contract #HD-10-01 (1), Amendment amount $1630, for new contract total
of $13,100, approved by the Board of Health on
7/15/02 [additional nursing services];
RM-HLTH-99-0073 Catholic Community Services-Substance Abuse
Treatment Contract
#HS-11-01(3),
Amendment amount reflects a reduction of $2,652 for a new total amount of
$552,424.
Grant Application TO Washington
State Archives Local
Records Grant Program FY 2003
Suzanne
Sinclair, Island County Auditor, presented
grant application in the amount of
$19,761.00 to Washington State
Archives for microfilming and sending for preservation the records of the Board of County
Commissioners. The grant is requested to preserve minutes and proceedings of
the Board of Island County Commissioners
from 1853 through 2001. The records are permanent and archival, essential and of historical value.
It does not involve matching funds from the County; grant awards will be
made in January, 2003.
.
By
unanimous motion, the Board approved the Auditor’s submittal of an Application
in the amount of $19,761.00 to
Washington State Archives.
Interlocal Reimbursable Agreement
between
Island County and Town of
Coupeville
On presentation and
recommendation by Bill Oakes, Public Works Director, the Board by unanimous
motion approved Interlocal Reimbursable Agreement with the Town of Coupeville
[Resolution #C-66-02/R-29-02] for
work to be performed by the Public Works Department, Roads Division, for total
cost not to exceed $30,000.
Stormwater Mitigation Agreement
– Holmes Harbor
Golf and Yacht Club Division #8
Stormwater Mitigation
Agreement by Sequoia Homes, Inc. for
Lot 15, Block 5, Holmes Harbor
Golf and Yacht Club Division #8 was approved by unanimous motion of the
Board.
ADOPT
A ROAD RENEWAL AGREEMENTS
By unanimous motion, the Board approved renewals
for the following Adopt-A-Road Agreements:
Adopt-a-Road
Renewal Agreement, Adams Road Community Association, Bush Point Road from Mutiny Bay intersection to Shipping View
Lane;
Adopt-a-Road
Renewal Agreement, Glynneden
Gardens, Smugglers Cove Road from SR
525 to South one mile;
Adopt-a-Road
Renewal Agreement, Central Whidbey Lions,
Engle Road from City Limits to Fort Casey Road.
AWARD OF BID FOR Courthouse
Expansion and Improvement
Project Phase 3A: Annex Remodel – Asbestos Abatement
Based on
recommendation of the Public Works Director, the Board by unanimous motion
awarded bid to the low bidder,
Thermatech Northwest, Inc., for the Island
County Courthouse Expansion and Improvement Project Phase 3A, Annex Remodel – Asbestos Abatement, under
Work Order #314, at the base bid price of
$23,789.00, and State Sales Tax $1,974.49.
BUdget Workshop
The Commissioners
convened at 10:45 a.m. in Budget
Workshop to consider and review revenue and expenditure projections for
2003 and review and determine specific
budget reductions for 2003. In addition
to the Commissioners and Budget Director, others in attendance included a
number of Elected Officials, Appointed Department Heads and staff; and four
citizens.
At the July 19th budget session, the Budget Director requested and was granted an
opportunity to review figures to date.
Current figures were presented at this time in handouts dated 8/2/02. Revenue Update versus expenditures now comes
to a deficit of $821.527. The figures
do not take into account any COLAs, M&O or capital increases over prior
year. Ms. Marlow gave a summary to indicate
where changes had been made:
·
Recalculated health insurance for a $60,000 savings
[employees changing plans]
·
Auditor recording fees line 36 - revised - +$90,000
·
Treasurer’s revenue recalculated which made a
big difference
·
District Court – down by $100,000
·
Significant
increase in Clerk collections for child support – approximately $40,000
·
Increase
jail room and board by about
$23,000
·
Other small lines that increased.
·
Planning line item 75 voided [funds will be used
by the end of this year]
·
Line 108 [placeholder–depends on any positions
that might have reduced hours or be terminated
- Public Works’ contribution towards those position might have a negative impact on current expense]
The matter was brought
forth about considering a potential decrease in PERS employer contributions now estimated in
the 2003 budget at 3%.; LEOFF at 4%.
Current actual rate is 1.3%; however, during 2002 that rate changed
twice already upward. Board
consensus: go with 2.3%, but leave
LEOFF % as is at 4%.; this brings the
deficit down another
$50,000.
