BOARD OF ISLAND COUNTY COMMISSIONERS
MINUTES OF MEETING-MARCH 22, 2004
The Board of Island County Commissioners
convened in regular session at 11:00 a.m. on March 22, 2004, for a roundtable discussion with Elected Officials and
Appointed Department Heads, held in
the Board of County Commissioners Hearing Room
(Room #102B), Island County Courthouse Annex, 1 NE 6th Street,
Coupeville, Wa. Other topics for the regular session followed at 1:30
p.m. as outlined on the agenda, including Diking Improvement District
#4. Present were: William J. Byrd, Chairman, and Wm. L. McDowell, Member; Mike Shelton, Member, was absent
due to attendance at a Risk Pool
conference.
Roundtable
Meeting with Island County Elected Officials
AND APPOINTED DEPARTMENT
HEADS
Elected
Officials: Tom Baenen; Sharon Franzen; Jan Smith for Mike Hawley; Linda
Riffe;
Appointed
Department Heads: Phil
Bakke; Cathy Caryl; Betty
Kemp; Elaine
Marlow; Carol McNeil for Tim McDonald;
Michael Merringer; Bill Oakes; Dan Sherk; Dick Toft
Public: Rufus Rose; Reece Rose
Discussion - Issuance of Parking Decals
Postponed until the next
roundtable.
In preparing for the budget process for 2005,
Chairman Byrd would like to have from each Department at the
time budgets are submitted a list of what services are mandated by
law and those services currently provided but are not mandated by
law.
Two
new employees in GSA; plan to bring
on new parks superintendent April 12.
Juvenile
& Family Court Services
Referenced
very positive article by Marcie
Miller in the newspaper about drug court.
Department case load has gone from 166 to 172.
Treasurer
Office
inundated with telephone calls as a
result of changes to new tax
statements. There have been many
positive comments about the new look and the envelop included, but also
complaints that the statements no
longer contain the legal description of the property. The plan is to have legal descriptions
printed on the statements next
year. As far as concerns
expressed that with adding the bar
code in some cases dropped a name off [husband & wife; or a partner in a
partnership]
Central Services is working now with new
software to address that issue. Important to note that adding the bar
code saved the County $2,500.00 in mailing. This is a work in process and bugs will
be worked out by next tax statement.
Assessor
Re-valuation
area this year is all on Camano Island
and hope to be finished with
field work by the end of this month or
the 15th of next month. At the time re-valuations are being done on
Camano
Island, new construction is being picked up. New construction will be flagged and appraisers will go
back in June and July to see what
has subsequently occurred.
The Department picks up new
construction throughout the entire County every year, resulting last year in
$156 million worth new construction. If adjustments have to be
made to accommodate work
load, the Department may have to
just to pick up new construction only in the area where field
re-valuations are being done.
It appears that may be necessary this year so could be
looking at only $20 million as
opposed to $156 million in new construction to generate revenue.
New collections clerk position closed
Friday; in the process of reviewing applications and hope to make a decision
soon.
Changing
from UBC to IBC which will require an update of the County’s building code, fire
code, etc. Committee has been put
together of builders, developers and architects to work with Building Division
to come up with a recommendation to the Board on how to make that all happen
within three to four months. This
change will make the process much
simpler.
Rolled over to the automated voice message system on Friday. Departments are requested that if they
receive a misdirected call, please
transfer the person to the office desired and not back to the switchboard. Will include in an informational e-mail
to Departments that request as well as the suggestion from Mr. Toft that as a
courtesy the person transferring the call
stay on the line to talk to the person the call is intended for to tell
them who the caller is, anything about the call, history, etc. CAMA (centralized automatic message accounting)
system will enable ICOM to direct
emergency response to the building
and room # the call came from, expected to be up and running within two
weeks. Video-conferencing Coupeville to
Camano Island of Board meetings will
be operational fairly soon, once
microphones are installed, up and running. The Camano Multi-purpose
Center now has a PA system installed and available for meetings held at that
location.
Efforts
being made in coordinating Board meeting
agendas to include as many items on the official
agenda, distributed Wednesday prior to the Monday meeting, as possible. Items on the
Chairman’s
Agenda are last-minute and the public does not have prior notice. Including as many items as possible on the Monday meeting agenda allows people to
read what has been scheduled to come before the Board at a specific date and
time. In the process now of
drafting
a
procedure to follow, sort of a
“reminder list” of
things to keep in mind when
scheduling an item before the Board, such as deadlines, number of copies to
provide, when signatures are -needed before a document is scheduled, etc.
