BOARD OF
ISLAND COUNTY COMMISSIONERS – SEPTEMBER 23, 2002
The Board of
Island County Commissioners met in
Special Session September 23,
2002 beginning at 9:30 a.m., prior to the
Regular Meeting at 11:30 a.m.,
to conduct budget workshops as listed in the schedule, held in Conference Room #116, Courthouse
Administration Building, 1 N.E. 7th Street, Coupeville, Wa. Mike Shelton, Chairman; Wm.
L. McDowell, Member, and William F. Thorn, Member, attended.
Budget
Hand-outs: Budget status/recap- differences between
9/9/02 and 9/23/02 workshop
9/23/02 Workshop – Current Expense
County Clerk
Jane Koetje, County Clerk
Revenue forecast for next year should be quite accurate as projected because it has been based on actual numbers from this year, as well as historical numbers. With regard to expenditures, in S/W/B cut vault clerk to .5 FTE. This is one of the departments where a position was moved from L&J Fund into Current Expense, and the reason an increase is reflected here. There is a $1600 postage increase, but with savings elsewhere in M&O, net M&O increase is $400.
Superior Court
Delilah George, Superior Court Administrator
The County no longer has to pay for benefits for Superior Court Judges which will now reflect a negative $27,890. In M&O an increase is requested of $1,168 for professional services line. Request allocation of $3,000 in miscellaneous line for membership and dues, conferences, copier usage [when over a certain amount]. As much as possible, costs for dues and registrations are split between Island County and San Juan County. Jury fees remain the same as previously reviewed; it is a best guess depending on the number of jury trials held. Filings have remained fairly constant and estimated will be within 100 case filings between this year and next year; 10% in civil filings. If approved as requested the total budget would reflect a negative of $23,822
Courthouse Facilitator this year is allocated one day a week. Numbers verify the program is self-supporting and can support three days’ a week, which is requested for 2003 projected at $20,099. Revenue comes from Family Court services and is dedicated to this program. At this point for 2003, full revenue has not been recognized pending Board approval of the position being increased from one to three days’ a week. Noted was there will be some money coming back under 4D money for the facilitator program as well. General consensus was to increase the Courthouse Facilitator to 3 days’ per week in 2003.
Law Library
Linda Falken, Law Librarian
Addendum to budget explains reasoning for the costs. For 2003 projected total revenue is $23,000 for the library. Part of the reason is based on past filings and other revenue and income figures. Interest income will make a significance difference. Plan in 2003 to try to make revenue and expenditures equal. Looking at budget line items, there are some changes made based on new categories in terms of on-going costs such as Internet and LEXIS service. Implementing process for printed materials and looking at potential ways to cancel and/or replace with less costly materials – a 10% increase overall of printed and electronic publications, a modest increase. Another area looking into is reduce staffing through more volunteers; other county law libraries use volunteers quite successfully.
Juvenile Court
Services/Grants/CASA
Michael Merringer, Juvenile Court
Services Director
Hand-out: History – Detention & Transportation Costs
Department lost a budgeted position this year; request leave as “unfilled” so there would be no need to go through another procedure should authorization be given at some future date to fill that position. Dollar numbers as far as State funding assistance through the consolidated contract are firm through current contract only, ending June 30, 2002. The second half of 2003 and 2004 looks bleak as far as State dollars. The Budget Director brought residential care and custody line up to what had been spent as an average over the last several years to more accurately reflect actual expenditures. Transportation left at $18,000 because she did not have a good feel what would actually happen. Mr. Merringer calculated about $2,000 above anticipated expenditures in 2002, or around $160,000 for 2003 for residential care and custody.
CASA. Difference is in the Current Expense transfer into CASA Fund, which makes it easier to report and more readily understandable. The $12,000 shown here is because the position of Program Coordinator was taken out of Current Expense and put into CASA Fund; net to Current Expense is zero.
