Island County Commissioners  -  Minutes of Meeting

REGULAR SESSION  -  October 21, 2002

 

The Board of Island County Commissioners (including Diking Improvement District #4) met in Regular Session on October 21, 2002 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 minutes from October 14, 2002.

 

VOUCHERS AND PAYMENT OF BILLS

 

The following vouchers/warrants were approved for payment by unanimous motion of the Board:                          Voucher (War.) #151718-151947.. . . . . . . . . . . . . . . . . . . . . . . . .$768,865.56. 

 

Hiring Requests & Personnel Actions

 

As presented by Dick Toft, Human Resources Director, the Board by unanimous motion, approved the following personnel action authorizations:  

 

Dept.                     PAA #      Description                          Position  #          Action                        Eff. Date

Assessor               083/02      Appraiser (2)                           107.03        Personnel Action                      11-1-02

                                                                                                    From Appraiser 1 to 2

Pub. Works          084/02      Solid Waste Tech I, Step I     2256.04      New Position                            10-21-02

                                                                                                      As discussed at Staff Session    

Pub. Works          085/02      Watershed Project Mgr I       2266.03       New Position – Camano          10-21-02

                                                                                                         Grant Funded

Pub. Works          086/02      Watershed Project Mgr. I     2266.01        Replacement                                11-4-02

                                                                                                         & Increase from .75 to 1.0 FTE

 

Contract Amendment - Enhanced 911 Operations FY 2003 Grant,

Washington State Military Department

 

By unanimous motion, the Board approved Contract Amendment for  Enhanced 911 Operations FY 2003 Grant, from the Washington State Military Department, Contract #E 03009 Amendment A (RM-BOC-02-0070)  increasing contract by $40,250 for a new total of $114,900.

 

JUVENILE COURT SERVICES CONTRACTS APPROVED

 

The Board,  having been briefed at  Staff Session on October 16th by Michael Merringer, Juvenile Court  Services Director,  by unanimous motion approved the following contracts:

 

·         Interlocal Agreement between Snohomish Co. & Island Co. for Juvenile Detention Services, term renewed for 1 year period commencing 01/01/03 through 12/31/03 (RM-JUV-00-0020-6-2)

 

·         Contract Amendment - Juvenile Rehabilitation (JRA) 3900 Funds – DSHS Agreement #. 0163-02515, Amendment 1, reducing 2003 total to not  exceed $30,372 and adding  new Exhibit D Aggression Replacement Training Program (RM-JUV-02-0015-1)

 

·         Contract Amendment - Juvenile Rehabilitation (JRA) 3900 Funds – DSHS Agreement # 0163-02515, Amendment 2, redistribution of 2002 funds available to a maximum $32,205  (RM-JUV-02-0015-1)

 

·         Contract Amendment – JAIBG funds, DSHS Contract #0163-03861, Amendment 1 extending  contract end date to 09/20/2002 (RM-JUV-00-00661).

 

Quitclaim Deed FROM  WSDOT FOR RIGHT-OF-WAY IN THE

vicinity of SR 525- Classic Road  to Rehberg Road 

 

By unanimous motion the  Board  accepted and approved Quitclaim Deed from Washington State Department of Transportation  to  Island County, as recommended by Bill Oakes, Public Works Director, for  miscellaneous rights-of-way in the  vicinity of SR 525 Classic Road  to Rehberg  Road,  as provided under  Turnback Agreement #TB 1-0135. 

 

Adopt-a-Road Litter Agreement – Friendship Force

of Whidbey Island APPROVED

 

Adopt-a-Road Litter Agreement was approved by unanimous motion of the Board with Friendship Force of Whidbey Island,  for Honeymoon Bay Road from Intersection of SR 525 to Scarecrow Lane, as presented and recommended for approval by Mr. Oakes.