Using the July 15,
2002 hand-out outlining the
individual Commissioner
proposals, the Board went through line by line, noting those items where consensus has been reached:
Assessor $ 36,000 1 FTE
Civil
Service Comm. -0-
Central
Services 25,850 M&O
25,000 Server
Upgrades
Telecommunications 7,000 M&O
Clerk
17,000 .5
FTE
Commissioners 1,175 Reduce
Labor Consultant 5%
Coroner -0-
District
Court 30,000 1
FTE
Extension
Service 12,500 Fund
more adm. Costs to grants
Human
Resources 3,500 Eliminate
Remainder EAP
Juvenile Court 42,000 1
FTE
LEOFF
Board 13,230 LEOFF
retirees pay 15% premiums
Planning -0-
Public
Defender 25,000 .5
FTE Adm. Asst.
Sheriff/Jail
55,000
1 FTE Deputy
Superior
Court 2,000
Extra Help Line
Treasurer 20,000
.5 FTE
Insurance
Reserve Transfer 35,000 Reduce IBNR
Commissioners
Contingency 50,000 Reduce
to $50,000
Termination
Contingency 50,000 Eliminate funding
Animal Control All three Commissioners initially had
different recommendations for reductions as indicated on the 7/15/02
handout. With the number of incidents
that occur, Commissioner Thorn did not
believe animal control should be reduced.
He envisioned some savings through combining the Animal Control with
the shelters. Betty Kemp
suggested that was a mater that
needed further review, noting too that
Animal Control is mandated and
if cut back, would impact the Sheriff’s
Department. The Chairman acknowledged
that by cutting Animal Control by 5% the level of service people will experience will be less than it
used to be; however, every level of
service in Island County is going to
suffer because of budget cuts. Betty Kemp reviewed the contracts and
termination clauses. Total of the four contracts: $169,200. Chairman arrived at $8,460 reduction or 5%.
Motion made by
Commissioner McDowell and seconded by Commissioner Shelton carried by majority
vote to reduce the total Animal Control budget by 5% for a total of
$8,460.00. Motion carried by majority vote; Commissioner Thorn opposed.
Auditor’s Budget. Two
Commissioners recommended a cut
of 1.5 FTE equal to $58,000 initially; one recommended at the high end a cut of
$8,000 and low at $5,000 to be determined by the Auditor. Commissioner McDowell moved that the Board reduce the Auditor’s
budget by 1 FTE equal to $38,000.
Motion carried by majority vote; Commissioner Thorn opposed.
Budget Director. Commissioner Thorn moved that the position
of Administrative Assistant shared by
the Budget Director and Human Resources be
reduced by $4,000. Motion died
for lack of a second.
Office Equipment. Motion made and seconded to reduce
Office Equipment Purchases by
$28,629.00, carried by majority vote; Commissioner Thorn opposed.
Commissioners. The Commissioners agreed to reduce licensing
function at the Camano Annex. Suzanne
Sinclair, Island County Auditor, commented on how the discussion with DOL was
progressing and finding an alternative licensing agent on Camano Island. In correspondence from DOL on initial review it looks good and the
proposal forwarded to the Assistant Director for determination. Mrs. Sinclair believed that the Board could,
with 95% certainty, put a subagent on Camano Island. Though there had been a proposed figure of $54,000, Chairman Shelton proposed that
be $40,000 based on explanation and clarification received from Joyce Kasperson,
Office Manager, Camano Annex, about what she believes it will take to run the Annex absent licensing. Commissioner
Thorn was supportive of that, only because the licensing function would stay on
Camano Island.
The
Chair suggested cutting the $600/mo.
car allowance to $300/mo. which would equal a savings of $10,800.
Car allowance impacts
Commissioner Thorn fairly heavily, with
20,000 miles since December; he was willing to cut back on travel to
WSAC functions, etc. to compensate for that rather than cutting the car
allowance.
Commissioner
McDowell moved that $5,000 be cut from
Commissioners Car Allowance and Travel, and that the Board at staff session come to an agreement insofar
as the dollar split between car
allowance and travel. Motion, seconded
by Commissioner Thorn, carried by majority vote; Chairman in opposition,
believing $5,000 not enough.
Extension
Service, WSU. Commissioner Thorn called attention to the
fact that these programs are very small but
very intimately intertwined with the community, such as 4-H, and he was
reticent to make any other cuts other
than $12,500 for funding more
administrative costs to grants.
Commissioner
McDowell moved approval of a $29,000
reduction on line #51 eliminating 1 FTE; and $7,500 on line #52 to eliminate WSU faculty position.
Motion, seconded by Commissioner Shelton, carried by majority vote;
Commissioner Thorn opposed.
GSA/Parks.