In
the last two weeks processed 420 applications for employment. While this indicates there are many
looking for work, it remains important to take care of current employees: encourage, listen and nurture staff you
have.
April
1st the new Jail
Superintendent on board, Wm. F. Dennis.
Scheduled
Road projects of note
include:
West Beach Road. Last 1-1/2 mile south, adding 6’ shoulder to the road and
fixing vertical alignment this
summer. No road closure associated with the project,
although there will be some delays
due to the construction.
Bayview Road. Starting to purchase properties for the
project.
Terry’s corner, Camano
Island. Constructing an 80-lot park
& ride lot
Washington DOT is funding;
will be under construction this summer.
Noted
the recent article by Marcie Miller
about adding a second scale at the Coupeville solid waste transfer station,
hoped to be up and ready for this summer. April 4th Wings of Gold marathon will occur again,
starting at Cornet Bay Road [vicinity of boat dock] and
running south to Coupeville; marathon should be finished six hours after
start.
Next Roundtable: April 26, 204 @ 11:00 a.m.
The meeting at 1:30 p.m. began with the Pledge of Allegiance. By unanimous motion, the Board approved the minutes from the March 15, 2004 meeting.
VOUCHERS AND PAYMENT OF BILLS
The following vouchers/warrants were approved for payment by unanimous motion of the Board: Voucher (War.) # 185829 - 186064 . . . . . . . . . . $425,574.95.
Hiring Requests
& Personnel Actions
As presented by Dick Toft, Human Resources Director, the Board by unanimous motion, approved the following personnel action authorizations:
Public Works 024/04 Laborer I, OH #2245.11
Replacement
3/22/04
Auditor
025/04 Records
Processing Intern, #1512.01
New Position
3/22/04
Temporary – Grant-funded
Memorandum of Understanding between Island County Deputy Sheriff's Guild and Island County
On recommendation by Mr. Toft, the Board by unanimous motion approved and signed Memorandum of Understanding between Island County Deputy Sheriff's Guild and Island County. The MOU with the Guild is for the 2003 contract, setting salaries and taking care of existing grievances on the table.
Appointments to
Various Boards and Committees
By unanimous motion, the following appointments were made to three advisory boards:
Todd
Bitts, Langley, to fill an existing term to August 31,
2004
Ms.
Mickie (Mary) Nowlin, Coupeville, for a three-year term expiring April 1, 2007
Malcomb Brian Peters, Oak Harbor, to fill an existing term to May 17,
2006.
STAFF SESSION SCHEDULE APPROVED FOR APRIL
The April Staff Session schedule was approved by unanimous motion of the Board, outlining the two regular staff sessions to be held on April 7 and April 21, both beginning at 9:00 a.m. The Staff Sessions are held in the Board of County Commissioners Hearing Room, Courthouse
Annex, 1 N. E. 6th Street, Coupeville.
Permit to solicit county employees at county facilities– Box Lunch Fund Raiser-Harbor Haven Crisis Nursery
Pursuant to provisions of Island County Personnel Policies and Procedures Manual, Section 2.01.070, the Board by unanimous motion granted permission to Harbor Haven Crisis Nursery/CAPF to solicit sale of the box lunches to county employees at county facilities for delivery date of Thursday, April 22, 2004.
Hearing Scheduled: Resolution #C-29-04 Amending the 2003 Budget
As presented and described by the Budget Director, Elaine Marlow, the Board by unanimous motion, scheduled a Public Hearing to consider Resolution #C-29-04 Amending the 2003 Budget, for April 19, 2004 at 9:50 a.m. The budget amendment would recognize additional revenues identified to fund unforeseen expenditures that could not be known when the 2003
budget was adopted, and various
departmental transfers from one budget category to another
[described in Exhibit A]. [Copies
available on request from the Clerk
of the Board]
Resolution #C-30-04 SUPPlementing Conditional Approval of the Clinton Water District’s Comprehensive Sewer Plan
Resolution #C-30-04,
Resolution Supplementing Conditional Approval of the Clinton Water
District’s Comprehensive Sewer Plan, endorsed by the Clinton Water District
Board of Commissioners at their monthly meeting on March 10, 2004, was adopted
by unanimous motion of the Board [Resolution
#C-30-04 on file with the Clerk of the Board]
Liquor License
Applications Approved
Liquor License Applications having been reviewed and recommended for approval by the appropriate County Departments, the Board by unanimous motion, approved the following:
·
Correction to Liquor
License Application #071237-3D for
Change of Corporate Officers/Stockholders; Applicants: Camano Island Yacht Club;
Bruce B. Cleveland; Bruce C. Bartlett, Pamela E. Cooper, and Marlene A. Purrier;
for the Stanwood-Camano Yacht Club located at 129 N Sunset Drive, Camano
Island, Wa.
