BOARD OF ISLAND COUNTY COMMISSIONERS MINUTES OF MEETING – APRIL 28, 2003
The Regular Meeting of the Board of Island County Commissioners convened at 11:30 a.m. on April 28, 2003 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. Wm. L. McDowell, Chairman, William J. Byrd, Member, and Mike Shelton, Member, were present.
Roundtable Meeting
with Island County Elected Officials
The
first portion of the meeting beginning at 11:30 a.m. was devoted to an update
for Board members and Elected Officials by the labor consultant concerning union
negotiations/collective bargaining, exempt from the Open Public Meetings Act
under R.C.W. 42.30.140(4). The meeting
resumed in open public session afterwards at 12:10 p.m.
Elected Officials: Tom Baenen; Greg Banks; William J. Byrd, Sharon Franzen
Wm. L. McDowell, Linda Riffe; Mike Shelton, Suzanne Sinclair
Others: Cathy Caryl, Central Services Director
Chris Nelson, Senior Micro Tech
Dick Toft, Human Resources Director
Public Nathan Whalen, Whidbey News Times
Diane Kendy, South Whidbey resident
Technology
Committee Report
Tom
Baenen distributed copies of the first
quarterly report from the Island County Technology Committee [copy
placed on file with the Clerk of the Board]. Recognizing a critical need for an assessment by an independent
party of the county’s technology infrastructure and its ability to provide required services and
accountability, the following
recommendation was submitted to the Board by the Committee for review and consideration:
§
A
review that will serve as the base for setting policy, prioritizing needs,
establishing budgets and goals to guide development and maintenance of Island
County’s technological infrastructure.
§
This
review to be made by an impartial firm to provide an independent opinion. Once
possible provider of such a review could be Moss-Adams. That firm has done such
work for a number of public, private and government entities.
§
The
expenditure of funds to cover this review in order to build a consolidated,
sound infrastructure that will link all entities to provide accurate, reliable, and timely information.
Ms. Sinclair believed it would be useful to have
a blueprint needs assessment of the
County. Since departments do not have excess personnel, they need to make as much use of staff as
possible with technology. This could be a floor plan rather
than a new program, and not necessarily
starting at ground zero. This is not a
reflection in change of purpose, rather concluding that it is beyond capabilities of the Technology Committee.
Ms. Riffe
commented from the aspect of the Assessor and Treasurer link, noting
that the other piece was the
lack of audit trails and infrastructure of the system to provide the kind of information needed to be confident about accuracy.
Mr. Baenen acknowledged that strides had been made
but saw the issue as broader, not strictly associated with the Treasurer or
Assessor offices. Review suggested is infrastructure, hardware and software as
it exists; how it is functioning one department with another.
Mr. Banks observed
that Recommendation #1 was the
mission statement of the Technology Committee. He made the point that currently he is running an
office short two people; if there is money available in the County he
would prefer having enough people on
his staff to do the work. He asked
about an experienced person in Central Services that could be given the focus
to start this next phase.
When the Technology Committee first formed, Ms.
Caryl recalled that the committee requested a list with all hardware and software and
what the Department planned on doing.
She provided that, and was under
the impression the committee would
analyze the hardware and software. The recommendation
now is to hire someone to basically do
the same thing, and what is being recommended
is expensive.
Commissioner Shelton noted that with financial
constraints the County faces, struggling to retain employees, concern is not just dollars that would be
necessary for the assessment piece, but
finding additional funds to implement recommendations as a result of that assessment. The Board recently authorized an additional programmer and
the Central Services Director feels she
can get the system straightened out. He
preferred to allow an opportunity to
see what can be accommodated in terms of that additional programmer.
Commissioner McDowell
commented that before he would support
an assessment that could cost between
$35,000 - $50,000, basically equal to one employee, he wanted to see a meeting of all departments represented on the committee
with each polled as to how much of
their respective budgets would be available to pay for the assessment.
Commissioner Byrd agreed, although he acknowledged
that in surveying those present he could see they had issues
with the program.
Ms. Caryl indicated that goals and timelines were
being established and she would make those public.
The Board took the recommendation of the Committee
under advisement.
Roundtable adjourned at
12:50 p.m.