 

PUBLIC HEARING HELD – FRANCHISE (S) IN COUNTY RIGHTS-OF-WAY

 

As advertised, a Public hearing was held at 10:20  a.m.  for the purpose of considering two Franchise Applications in County rights-of-way:

·      Franchise #189(3),  Silver Lake Water Company; extension of existing water distribution system, North Whidbey, in  Sec. 2/3/4, Twp. 32N, Rge. 2E, Sec. 33/34/35, Twp. 33N, Rge. 2E

 

·      Franchise #72, Glen Nash; new sewer distribution system, Camano Island, in Saratoga Way and Sundown Lane,  Sec. 15, Twp. 32N, Rge. 2E

 

Mr. Oakes  recommended approval in  both cases, as outlined in  October 4, 2002 memorandums from Dick Snyder, County Engineer. 

 

Franchise #189(3),  Silver Lake Water Company.  As indicated, Franchise #189(3) by  Silver Lake Water Company is for extension of an  existing water distribution system in County rights- of way.  

 

Bob Cray, Fakkema and Kingma, Oak Harbor, consultants for the project, explained that in the  process of development of the plat, it was realized that over the  years all of the outlying service area for Silverlake Water Company had not been included within the original  franchise.  The map attached to the application [Silver Lake Water Co. – Hydraulic Model Representation] depicts in orange highlight the  Silverlake Water Company Service Area; pink highlight is the  area excluded from that service area  since those developments have their own water system. 

 

No one else in attendance spoke either for or against approval of subject franchise.  The Board, by unanimous motion, approved Franchise #189(3),  Silver Lake Water Company, for  extension of existing water distribution system located in   Sec. 2/3/4, Twp. 32N, Rge. 2E, Sec. 33/34/35, Twp. 33N, Rge. 2E, North Whidbey.

 

Franchise #72 by  Glen Nash.  Franhcise #72 by Glen Nash for a  new sewer distribution system to be located in right-of-way,  Saratoga Way and Sundown Lane,  Sec. 15, Twp. 32N, Rge. 2E on Camano Island. 

 

No comments were received either for or against the proposed franchise.  The Board by unanimous motion approved Franchise #72 by  Glen Nash for  sewer distribution system lines  to be located in  County right-of-way known as Saratoga Way and Sundown Lane,  Sec. 15, Twp. 32N, Rge. 2E, Camano Island.

 

FINANCIAL REPORTS

 

Treasurer’s  Current Expense Financial Report – September, 2002

 

Although not present at the meeting, Maxine Sauter, Island County  Treasurer, submitted the   Treasurer’s Current Expense Report under  cover memo  10/9/02  indicating  that revenue received as of 9/30/02 was 72.5% of budgeted amount and the cash balance as of that date was $347,462 over last year.

 

Auditor’s Current Expense Financial  Report – September, 2002 

 

Suzanne Sinclair, Auditor, handed to the Board the Auditor’s report  under  today’s date.  Nothing of particular concern was noted, with the following comments:   (1) just now getting reimbursed for June Juvenile Court Grants; and (2) Clerk is ahead of projections.

 

EXECUTIVE SESSION

 

The Board met in  Executive Session beginning at 10:45 a.m.,   exempt from Open Public Meetings Act under R.C.W. 42.30.140 (4).   The session lasted for approximately 15 minutes, and the Board resumed in open public session afterwards to take action. 

 

RESOLUTION #C-84-02 -  CHANGING THE COUNTY PAY PLAN

TO PROVIDE SEMI-MONTHLY PAYDAYS

 

The Board considered a proposed Resolution  changing the County pay plan  to provide semimonthly paydays, presented by the County Auditor.  Ms. Sinclair, believed adoption of the Resolution would have great benefit to the employees of Island County in the long term, and helps to solve a number of issues that have arisen over the years.

 

Commissioner Thorn moved approval of  Resolution #C-84-02 in the matter of Changing the County Pay Plan to Provide Semimonthly Paydays; motion seconded by Commissioner McDowell.

 

Under discussion,  Commissioner Thorn thought it an appropriate thing to do, offering a great deal of clarity on employee paychecks.  Chairman Shelton agreed this would provide clarity, as well as a much better way to ensure that employees get the correct pay for the correct pay period in which hours are worked,  and providing  for semimonthly paydays.    The downside  for employees is that there will be  two weeks’ pay the end of January 2003 deferred until the employee leaves County employment.  

 

Motion, as made and seconded, carried unanimously. 