·
Special Occasion Liquor
License Application #071076 - South Whidbey Shrine Club, for
South Whidbey Masonic Center, Langley, on July 17, 2004, from 8pm to 10pm.
Interlocal Agreement # SCDEM004-04 - Snohomish County - grant funding assistance-homeland security planning/preparedness
Interlocal Agreement with Snohomish County for grant funding assistance for homeland security planning and preparedness, Agreement #SCDEM004-04 in the amount of $314,474.92 (RM-GSA-04-0034) was approved by unanimous motion of the Board, prepared and submitted by GSA.
Grant application – Washington State Department of Ecology Coastal Zone Management Project Assistance 2004-2005
Grant Application to the Washington State Department of Ecology, Shorelands & Environmental Assistance Program, for 2004-2005 Coastal Zone Management Project Assistance, in the amount of $32,200 for a project leading toward a Comprehensive Shoreline Master Program update was approved by unanimous motion of the Board.
Contract # G001603 OGRD 101130 - Washington State University for landowner education on available conservation programs
The Board by unanimous motion approved Contract #G001603 OGRD 101130 with Washington State University for Landowner Education on available conservation programs in the amount of $7,325 (RM-EXT-04-0035).
HEALTH DEPARTMENT CONTRACTS APPROVED
Having been previously reviewed and discussed at Staff Session with the Health Services Director, the Board by unanimous motion approved and signed the following Health contracts:
Contract #HD-01-04 - Compass Health - shared receptionist at Camano Health Care Center;
$500/mo.
not to exceed $5500
[RM-HLTH-02-0093]
Contract #HD-02-04 - Whidbey General Hospital - grant writing, $19,807 [RM-HLTH-02-0100]
Contract #HD-03-04 - Snohomish Health
District-Region 3 AIDS, $69,905 [RM-HLTH-99-0014].
Resolution #C-31-04 Establishing Monetary Limit for Capital Outlay Purchases and Accountability
As submitted by the Island County Auditor, reviewed and discussed at
recent staff session, the Board by
unanimous motion approved Resolution #C-31 -04 Establishing the Monetary Limit
for Capital Outlay Purchases and Accountability. Non-consumable items with useable life
greater than one year whose purchase price is $2,500 or more will be accounted
for as fixed assets following
procedures outlined in RCW 36.32 and the Budget, Accounting and Reporting
System manual. Non-consumable items
such as cell phones, cameras, calculators, etc., vulnerable to pilferage, will be accounted for and controlled
even though not considered fixed assets.
[Resolution
C-31-04 on file with the Clerk of the Board]
Memorandum of Understanding with Western Washington University for records management intern
Memorandum of Understanding between Island County and Western Washington University for records management intern in the amount of $3,175 (RM-AUD-04-0037) was approved by unanimous motion of the Board.
Memorandum of Understanding with Washington State Auditor's Office for interim audit work performed in 2003
Memorandum of Understanding with Washington State Auditor's Office for interim audit work performed in 2003 in the amount of $13,039.20 (RM-AUD-04-0038) was approved by unanimous motion of the Board.
Public Input or
Comments
Doug Brand, Clinton, representing “Concerned Citizens of Clinton” gave a special thank you for Commissioner Shelton, Josh Choate, Deborah Thompson and the rest of the staff who helped in developing the resolution the Board adopted earlier regarding the Clinton Water District (CWD). The Resolution expresses a good and appropriate sentiment, a good start for the County and CWD to acknowledge the difficulty of placing sewers and other urban services in rural areas. Concerned Citizens do not believe it goes far enough in defining the problem and addressing the true issue. The resolution states that CWD will obey the law when implementing the plan, and the real issue is what does obeying the law mean and more specifically, what does it mean to comply with the GMA in this case? He agreed with Commissioner McDowell when he stated in a March 10, 2004 South Whidbey Record article that “implementation of the Growth Management Act, with a comprehensive plan and development regulations were major accomplishments” and that “…Island County being the only county he knew of to have both a comp plan and enforcement regulations in place”. The group agrees that planning policies and development regulations are a very important adjunct to the comp plan, in many areas done well and a credit to the Board of Commissioners. However, they believe that in the case of urban services (sewers) in rural areas the regulations and policies are essentially non-existent and regulations referenced in the resolution do not exist. The situation needs to be clarified if not rectified and public officials should be able to answer questions regarding these issues. The group requests that further discussions be undertaken regarding adding further detail to this issue at the county level through the implementation of county planning policies and development regulations, and on behalf of the group, would like to pursue that with Commissioner Shelton at the earliest possible time.
Rufus Rose, Clinton, referenced landfill issues, referenced copy of the Washington State Auditor’s Office Report on Financial Statements, Report #65561 for period ending December 31, 2002. Page 34, note 11 indicates that “Island County has a number of closed landfill sites, which may possibly have a potential risk of environmental liability. Two closed landfills, Hastie Lake and Cultus Bay, were subject to investigation during 2000. Both sites were determined to be pollution free.”. Page 37, note 13, identifies $2,363,879 in cash reserve for unanticipated landfill environmental hazards. The Health Department declared the Cultus Bay site as no further action required to monitor. That, coupled with this report, sounds like there is no problem; however, the Washington State Department of Ecology still enforces 1,000’ buffer around property line. That buffer and the anxiety that comes with it creates at least a cloud over the suspicion of safety of living on such a property, the citizen left with a compromised value they did not cause. Mr. Rose has been pursuing this issue as an agent for a person next to Cultus Bay landfill. A draft letter reports on progress Mr. Rose has been making, including meeting with several county staff; that letter will probably be in the hands of the Board this week asking for more information.
The Commissioners, in response to Mr. Rose, made some clarifications about mandated
and non-mandated services. Some services are mandated because of a State law, but there is a question about what level of service to provide. Some services provided that are not state-mandated would include things like having on staff a hydrogeologist, but one Commissioner McDowell personally feels that as an island, water is the most important natural resource and very important for county government to understand what that resource is all about and how lack of it or location might impact land use in future years. Some other programs and services not mandated would include Birth to Six child program, WSU, parks, etc.
Reece Rose, Clinton, relating to purchase orders for vehicle purchases, noted that the
purchases were not proposed from local dealerships and was curious if the higher sales tax in Island County might be the problem, as compared to Snohomish County, for example.
Commissioner McDowell confirmed that the Board made sure that local businesses got an opportunity to bid for the vehicles as opposed to the County just purchasing off the State contract. That was done; however, none of the local dealerships could meet the price of the
State Contract. County Engineer, Dick Snyder, observed that the difference had to with more than just taxes.
Resolution #C-32-04/R-09-04 – PURCHASE Asphalt Zipper Bucket Mounted Portable Milling/Trenching Machine as Sole Source AND APPROVAL OF PURCHASE ORDER
Resolution #C-32-04/R-09-04 In the Matter of Purchasing an
Asphalt Zipper Bucket Mounted Portable Milling/Trenching Machine as Sole Source
was approved by the Board on unanimous motion, per the recommendation of Bill
Oakes, Public Works Director.
Following adoption of the
Resolution, the Board by unanimous
motion approved and authorized the Chairman’s signature on the Purchase Order
for the Asphalt Zipper Bucket
Mounted AZ480S Asphalt Zipper in
the amount of $86,932.41 (incl.
tax).[Resolution
#C-32-04 on file with the Clerk of the Board]
BIDS REJECTED: Culvert Supplies for
2004
RESOLUTION #C-33-04
APPROVED - BID RE-CALL AUTHORIZED
With regard to receipt of bids for Culvert Supplies for 2004 the Board accepted the recommendation of the Public Works Director and by unanimous motion rejected bids received since neither bidder complied with bid specifications. Having rejected those bids, the Board then by unanimous motion approved Resolution #C-33-04/R-10-04 In the Matter of Approving Specifications & Authorizing a Re-Call for Bids for 2004 Culvert Supplies, with bid opening to
be the 13th day of
April, 2004 at 10:00 a.m., Meeting Room B-101, 1 NE 6th Street,
Coupeville, Wa. [Resolution
#C-33 -04 on File with the Clerk of the Board]
BID REJECTED FOR
Public Works Administration Vehicles
Purchase AUTHORIZED FROM Washington State Contract
As mentioned previously, Mr. Oakes confirmed that local dealerships were afforded the opportunity to compete against the State Contract; only one dealership responded and was unable to meet or beat the State Contract price. His recommendation was that the Board reject the bids and purchase the vehicles at the lower price off State Contract. Based on review and recommendation of the Public Works Director, the Board by unanimous motion rejected bid for Public Works administration vehicles, and agreed that the vehicles be purchased from Washington State Contract.
By unanimous motion the Board approved purchase of Public Works Administration Vehicles from Washington State Contract vendors, and authorizing the Chairman’s signature on the purchase orders:
-State Contract No.
5103 - Harris Ford, One (1) 2004 Ford Taurus Full Size Sedan;
$13, 683.61 (incl. SST, processing fees
& license)
-State Contract No. 5403 - Bud Clary Chevrolet – Two (2)
2004 Chevrolet Ext. Cab 4x4; $37,326.76 (incl. SST, processing fees &
license)
-State Contract No. 5603 - Frontier Ford; One (1) 2004
Ford F250 XL ¾ Tn 4x4; $22,878.52 (incl. SST, dealer processing fees &
license).
Quit Claim Deed – WSDOT to Island County; Bayview Road vicinity SR 525 per Turnback Agreement TB 1-0136.
Mr. Oakes presented for Board acceptance a Quit Claim Deed from Washington State Department of Transportation for Bayview Road vicinity SR 525 per Turnback Agreement TB 1-0136, initiated in 1999. This Quit Claim Deeds returns that right of way to the County. The Board, by unanimous motion, approved and accepted the Quit Claim Deed from Washington State DOT to Island County for Bayview Road vicinity SR 525.
Lease Agreement BETWEEN Port of Coupeville & Greenbank Farm Management Group, a Washington Non-Profit Corporation
Mr. Oakes requested the Board agree to sign a letter waiving the County’s rights under section of the Executory Conditional Sale Contract of September 15, 1997 to declare the entire remaining balance of the purchase price immediately due and payable when the Port executes the lease to Greenbank Farm Management Group, conditioned on two things:
1.
Lease is signed by the Port of Coupeville and
Greenbank Farm Management Group;
2.
Receipt of satisfactory letter from bond counsel confirming that signing the lease will not endanger
the tax exempt status of the bonds.
By unanimous motion, the Board approved and authorized the Chairman’s signature on a letter on behalf of the Board agreeing to waive the County’s ability to call the bond due contingent
upon two items: (1) that the lease is the same or substantially the same lease as brought forth to the Board today; and (2) that after bond counsel has reviewed the lease, counsel can satisfactorily verify that it in no way harms the County’s ability to have bond continue in tax exempt status.
Contract renewal - Hearing Examiner Contract
On recommendation of approval from Phil Bakke, Planning and Community Development Director, the Board by unanimous motion approved the Contract renewal of the Hearing Examiner Contract for a two year period effective April 1, 2004 to March 31, 2007, for an annual contract amount of $38,556 (RM-PLAN-0030-04).
Resolution #C-34-04 (PLG 010-04) Expanding the Service Area for the West Deer Lake Water System into the Island County Coordinated Water System Plan
Mr. Bakke presented the request under the Island County Water System Plan to expand the water service area for the West Deer Lake Water System into the Island County Coordinated Water System Plan. The system is approved for twenty-one connections, nine of which are currently in use. Proposed action would expand that to the five additional parcels as shown on Exhibit A to the resolution.
By unanimous motion, the Board
approved Resolution #C-34-04/PLG-010-04 expanding the service area for the West
Deer Lake Water System into the Island County Coordinated Water System
Plan. [Resolution
#C-34-04/PLG-010-03 on file with the Clerk of the Board]
HEARING SCHEDULED TO CONSIDER THREE OPEN SPACE
APPLICATIONS
OPS #307/03 Steven and Marijes Jones; OPS
#399/03 Frei Timber Company; OPS
#339/03 Randall Crosby for Crosby
Restoration, Inc.
By unanimous motion, as presented by Mr. Bakke, the Board scheduled a public hearing for April 12, 2004 at 10:30 a.m. to consider three Open Space Applications:
·
OPS #307/03 Steven and
Marijes Jones
Requesting that 9 acres of their 10-acre parcel be
placed in the Timber Land current use classification. Parcel R22912-363-5050 located on south
Whidbey Island, WA
Recommendation:
Conditional Approval
·
OPS #399/03 Frei Timber
Company
Requesting that 16.85 acres be placed in the Timber Land
current use classification. Parcel
S7674-00-0000D-0 located on south Whidbey Island, WA.
Recommendation:
Conditional Approval
·
OPS #339/03 Randall Crosby for Crosby Restoration,
Inc.
Requesting that 40 acres be reclassified from Designated
Forest to the Timber Land current use classification.
Recommendation:
Conditional Approval.
Jamie White, Assistant Planner, presented for final approval and signature the request by Jerry Morrison on behalf of Morningside Hill Partnership for final approval of a 24-lot long plat, located west of Woodard Avenue, South Whidbey, in the NE quarter of section 15, Township 29 North, Range 2 East, W.M., Washington. Tax Assessor’s Parcel numbers R2219-472-3110, R22915-472-2780, R22915-505-2790, R22915-505-3120. The PLP was granted conditional preliminary approval on February 15, 2002. On review of the application staff determined that all conditions of preliminary approval had been met. A bond for the amount of $1,000 was accepted by the Board on March 8, 2004 to defer the completion of a traffic mitigation project prior to issuance of any building permits. Staff recommends the Board grant final PLP approval.
By unanimous motion, the Board gave final approval for PLP 183/00, Morningside Hill, as presented.
EXECUTIVE SESSIONS HELD
Chairman Byrd announced that the Board would be meeting in Executive Session today at the times and for the purposes noted below. He anticipated each of the two sessions would last one-half hour and did not expect to return to open public session afterwards for any action as a result of either session.
3:00 p.m. RCW 42.30.110 (1) (i) to discuss with legal counsel matters relating to agency
enforcement actions or to discuss pending or potential litigation
3:30 p.m. RCW 42.30.110 (b) to consider the site
or the acquisition of real estate.
SPECIAL SESSION NOTED
The Special Session scheduled for Friday, March 19, 2004, at 3:30 p.m., Island County Courthouse Annex, Commissioners Hearing Room (#102B), 1 N. E. 6th Street, Coupeville, Wa. for the purpose of discussing the Camano Commons Building Permit was earlier canceled.
[to be rescheduled]
The Board will meet in special sessions Wednesday, March 31, 2004 as follows in Island County Courthouse Annex, Commissioners Hearing Room (#102B), 1 NE 6th Street, Coupeville, WA
9:00 a.m.
(a)
Public Hearing Ordinance #C-27-04 In the Matter of
Amending the Island County District
Court Districting Plan, Chapter
1.12 ICC, to Establish a Langley Municipal Court Department
(b)
Consider for Adoption two Interlocal
Agreements between Langley and the County to (1) fund the City’s Financial
responsibility for the court and probation services; and (2) for
misdemeanor prosecution
services
12:00 Noon: [or thereabouts, specific time will be just after conclusion of RTPO meeting which begins at 10:00 a.m.]. Location: Island County Courthouse Annex; Commissioners Hearing Room (#102B) 1 NE 6th Street, Coupeville WA. For the purpose of allowing County Commissioners' participation in a Joint Council of Governments meeting with Elected Officials from Island County, City of Oak Harbor, City of Langley, Town of Coupeville and Port Districts.
There being no further business to come before the Board at this time, the meeting adjourned at 4:00 p.m. following completion of the executive sessions. The next Regular Session will be held on April 5, 2004, at 9:30 a.m.
BOARD OF COUNTY COMMISSIONERS
ISLAND COUNTY, WASHINGTON
______________________________
William J. Byrd, Chairman
_____________________________
Wm. L. McDowell, Member
[Mike Shelton, Member – absent]
ATTEST: _______________________
Elaine Marlow, Clerk of the Board