MINUTES APPROVED
Afternoon
session beginning at 1:30 p.m. opening
with the Pledge of Allegiance.
By unanimous motion, the Board approved the minutes from April 21, 2003 regular session and April 23, 2003 special session.
VOUCHERS AND PAYMENT OF BILLS
The
following vouchers/warrants were approved for payment by unanimous motion of
the Board:
Voucher (War.) #'1640267-164557 …………………………$288,574.06.
By unanimous motion, the Board approved the Staff Session schedule for May, 2003, listing two sessions to be held on May 7 and 21, both beginning at 9:00 a.m. in Conference Room #116, Courthouse Administration Building located at 1 N. E. 7th Street, Coupeville, Wa.
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
Planning 046/03 Assoc/Sr. Planner 1708.01 Replacement 7/1/03
Commissioners 047/03 Dept. Asst. .6 fte CI 620.01 Job Share 5/1/03
Commissioners 048/03 Dept. Asst . 4 fte CI 620.01 Job Share 5/1/03
Relay for Life, a fundraising event for cancer research, will be held at the North Whidbey Middle School track for a 24 hour period beginning after work on June 6. Pam Jamieson, Team Captain, requests permission to send an e-mail to all County employees asking for participation or donations to the cause, and permission for County Relay for Life team members to ask for participation and donations among those in their offices.
As allowed under Island County Personnel Policies and Procedures Manual 2.01.070, the Board by unanimous motion authorized the Island County Relay for Life Team Members to ask for participation and solicit donations from Island County employees.
The Board, by unanimous motion, in the case of each below-listed health contracts [having been discussed previously at a staff session, and approved by the Board of Health], approved the following:
§
Pacific
Association For Labor Support-Title XIX MSS Funds Contract # HD-02-03 in the amount of $3,000
[RM-HLTH-94-0168]
§
Business
Associate Agreement – Supplement to Contract HD-02-03 Pacific Association For
Labor Support-Title XIX MSS Funds
[Standard HIPPA Business Associate Agreement - RM-HLTH-94-0168]
§
Department
of Ecology-Liquid Waste-Revolving Fund Loan, Contract # L0100007 Amendment #1 a
reduction in the amount of $185,528.09 for total new Contract Amount of $114,471.91
[RM-HLTH-02-0055]
§
Business
associate Agreement – Supplement to Contract #HD-13-02 - Christopher Spitters,
MD, Medical Service Consultant
[RM-HLTH-01-0046]
§
Addendum to
the Interagency Agreement between Skagit/Islands Head Start-Consultation
Program and Island County Health Department Contract #HD-07-02 Addendum #1 $3,450 for new Contract Amount $5,000 [RM-HLTH-02-0047]
§
Department
of Health-2003-2004 Consolidated Contract
#C08679 Amendment No. 1 $19,181
for new Contract Amount $513,945 [RM-HLTH-02-0094]
§
Mary Jane
Lungren, DDS- Oral Health Services Contract #HD-11-02 Amendment No. 1 $2,000
for new Contract Amount $18,637 [RM-HLTH-02-0067]
§
Snohomish
County-Region 3 AIDS Service Network
Inter-Local Agreement Contract
#HD-03-03 in the amount of $72,953
[RM-HLTH-99-0014]
§
DSHS –
Program Agreement for Alternative Response System Services - Contract #
0363-19396 in the amount of $6,916
[RM-HLTH-03-0008]
Betty Kemp, Director, GSA/Risk Management, presented Claim for Damages
#RD2-025CD by Christina Wick. The Claim
was originally filed on July 18, 2002 in the amount of $825.29 and has since
been under review and investigation.
The Claim alleges damage on
7/07/02 at Coles Road near Overlook Drive in Langley when County truck caused
damage to vehicle windshield. After
interviewing the truck driver and supervisor, the County Engineer determined
that the driver was driving appropriately for the road conditions and appeared
he was not going too fast. The rocks
were on the road and probably picked up by the truck tire which would be
considered a road hazard and as such, not the responsibility of the
County. Both the County Engineer and
Public Works Director recommended denial of the claim, and Risk Management
concurred.
The incident occurred in a work zone; loose rock was left
from pre-level work before being
broomed off because work was in progress and traffic was allowed to go
through at a slow pace. The rock
probably would have been broomed off by about 5:00 p.m., the road cleared and
the signs taken down to get it ready for unrestricted movement. The
road was partly under construction a short distance away yet open to traffic; road work ahead
signs were still in place. At some point before the crew left the site the road
would be swept off. County
responsibility for road hazards is no more a risk than for other private vehicles traveling through the area.
Consensus was that
all claims of the same nature be treated equally, and the Board by unanimous
motion denied the claim as recommended.
Certificate of Good Practice – Island County Engineer
Certificate of Good practice was presented to Dick Snyder, Island County Engineer which was approved by resolution of the County Road Administration Board recently. A Certificate of Good Practice has been transmitted to the State Treasurer on behalf of Island County pursuant to the authority contained in RCW 36.78.090
By unanimous motion, the Board approved Freeland Development Agreement and Covenants #PW 0120-76 between Island County and Freeland Commercial, LLC, Compass Investments, Inc. and South Whidbey Retirement LLC. Freeland developers propose building trunk line system from their development to the drainage basin with the County outfall to collect that drainage. The agreement obligates the developers to pay their pro-rata fair share fee to complete the surface and stormwater improvements.
As recommended by the Public Works Director, the
Board awarded bid for the Maple Grove Road East project, under CRP 00-02, Work
Order # 296, to the low bidder, SRV Construction, Inc., Oak Harbor, in the
amount of $483,364.40. Bids were opened on April 24, 2003.
Supplemental Agreement #9 - Bryan Young
Architects
Supplement #9 to Agreement #RM-PW-320-36 between Island County and Bryan Young Architects was presented by Mr. Oakes. The change in scope reflects a reduction relating to juvenile detention facility work; increases contract amount by cost of living adjustment as provided for in the contract; and increases design contingencies.
By unanimous motion, the Board approved Supplement #9 to Agreement #RM-PW-320-36 as presented.
Signal Maintenance Agreement
Pulled
from the agenda by the Public Works Director.
resolution
#C-44-03/PLG-007-03 Incorporating
Service Area for the Bon Air Community Club into the Island County Coordinated Water System Plan
As
presented and described by Joe Burcar, Island County Planning Department, the
Board by unanimous motion approved
Resolution #C-44-03 (PLG-007-03) Incorporating the Service Area for the Bon Air
Community Club into the Island County Coordinated Water System Plan.
BEFORE THE BOARD OF COUNTY COMMISSIONERS
OF ISLAND COUNTY, WASHINGTON
IN THE MATTER OF INCORPORATING THE )
SERVICE AREA FOR THE BON AIR COMM- ) RESOLUTION C-44-03
UNITY CLUB INTO THE ISLAND
COUNTY ) PLG-007-03
COORDINATED WATER SYSTEM PLAN )
WHEREAS, the Bon Air Community Club
water system was lawfully established prior to the adoption of the Island
County Coordinated Water System Plan; and
WHEREAS, the Bon Air Community Club
water system services the entire
subdivision of Bon Air; and
WHEREAS, the Bon Air Community
Club is not proposing to expand their
water system service area rather it is proposing to incorporate the existing
service area into the Island County Coordinated Water System Plan; and
WHEREAS, pursuant to WAC
197-11-800(4)(b) appropriations of 2,250 gallons per minute or less of ground
water are exempt from SEPA review, NOW,
THEREFORE,
BE IT RESOLVED by the Board of Island
County Commissioners that the Bon Air Community Club water system service area
is hereby incorporated into the Island
County Coordinated Water System Plan.
APPROVED AND ADOPTED this 28 day
of April, 2003.
BOARD OF
COUNTY COMMISSIONERS OF
ISLAND COUNTY,
WASHINGTON
Wm. L. McDowell, Chairman
William J. Byrd, Member
Mike Shelton, Member
ATTEST: Elaine Marlow,
Clerk of the Board
[Exhibit A to Resolution C-44-03 is on file with the Clerk of the Board]
There being no further
business to come before the Board at this
time, the meeting adjourned at 2:35 p.m. The next regular meeting of the Board will be on May 5, 2003
at 9:30 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