 

BEFORE THE BOARD OF COUNTY COMMISSIONERS

OF ISLAND COUNTY, WASHINGTON

 

IN THE MATTER OF CHANGING THE COUNTY PAY PLAN TO PROVIDE SEMIMONTHLY PAYDAYS

 

 

RESOLUTION NO. C-84-02

 

WHEREAS, the Island County Auditor processes paychecks for Island County employees and officials; and

                     WHEREAS, the Auditor has advised that the traditional pay plan of paying once a month on the last working day of the month, with an opportunity for employees to take an earlier partial draw, has several problems, including:

·                The pay period reporting cutoff day is so early in the month that overtime pay earned after the cutoff, out-of-class pay and premium pay earned after the cutoff must be held over to be paid at the end of the following month, an excessive delay;

 

·                     Payroll preparation occupies an inordinate amount of Auditor’s staff time due to checking, tracing replacement batches and answering questions;

 

·                     Paycheck stubs are long, filled with unusual codes and sometimes incomplete because of printing constraints in the current system causing separate handouts to be made to explain codes on the pay stubs;

 

·                     Leave records on the pay stubs are confusing;

 

·                     Sometimes employees have to pay money back to the County when they are overpaid because of being paid for unreported time off the employee took at the end of the month after the reporting cutoff deadline;

 

·                     Temporary employees and new employees waiting an excessive amount of time for a paycheck depending on when during the month they started work; and

 

·                     The State Auditor’s staff expressing concern that there is a great risk for error in the current pay plan system because of the above problems; and

      WHEREAS, in order to solve the problems of the current pay plan system, the Auditor has recommended that the Board adopt a semimonthly pay plan as allowed by RCW 36.17.040; and

      WHEREAS, to cushion the effect of the changeover in pay plan systems, the Auditor recommends that for employees who can be granted a special advance or bridge loan, that the special advance or bridge loan be allowed on January 15, 2003, to be thereafter paid back to the County; NOW, THEREFORE,

      BE IT HEREBY RESOLVED, effective January 1, 2003, Island County shall have a semimonthly pay plan, as follows:

1.  Pay earned between the 1st and 15th days of the month shall be paid, less deductions, to officials and employees on the last day of the month, unless such day is a holiday or weekend, in which case the last preceding working day shall be the payday;

2.  Pay earned between the 16th and last day of the month shall be paid, less deductions, to officials and employees on the 15th of the following month, unless such day is a holiday or weekend, in which case the last preceding working day shall be the payday;

3.  For those employees covered by collective bargaining for which provisions have been agreed to allow a bridge loan on January 15, 2003 of up to 80% of ten days’ worth of gross pay for work between January 1 and January 15, such bridge loan shall be made available by the Auditor, pursuant to written agreement of the employee, with the loan to be repaid to the County in equal installments over the following 20 paychecks (10 months), unless the employee leaves County employment during the 10 month period, in which case all the remaining amount due on the loan shall be deducted from the employee’s last paycheck;

4.  This change in pay plan shall be effective January 1, 2003 as to all non-collective bargaining employees and officials, i.e. unrepresented employees and officials, and employees covered by labor agreements with Local 1845-I of the Washington State Council of County and City Employees, AFSCME, AFL-CIO, Local 1845 of the Washington State Council of County and City Employees, AFSCME, AFL-CIO, and Teamsters Local 231 – Deputy Prosecutors, and for those other union covered employees when agreement is reached in the future; and

5.  Union groups not yet covered by a change to the semimonthly pay plan shall continue to be paid under the current, existing, once per month pay plan, on the last working day of the month, with an earlier draw as is currently allowed.

            DATED this 21  day of October, 2002.

 

                                                            BOARD OF COUNTY COMMISSIONERS

                                                            ISLAND COUNTY, WASHINGTON

 

                                                            Mike Shelton,  Chairman

                                                            Wm. L. McDowell, Member

                                                     Wm. F. Thorn, Member

ATTEST:

Elaine Marlow, Clerk of the Board

 

Budget Workshop

 

The Board met at 11:15 a.m. for a budget workshop with the Budget Director,  in  County Administration Building Conference Room #116, 1 NE 7th Street, Coupeville, Wa.  In addition to all three Commissioners and the Budget Director, Greg Banks and Caroline Morse attended.

 

Hand-outs: