ISLAND COUNTY COMMISSIONERS
- MINUTES OF MEETING
REGULAR SESSION - MARCH 17, 2003
The Board of Island County Commissioners (including Diking Improvement District #4) met in Regular Session on
March 17, 2003 at 9:30 a.m. in the Law & Justice Facility, Department
III, 101 N.E. 6th Street,
Coupeville, Wa. Wm. L. McDowell,
Chairman, William J. Byrd, Member, and Mike Shelton, Member, were present. By unanimous motion, the Board approved
minutes from Special Session February
25, 2003 and Regular Session March 10, 2003.
VOUCHERS
AND PAYMENT OF BILLS
The following vouchers/warrants were approved for
payment by unanimous motion of the Board, as well as the March 14, 2003
payroll for the period February 16 - 28, 2003:
Voucher (War) ………………………..#161016-161211 . . . . . . $131,196.58.
Letter of Support: The Opportunity Council – Rural Development Housing Preservation Grant Deferred Loan Funds
By unanimous
motion, the Board approved and authorized the Chairman’s signature on a letter supporting the Opportunity
Council’s application for $100,000 of Rural Development Housing Preservation
Grant deferred loan funds to be used to
repair and rehabilitate homes for approximately 25 low-income rural homeowners
in Island, San Juan and Whatcom
Counties.
Health Contract #0063-42385–DSHS–Medicaid
Administration Match,
Amendment 4
The Board, by
unanimous motion, approved Health Contract #0063-42385–DSHS–Medicaid
Administration Match, Amendment 4, in
the amount of $164,508.57
having been approved by the Board of Health on February 10, 2003.
On-Site Repair Financial Assistance Program – Washington State Water Pollution Control Revolving Fund Loan 2002
As outlined in memorandum dated March 14, 2003 from
Tim McDonald, Health Services Director, the Board by unanimous motion approved contract with Whidbey Island Bank
for authorization for accepting
payments tendered under Promissory Note and Deed of Trust to the Island County Water Quality Assistance Fund for
loan recipient under the third round of funding, for a Central Whidbey homeowner who meets all
eligibility criteria. The On-Site
Repair Financial Assistance Program is
provided through the Washington State Water Pollution Control Revolving Fund
Loan 2002.
Certification of Road Fund Expenditures for Traffic Law Enforcement
In accordance
with RCW 36.79.140 and WAC 136-150, Certification of Road Fund
Expenditures for Traffic Law Enforcement
was approved by unanimous motion of the Board to be submitted to the
County Road Administration Board.
Claim for Damages #R03-003CD Roger Rice
Claim for Damages R03-003CD by Roger Rice was
presented by Betty Kemp, Director, GSA/Risk Management. Recommendation from Ms. Kemp, as well as the
Sheriff, was approval of the claim in the amount of $1071.83. By unanimous
motion, the Board approved Claim for Damages R03-003CD by Roger Rice as
recommended, in the amount of
$1071.83.
Hearing Scheduled: Ordinance #C-28-03 (PLG-006-03) Concerning Technical amendments to the Island County Comprehensive Plan Future Land
Use Plan Map & Island County Zoning Atlas Map #399 and 314
As submitted by Phil Bakke, Planning & Community
Development Director, the Board by unanimous motion, scheduled a public hearing
to be held on April 7, 2003 at 10:30 a.m. to consider Ordinance #C-28-03 (PLG-006-03) concerning technical amendments
to the Island County Comprehensive Plan
Future Land Use Plan Map and the Island County Zoning Atlas Map #399 and 314,
South Whidbey. [GMA #7391].
Hearing Scheduled OPS 015/03 and OPS 016/03, Thomas Crabtree,
Application for Open Space Timber, South
Whidbey
The Board, on unanimous motion, and as recommended by Mr.
Bakke, scheduled a public hearing to consider
OPS 015/03 and OPS 016/03 by
Thomas Crabtree, Application for Open Space Timber on Parcels R32801-435-3560, R32801-435-2950,
R32801-500-3560, R32801-490-2950, R32801-518-2950,
R32801-501-1970, R32801-435-2260 and R32801- 436-1630 all located on
South Whidbey, for April 7, 2003 at
10:30 a.m.
Hiring Requests & Personnel Actions
As presented by Terry Cheuvront, Assistant Director,
Human Resources, the Board by unanimous motion, approved the following personnel action authorizations:
Dept. PAA # Description
Position # Action Eff. Date
Sheriff 031/03 Deputized Officer 4014.33 Replacement 3/17/03
Public
Works 032/03 Laborer I, Camano 2245.16 Replacement 3/24/03
Public
Works 033/03 Laborer I, Oak H. 2245.10 Replacement 3/17/03
Planning
034/03 Asst. Planner 1708.04 Replacement 3/17/03
Health 035/03 Pub. Health Nurse III 2404.01 Personnel action - 3/17/03
Reduction
of hours to .75 fte
HEARING HELD: Resolution #C-12-03 Transferring Funds And Declaring An Emergency Within the 2002 Island County Budget
As scheduled and advertised, a public hearing was held at 9:55 a.m. on Resolution #C-12-03 Transferring Funds and Declaring An Emergency (Legislative Definition – RCW 36.40.140) within the 2002 Island County Budgets: Current Expense, County Road, County Law Library, Public Health Pooling, County Fair, Election Reserve, Auditor’s O&M, Public Facilities, Conservation Futures, Capital Improvement, Capital Facilities, Enhanced 911, Joint Tourism Promotion, Water Quality Assistance, Construction & Acquisition, Courthouse Expansion, Solid Waste, Equipment Rental & Revolving, and Motor Pool Funds.
As explained by Elaine Marlow, Budget Director/Clerk of the Board, transfers can be made between major expenditures categories within departmental or fund budgets; emergency appropriations refers to the need for funds that were not budgeted but necessary to meet expenditures that could not reasonably be foreseen when the budget was adopted. This is an annual year-end resolution whereby final adjustments are made to the annual adopted budget.
In looking at the language of
the resolution from a layman’s point of view,
Reece Rose and Rufus Rose, South Whidbey, raised some issues in terms of
what was meant by “emergency appropriation” and “additional dollars” and
the fact that Exhibit A to the resolution added up to $3.5 million. Additional
funding sounds like new funding,
and the term “emergency” to the
general public is not understood as far as the budgetary legislative definition; it looks
like there is an emergency in every department of the County.
In clarification the Commissioners noted that throughout the year changes are made in order to accommodate unforeseen expenditures, and this is not funding through additional dollars or taxes. For example, referring to Exhibit A:
Page 1.
Commissioners Contingency - $134,706 This amount was set aside during the budget process for items that occur during the year that must
be taken care of – those items listed in the exhibit, such as PERS Excess payment, records management related to
HIPAA, State Auditor’s charges, etc. are all
presented in this resolution in order to make the proper accounting application of funds in the appropriate
departmental budget.
Page 3. Joint
Tourism Promotion $187,000. This
represents the second 1/10th of 1% of the Hotel-motel funds which
are now being recognized in the budget.
The money is there; it is not new, but the County just now taking action
to recognize it within the 2002 budget.
Page 4
Courthouse Expansion
$900,000, This comes from carry
forward from 2001. The Courthouse Expansion/annex remodel project did not occur as fast as anticipated. It is not additional dollars, but a bond
account and in order to spend it this is the proper procedure to get it into
the budget for expenditure.
Page 4. Solid
Waste $500,000. These are funds from
fees collected and held in a reserve for unknown potential environmental contamination issues with closing the
landfill. Expenditures from this
include consultant to do some
investigative work and drilled some additional monitoring wells. It is a
significant reserve but may be not in terms of its potential liability
with regard to groundwater contamination.
The County’s insurance policy
has a specific environmental exclusion and the only insurance against this
potential liability is what the County
creates itself. As far as a cap on the
amount of the reserve, it is up to the Board to decide. Every 3 or 4 years the County does a
rate study, and there are a myriad of things rates are based on, the reserve being one. Solid Waste rates have gone down in last 10 years.
Page 3. Two
items noted “project on hold” and answering the question “why spend money that
is on hold?” Ala Spit %15,000 and
South Whidbey Sheriff’s Facility $30,170.
Both of those Projects are still on the Capital Facilities Plan. At this time, however, the
$30,170 is being used to make needed Fairground Improvements (roofing),
and $15,000 towards Libbey Beach improvements.
Language in the resolution has been used for the past number of years and the Commissioners agreed it might be clearer to say “funding sources” because these are not additional dollars. This budget adjustment typically occurs each year at the end of the year, and the amount this time probably is higher than usual due to the building program on-going, and the Solid Waste issue.
By unanimous motion the Board moved to strike the word “additional ” from the second Whereas paragraph.
By unanimous motion, the Board approved Resolution #C-12-03 as amended Transferring Funds and Declaring An Emergency (Legislative Definition ) within the 2002 Island County Budget.
BEFORE THE
BOARD OF COUNTY COMMISSIONERS
OF ISLAND
COUNTY, WASHINGTON
IN THE MATTER OF TRANSFERRING FUNDS
AND )
DECLARING AN EMERGENCY (Legislative
Definition) ) RESOLUTION C-12-03
WITHIN THE 2002 ISLAND COUNTY
BUDGET )
WHEREAS,
it appears that an emergency (legislative definition) exists in the following 2002 Island County Fund
budgets that could not be foreseen when those budgets were adopted: Current Expense, County Road, County Law
Library, Public Health Pooling, County Fair, Election Reserve, Auditor’s O&M,
Public Facilities, Conservation Futures, Capital Improvements, Capital
Facilities, Enhanced 911, Joint Tourism Promotion, Water Quality Assistance,
Construction & Acquisition, Courthouse Expansion, Solid Waste, Equipment
Rental & Revolving, and Motor Pool funds; and
WHEREAS,
funding sources have been identified for various projects and expenditures for these Funds per the attached Exhibit A,
and the funding sources need to be recognized in the fund budgets and amounts
shown in Exhibit A; and
WHEREAS,
various departments have requested transfers of funds between portions of their
budgets to provide funding for unexpected or heretofore unknown expenditures in
one category from other budget category excesses, or from budgeted reserves;
and
WHEREAS, RCW 36.40.140 requires that a public hearing be held
at which any person may appear and be
heard for or against this proposed emergency appropriation (legislative
definition); NOW THEREFORE,
BE IT RESOLVED, that a public hearing to consider these proposed adjustments to the
2002 Island County Budget as shown on Exhibit A be held on March 17, 2003 at
9:55 a.m. at the Commissioners’ Hearing Room, Island County Law & Justice
Facility, 101 N.E. 6th Street, Department 3 (Courtroom 3)
Coupeville, Washington.
ADOPTED
on February 24, 2003.
BOARD OF COUNTY COMMISSIONERS
ISLAND
COUNTY, WASHINGTON
Wm.
L. McDowell, Chairman
William
J. Byrd, Member
Mike
Shelton, Member
ATTEST: Elaine Marlow, Clerk of the
Board
IT IS HEREBY APPROVED AND ORDERED that the amounts shown in Exhibit A attached hereto
are recognized and transferred within the 2002 Island County Budget.
ADOPTED
on March 19, 2003.
BOARD OF
COUNTY COMMISSIONERS
ISLAND
COUNTY, WASHINGTON
Wm.
L. McDowell, Chairman
William
J. Byrd, Member
Mike
Shelton, Member
ATTEST:
Elaine
Marlow, Clerk of the Board
[Note: Exhibit A on file with the
Clerk of the Board]
Local Agency Federal Aid Prospectus: Island County & Wa. State DOT - Terry’s Corner, SR 532/East Camano Drive/Sunrise Blvd. Intersection
Local Agency Federal Aid Prospectus between Island County and the Washington State
Department of Transportation (DOT)
for Terry’s Corner, SR 532/East
Camano Drive/Sunrise Blvd. Intersection under CRP 01-03, Work Order #289, for
revision, $222,000 (Federal Funds-$200,000/County Funds-$22,222) was approved
by unanimous motion of the Board, as presented and recommended for approval by
Bill Oakes, Public Works Director, and Dick Snyder, County Engineer.
Certification Acceptance QUALIFICATION AGREEMENT WITH WAShington State Department of Transportation - Local Agency Guidelines/2002
The Board approved by unanimous motion the Certification Acceptance
Qualification Agreement between Washington State Department of Transportation
and Island County for Use of Local
Agency Guidelines/2002 (LAG Manual) for development of Federal Highway
Administration (FHWA) projects, with one change: item g, the award of contract will be signed by the following
responsible local official changed from “County Engineer” to Board of County
Commissioners”.
Stormwater Mitigation Agreement– Phillip J. & Lyn A. Fauth
Holmes Harbor Golf & Yacht Club
Stormwater Mitigation Agreement with Phillip J. and Lyn A. Fauth, for Lot 9, Block 2, Holmes Harbor Golf & Yacht Club, Division #5 was approved by unanimous motion of the Board.
Slope & Utility Easement BETWEEN Island County AND George D. & Robin L. Hempstead - North Camano Dr/Arrowhead Rd. intersection PROJECT
Slope & Utility Easement #PW-032026 between Island County and George D. and Robin L. Hempstead for the North Camano Dr/Arrowhead Rd. intersection project under CRP 02-02, Work Order #172 was approved by unanimous motion of the Board in the amount of $2,190.00, Parcel 464-3000; Sec. 19, Twp 32N., R 3E.
Quit Claim Deeds – North Camano Dr./Arrowhead Rd. intersection
The following Quit Claim Deeds and dollar amounts were approved by unanimous motion of the Board, related to the North Camano Dr/Arrowhead Rd. intersection project under CRP 02-02, Work Order #172 :
·
Dorothy J. Cooper. $810.00, Parcel 391-2900; Sec. 19, Twp
32N., R 3E
·
Swan Family Ltd.
Partnership: $1,700.00; Lot 19, Block
C, Plat of Pleasant View, Division
No. 2, Sec. 19, Twp 32N., R 3E.
·
Swan Family Ltd.
Partnership: $3,114.00; Lot 21, Block
C, Plat of Pleasant View, Division
No. 2, Sec. 19, Twp
32N., R 3E
·
Evelyn O. Moshier: $618.00; Lot 24, Block C, Plat of Pleasant
View, Division No. 2,
Sec. 19, Twp 32N., R 3E.
Supplemental Agreement No. 1 – PW-32028 and PW-32029 pulled from today’s agenda on request of the Public Works Director pending completion of contract review process.
Linda Riffe, Island County
Treasurer, presented in written form under Memorandum dated today, the Statement of Cash Operations: Revenue/Current Expense for a two month period
ending February 28, 2003. She indicated that investment interest
continues to drop due to the lower interest rates, both private banks and local
government investment pool. [Blanks left awaiting final budget report;
once received those figures will be filled in]. The Treasurer has begun to diversify investments and direct money
into the Federal Home Loan Bank to get better interest rates at 2.3%; however, the percentage of those investments
must remain small due to the longevity
required for those investments. Timber Excise tax – none shown for this
period, prior year to date was $1,172.91, and the Treasurer will follow-up and let the Board know the
reason this would be left over rather
than having been distributed.
The Auditor’s report for the period ending February 28,
2003, was submitted by Suzanne Sinclair, Island County Auditor. Revenue compared to budget should approximate 17% but in the
case of WSU shows much higher, which
Ms. Sinclair found was due to WSU having received a $5,000 donation from the
Soroptimist Club. Auditor’s Office
expenditures show a higher percent which is due to having ordered a year’s
worth of office supplies. The Auditor
will follow-up with regard to other funds showing a bit higher than 17%
expenditure wise: Miscellaneous, Telecommunications and Treasurer.
BOARD of County Commissioners Annual
Inspection of the
Island County Corrections and Detention
Facility
At 11:30 a.m. as scheduled, the Board of County
Commissioners made an annual inspection of the Island County Corrections and
Detention Facility.
There being no further business to come before the Board, the meeting
adjourned at Noon on completion of the annual inspection of the
Corrections and Detention
facility. The next meeting of the Board
will be held on March 24, 2003,
beginning at 11:30 a.m.
BOARD
OF COUNTY COMMISSIONERS
ISLAND COUNTY, WASHINGTON
______________________________
Wm. L. McDowell, Chairman
_____________________________
William
J. Byrd, Member
_____________________________
Mike
Shelton, Member
ATTEST: __________________
Elaine Marlow, Clerk of the Board