Prosecuting Attorney
Greg Banks; Prosecuting Attorney; Caroline Morse, Office Administrator
Proposed hold the line budget with couple minor adjustments; one position cut. Plan is to lay off one of the felony deputy prosecutor positions. He reviewed tentative plans for the office as far as personnel; depending on what happens he could come back to the Board for a slight modification of the cut he is currently proposing. As far as one DPA assigned to Planning’s GMA 5-year review efforts covered by permitting, that work remains committed whether covered by a DPA position or that work picked up by the Prosecutor and Chief Deputy and their assistants, which would more than cover that commitment.
With regard to money that comes from the State General fund and whether or not it has to be segregated out or included, but tracked, Ms. Marlow indicated that the County Auditor prefers it be included for reporting and tracking. There is a separate bars number for those revenues [see page 23].
M&O. Codification requirement cut by $650 because the level of amendments to the code is not anticipated at the past level. A few line items have been modestly increased. The figure of $2628 in Operating rental and leases is the cost of leasing a copier for the “dead beat Dad” program and is 100% reimbursed from DSHS, and the revenue recognized on the revised side. Repairs & Maintenance reflects an increase over 2002 and includes case management system The system has been invaluable, and credited for much of the Office’s ability to handle an increase in felony caseload. With a DPA position cut, it makes it all that more important. Line item includes maintenance agreement on old copier. Miscellaneous line item reflects an increase and includes payment of bar dues for union deputies, and proposed this year to pay the same for three others.
Drug Seizure Fund/Federal Asset Forfeiture
Fund
No budgets proposed for these funds in 2003 in order to increase the fund balances available in future years.
Sheriff/Jail
Mike Hawley, Sheriff; Jan Smith, Chief Administrative Deputy
Nothing new proposed. Cost of doing business continues to go up. Medical costs for jail inmates are increasing. The malpractice insurance tripled for the Doctor under contract for jail which equates to higher fees. One of the problems encountered is that while not many, there are State DOC prisoners housed in the County jail facility for up to 60 days with no funds received from the State to cover that cost [$66 per day per prisoner]. Island County’s facility is 63 beds maximum, and the Sheriff’s best guess for need to expand is at least five years out. Looking at alternates [i.e. day reporting] to keep that population down, but at some point, will have to add capacity or build regional facility. When the Juvenile Detention facility is open, it has to be run by the Juvenile Department.
Coroner
Robert Bishop, Coroner
Majority spent on autopsies. Nothing new since last round of budget workshops.
Planning
& Community Development/Planning Grants
Phil Bakke, Director, Planning & Community Development; Edie Elerick, Office Manager
Nothing has changed since the prior budget reduction workshop. Projected revenue is right on the wire. Major concern relates to GMA and the 2005 Plan Update. Grant to CTED for GMA funds contains a whole myriad of tasks, all related to the 2005 GMA/Comp Plan update. Have completed through the Planning Commission a number of tasks, and staff time involved in those is in excess of what was received in grant funds. What he wants to do is to s carry forward an amount equal to the grant and the grant funds expended to cover into next year for the purpose of funding the critical areas update. There have been no billings yet on the grant. Because staff has done work in this area, he is not sure whether he can move the grant forward to next year, or whether in fact he has to bill the grant now for what work has been completed.
Critical areas now include earthquake fault zones, flood zones and volcano zones and the State is requiring counties to develop an element under Critical Areas ordinances to address standards for activities in those zones. He has talked about the need to hire a professional scientist to look at and possibly develop Best Available Science that meets and is sensitive to local needs and situation. With the amount of work ahead, he is very concerned about dollars for funding. He agreed to put together a plan, schedule and budget going out to 2005 and bring a first draft to the Board in staff session soon.
Other Budget Discussion
Licensing Function at Camano Annex. Commissioner Thorn reported quite a bit of negative feedback about the proposal to eliminate the purchase of license tabs at the Camano Annex and instead have that done by a subagent on Camano Island. For the Board’s future consideration and review, an alternative proposal was presented to continue offering the purchase of tabs at the Annex:
· Camano Annex open hours 4 days’ a week rather than 5
· Leave position unfilled that is currently open
· Shift some staff; bring in 16 hr/week licensing clerk off-set by reduced hours in other positions [1 @ 36 hrs/wk; others @ 32/hrs/wk]
Net savings would still be around the $40,000 figure.