Discussion here focused on elimination of an 8 month and/or 4 month
parks position. The maximum
consideration for the Chairman was one or the other, and he suggested the 8 month position for a total savings of
$23,000. Commissioner Thorn agreed, but
noted that he still was desirous of
looking at the potential for
reorganization.
By
unanimous motion the Board eliminated the 8 month parks position line item
#58.
With
the above reductions, cuts today totaled
$629,844. The Board then
gave further consideration, discussion
and review, to proposed cuts in Current Expense funding for the Health
Department, Maintenance Department, Prosecuting Attorney and Senior programs.
Maintenance.
The question of eliminating .5 FTE from the Maintenance Department was
considered. Concerns were voiced about doing so in light of the
increasing County campus to be
maintained. Several Elected Officials were willing to empty their
own trash cans to a container, and vacuum if one is made available to them. It
was noted too that most departments
could have trash cans emptied every second or third day rather than
every day. Others brought to light the added cleaning and maintenance
responsibilities coming up: when the
Annex remodel is complete; and when a Juvenile Detention Facility is built.
Health Transfer from Current Expense.
Proposals ranged from a 5% ($30,000), 10% reduction ($60,000) to an overall reduction of $27,334
to a low of $15,181. Commissioner Thorn
was willing to reduce the amount by 5% overall, and not reduce or eliminate the
Healthy Families Program or Birth to 3 Program. Chairman Shelton was willing to agree with a $60,000 cut.
Prosecutor.
Commissioner McDowell had earlier suggested that the cut here not be
made for the reason: he recalled why a person had been added to that office
previously.
Senior Programs.
Chairman Shelton commented that a 5% reduction or $10,500 would be
spread over the three senior agencies.
It is not something he or the other Commissioners would choose to
do and they all recognize the importance of senior programs; however it is not a good budget
year and that amount spread three ways will be a small impact.
By
unanimous motion, the Board made the following cuts:
Prosecutor $60,000 1 FTE D.P.A.
Health $60,000 Reduction in Current Expense Transfer
Maintenance $13,000 .5 FTE
Commissioner
McDowell moved that under Miscellaneous Budget, senior programs be reduced across the board by 5% for a total reduction
of $10,500. Motion, seconded by
Commissioner Shelton, carried by majority vote; Commissioner Thorn opposed.
Budget Cut Recap:
Department 2003 Budget Cuts
$ Amount Description
Assessor 36,000 1
FTE
Auditor 38,000 1
FTE
Budget
Director -0-
Central
Services 25,850 M&O
25,000 Server
Upgrades
Telecommunications 7,000 M&O
Office
Equipment 28,629 Office
Equipment Purchases
Civil
Service Comm. -0-
Clerk
17,000 .5
FTE
Commissioners
40,000 Camano
Annex – Licensing
5,000 Commissioners Car & Travel
1,175 Labor
Consultant Contract 5%
Coroner -0-
District
Court 30,000 1
FTE
Dog
Control 8,460 5% reduction across the board all
contracts
Extension
Service 29,000 1
FTE Clerical
7,500 WSU
Faculty Position
12,500 Fund more admin. Costs to grants
GSA 23,000 8
mo. Parks Position
Human
Resources 3,500 Eliminate
Remainder EAP
Juvenile Court 42,000 1
FTE
LEOFF
Board 13,230 LEOFF
retirees pay 15% premiums
Maintenance
13,000 .5
FTE
Senior
Services 10,500 5%
reduction across the board all programs
Planning -0-
Prosecutor 60,000 1
FTE DPA
Public
Defender 25,000 .5
FTE Adm. Asst.
Sheriff/Jail 55,000 1
FTE Deputy
Superior
Court 2,000
Extra Help Line
Treasurer 20,000
.5 FTE
Health
Department Transfer 60,000 Reduce C.E. Funds by $60,000
Insurance
Reserve Transfer 35,000 Reduce IBNR
Commissioners
Contingency 50,000 Reduce
to $50,000
Termination
Contingency 50,000 Eliminate funding
$773,344
The
Chair pointed out that while the 2003
budget would not be adopted until some time in the future, the Board had
committed to Elected Officials and Department Heads to conduct these initial workshops early on in order to
plan for the future. In terms of
M&O and Capital line items for Current Expense Departments, the
Board will schedule workshops in September and October for those items. County budgets not a part of Current
Expense, such as Public Works, will be scheduled for full budget workshops during
that time.
There
being no further business to come before the Board at this time, the meeting adjourned at 12:10 p.m.
The next regular meeting of the Board is scheduled for August 12, 2002, at 9:30 a.m.
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