One of the concerns of the public about moving licensing to a subagent, though still on Camano Island, is that they will be charged between $3.50 to $5.55 through a subagent. The public would still have the choice of renewing by mail without additional cost. One of the possibilities Commissioner Thorn suggested was that the Board go into the year on this premise and if six months’ into 2003 it is not working, then revert back to the original proposal and find a subagent for Camano.
Follow-up. No decision made at this time. The Auditor was asked to provide a spread sheet on license transactions and where those take place, including South Whidbey and Oak Harbor, so the Board can review that information.
PERS Premiums.
Rates should be right on target.
Budget Director still needs to check on L&I rates.
LEOFF Budget – Insurance Premiums. The Budget Director reported that from information provided by the Human Resource Director, LEOFF premiums will be lower than anticipated; instead of the 26% increase, it will actually be between 3% and 4% which would take care of the difference.
Follow-up. The Board will reconsider its earlier determination requiring LEOFF members to pay a certain percent of their premiums, based on this new information.
The Regular Meeting of the Board of Island County Commissioners
convened at 11:30 a.m. on September
23, 2002, for a Roundtable
with Elected Officials,
Conference Room #116, Courthouse Administration Building Other agenda topics for the
Regular Session followed at 1:30 p.m.
as outlined on the agenda, including
Diking Improvement District #4, held in the Law & Justice Facility, Department III (Courtroom 3), 101 NE 6th
Street, Coupeville, Wa. Mike Shelton, Chairman; Wm.
L. McDowell, Member, and William F. Thorn, Member, attended.
Roundtable Meeting with Island County Elected Officials
Attendance:
Elected
Officials: Tom Baenen; Greg Banks; Mike Hawley
Others: Elaine Marlow
No agenda items.
The Chairman confirmed nothing appreciable had changed as far as the revenue picture for the 2003 budget. WSAC and WACO are reviewing possible scenarios for revenue producing methods to
bring to the joint convention for discussion.
MINUTES APPROVED
By unanimous motion, the Board approved and signed minutes from regular session September 16, 2002.
VOUCHERS AND PAYMENT OF BILLS
The Board by unanimous motion, approved the August
payroll, as well as the following vouchers/warrants as presented, with the exception of Voucher
#241738 which was pulled from today’s consideration: Voucher/War.
#150000-1500267.. . . . . . . . . . . .
. . . . . . . . .$1,012,667.80.
PERSONNEL
ISSUES AND HIRING ACTIONS
By unanimous motion the
Board approved PAA #080/02, Sheriff Department, Corrections Officer
Position #4015.10, replacement action effective 10/25/02.
Reappointment and Setting
Salary of
Cornet Bay Dock Manager
In accordance with the recommendation of Betty Kemp, Director, General Services Administration, the Board by unanimous motion reappointed Ed C. Rodgers, Jr., as Cornet Bay Dock Manager to serve until otherwise notified, with compensation increased from $100.00 per month to $200.00 per month effective October 1, 2002.
Resolution
#C-77-02 Adopting Revised Island County
Personnel
Policies and Procedures Manual
Section
2.01.073 Travel Expenses
The Board by unanimous motion approved Resolution #C-77-02 adopting the revised Island County
Personnel Policies and Procedures
Manual, Section 2.01.073 related
to travel expenses.
BEFORE
THE BOARD OF COUNTY COMMISSIONERS
OF ISLAND COUNTY WASHINGTON
ISLAND COUNTY
PERSONNEL POLICIES )
AND PROCEDURES MANUAL
SECTION ) RESOLUTION C-77-02
2.01.073 TRAVEL
EXPENSES )
__________________________________________)
WHEREAS, the Island County Personnel Policies and Procedures Manual requires periodic updating or modification to reflect changes in procedures or policy; and
WHEREAS, refreshment costs are rising for meetings, training sessions and volunteer appreciation events where the preponderance of individuals are not County employees; and
WHEREAS, on those occasions when a meeting or training session exceeds four (4) hours in length, there may be cause to expend additional funds for refreshments above the current $2.50 per participant; and
WHEREAS, any department authorizing
refreshment expenditures must have the funding available within its budget; NOW, THEREFORE,
BE IT HEREBY RESOLVED, that the Board of Island County Commissioners hereby adopts the proposed amendment to the Personnel Policies and Procedures Manual, Section 2.01.073-Travel Expenses, to raise the maximum refreshment amount from $2.50 per participant for a meeting lasting four (4) hours or more to $5.00 per participant, and other changes as set forth on Attachment “A.” Material added is underlined and material deleted is stricken through.
ADOPTED this 23 day of September, 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
[Attachment “A” placed on file]
Appointments/Re-appointments
By unanimous motion, the Board made the following
appointment and reappointments:
Conservation Futures
Citizens Advisory Board (CAB)
Reappoint: Jim Pugh, Langley 3-year term to 9/30/05
Appoint: Suzette Hart, Langley 3-year term to 9/30/05
Island County
Fair Board
Reappoint: Ray Gabelein, Clinton 3-year term to 10-8-05
Ebey’s Landing
national Historic Reserve Trust Board
Reappoint: George Lloyd, Position #4 4-year term to 10-1-06
Staff Session Schedule –
October, 2002
By unanimous motion, the
Board approved the Staff Session Schedule for October to be distributed,
outlining a Special Staff session to be held on October 9th
beginning at 8:30 a.m., and Regular
Staff Session October 16 beginning at 9:00 a.m. [the regular 1st Wednesday Staff Session was
canceled].
Application
Correction-Liquor License
#359811-3C-Pizza
Factory
Based on favorable recommendations
from County departments, the Board on 8/26/02
forwarded a recommendation of approval to the Washington State Liquor Control Board. A new
application has been received to correct the category to show
“Privileges Applied for” to be “Beer/Wine Rest – Beer/Wine” rather than “Tavern
– Beer/Wine Off Premises”. The Sheriff,
Health Department and Planning & Community Development Departments, again reviewed the application, as
corrected, and recommended approval. By unanimous motion the Board approved correction
for new application for Liquor License
#359811-3C for the Pizza Factory located at 947 W. Ault Field Road, Oak Harbor, by Ronald Dean Ray.
Application for Special
Occasion Liquor License #092066
by Friends of Friends of
Medical Support Fund
Application for Special Occasion Liquor License # 092066 by Friends of Friends of Medical Support Fund for a an event to be held October 5, 2002, from 7:30 to 11:30 p.m. at the Freeland Hall, 1515 Shoreview Drive, Freeland was presented for consideration. The Sheriff and Health Department recommended approval after review and investigation. However, GSA/Risk Management recommends denial of the license based on the following facts:
·
Telecon
with activity club insurance provider – no sale of liquor liability.
·
Telecon
with contact for event Lynn Williford – group cannot afford
$500 liability for sale of liquor; therefore will not be
selling liquor.
·
Island
County’s insurance has no coverage for
sale of liquor at Freeland Hall.
By unanimous motion, the Board denied the application based on review and recommendation of Betty Kemp, Director, GSA/Risk Management.
Approval for fund raiser to offer Box Lunch
to County employees - CHILD ABUSE
PREVENTION FOUNDATION
The Board reviewed a request received from Robin Hertlein, Executive Director, Child Abuse Prevention Foundation, to hold a box lunch fund raiser for County employees October 3, 2002, the proceeds to go to In a Pinch” Child Care, South Whidbey’s Community Crisis and Respite Childcare Center. To solicit for the sale of the box lunches to County employees and/or at County facilities requires Board permission under provisions of Island County Personnel Policies & Procedures Manual 2.01.070. By unanimous motion, as allowed under the provisions of Island County Personnel Policies & Procedures Manual 2.01.070, the Board approved the request of Child Abuse Prevention Foundation to hold a box lunch fund raiser offered to County employees October 3, 2002.
DSHS
Agreement #0163-01608 Amendment 2 -
County
Program
Agreement Amendment-BECCA
Michael Merringer, Juvenile Court Services Director, previously discussed with the Board in Staff Session an amendment to the BECCA contract, and by unanimous motion, the Board approved DSHS Agreement #0163-01608 Amendment 2 - County Program Agreement Amendment-BECCA which is a reduction in State’s FY2003 funding maximum consideration. The prior total was $173,234, and with this reduction of $2,292, the new total comes to $170,942.
PURCHASE
AND SALE AGREEMENT –
ENGLISH
BOOM TIDELANDS
Lee McFarland, Assistant GSA Director/Property Manager, brought to the Board for approval and signature, a Real Estate Purchase and Sale Agreement for the English Boom Tidelands. This is a purchase recommended for approval by the Conservation Futures Citizens Advisory Board, at a purchase price of $28,000 with Island County acknowledging donation of a portion of the property in the amount of $46,000 by the Seller. The Agreement has been sighed by the Seller.
By unanimous motion, the Board approved the Real Estate Purchase & Sale Agreement for English Boom Tidelands with Steven L. and Norma J. Knopp, in the amount of $28,000 and acknowledgment of the donation of a portion of the property in the amount of $46,000 by the Seller.
Loan
Approvals under Onsite Repair Financial
Assistance Program
Under the contract with Washington State Department of Ecology Onsite Repair Financial Assistance Program, Washington State Water Pollution Control Revolving fund Loan 2000, the Board by unanimous motion, approved authorizations for Whidbey Island Bank to accept payments tendered under Promissory Notes and Deeds of Trust to the Island County Water Quality Assistance Fund, for Timothy and Laurie Cecil, a three year loan term in the amount of $6,875.52; and Walter Hackerott, a three year loan term in the amount of $11,235.00.
1997
Loan under Onsite Repair Financial
Assistance
Program
– CONTRACT CHANGES
Island County Auditor, Suzanne Sinclair, addressed a 1997 loan that has some delinquent problems in connection with the on-site program. She has talked with the loan recipient and arranged an acceptable payment schedule to get current and the loan paid off. On advice of the Deputy Prosecuting Attorney, she requested the Board’s approval of a new payment schedule and authorizing letter sent to recipient outlining that payment schedule, confirming the agreement that a $300 payment will be made during the week of September 23rd, and paying at least $200 a month beginning October, 2002, until the loan is repaid entirely. The Health Department staff will work more closely with the Auditor’s Office to make sure payments are made timely on these loans.
The Board, by unanimous motion, approved the Auditor’s recommendation and authorized sending the letter to the loan recipient reciting the new payment schedule.
Department of Ecology-Watershed Planning
Contract#G9900038 Amendment 3
The Board by unanimous
motion approved Department of Ecology-Watershed Planning Contract
#G9900038, Amendment 3 in the amount of
$167,875, as approved by the Board of
Health on August 19, 2002, for a new total of
$419,345 [RM-HLTH-02-0018].
Department
of Health-Consolidated Contract
Contract
#C08645 Amendment 7
The Board, on
unanimous motion, approved Department
of Health Consolidated Contract #C08645 Amendment 7 in the amount of $14,352, as
approved by the Board of Health on September 16, 2002, for new total
amount of $881,909 [RM-HLTH-00-0020].
Resolution #C-78-02/R-33-02 – Adopting Revisions to
Island County Real Property and Right-
of-Way Procedures
Based on recommendation of Bill Oakes, Public Works Director, the Board by unanimous motion approved Resolution #C-78-02/R-33-02 in the matter of Adopting Revisions to Island County Real Property and Right-of-Way Procedures, a technical change to signature page required by WSDOT.
BEFORE
THE BOARD OF COUNTY COMMISSIONERS
OF ISLAND COUNTY, WASHINGTON
TO ISLAND COUNTY REAL
PROPERTY AND) R-
33-02
RIGHT-OF-WAY
PROCEDURES )
WHEREAS, there is a need to modify Exhibit “C” of said procedures to increase the maximum dollar amount the Public Works Director, County Engineer, Assistant County Engineer, Construction Engineer and negotiators, both COUNTY staff and consultants may offer to property owners when the purchase price of real estate exceeds the amount offered a just compensation.
NOW THEREFORE, BE IT HEREBY RESOLVED that the Real Property Acquisition and Right-of- Way Procedures adopted by Resolution C-67-02/R-30-02 is modified as follows:
To reflect signature approval/acceptance by Washington State Department of Transportation.
Note: This Resolution supersedes any conflicting
conditions in the procedures and all other conditions of the procedures which
have not been modified or superseded by the Resolution are ratified and shall
remain in full force and effect.
ADOPTED this 23 day of September, 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
APPROVED BY:
___________________________________________ ___________________
Real Estate Services Date
Washington State Department of Transportation
Consultant Agreement #PW-
022030, Skillings-Connolly, Inc.;
Monroe Landing Road Widening
PROJECT
Consultant Agreement #PW-022030 with Skillings-Connolly, Inc., Lacey, for the Monroe Landing Road Widening project under CRP 02-03, Work Order #356, was approved by unanimous motion of the Board, as recommended by Mr. Oakes, for maximum payable in the amount of $297,377.
Resolution #C-79-02/R-34-02 – Initiating
PWP 02-01, Camano Trail Project
The Board by unanimous motion, on recommendation of Mr. Oakes, approved initiation of Public Works Project 02-01, Camano Trail Project, Work Order #161, under Resolution #C-79-02/R-34-
02, with contract construction in the amount of $72,559.48; the current grant (80%) and local match, for a total appropriation of $90,000.
Contract & CONTRACT BOND
FOR Camano Trail Project;
Island Construction Site
& Utilities, Inc.
Contract and Contract Bond with Island Construction Site & Utilities, Inc., Oak Harbor, was approved by unanimous motion of the Board, for the Camano Trail Project under Work Order #161 in the amount of $72,559.48, per award of bid made on 9/9/902.
Supplemental Agreement No. 4
– Consultant Agreement #PW-962049; Fakkema & Kingma, Inc., Freeland
Drainage Outfall
Supplemental Agreement No. 4 to Consultant Agreement #PW-962049 with Fakkema & Kingma, Inc., for Freeland Drainage Outfall project under Work Order # 130, changing the Scope of Services, Time of Performance, Basis of Compensation, and Notices was approved by unanimous motion of the Board as presented and recommended by Mr. Oakes. The scope of services has been changed and compensation increased by $54,010, for a new total of $156,065, and completion date extended to June 30, 2004.
Executive Session Held
As announced by Chairman
Shelton, the Board met in Executive
Session beginning at 3:00 p.m. as
allowed under R.C.W. 42.30.110 (1) (i)
to discuss with legal counsel pending litigation. The executive session was held in Conference
Room #218, County Administration
Building, and lasted approximately 15 minutes.
No announcement was made in open public session afterwards.
The Board conducted a Budget Workshop beginning at 4:00 p.m., Island County Administration Building, Conference Room 116, 1 NE 7th, Coupeville, WA. to consider the District Court/District Court Probation budgets. Maggie Paczkowski, District Court Administrator, was present on behalf of District Court. Nothing different from the last budget session. The Budget Director in M&O has included increases for unavoidable costs such as jury fees, interpreters, postage, and witness fees.
There being no further business to come before the Board at this time, the meeting adjourned at 4:10 p.m. The next regular meeting of the Board will be on October 7, 2002 beginning at 9:30 a.m. [September 30th is a fifth Monday and there is no regularly-scheduled meeting of the Board].
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