BOARD OF ISLAND COUNTY COMMISSIONERS MINUTES OF MEETING OCTOBER 11, 2004
The Board of Island County Commissioners (including
Diking Improvement District #4) met in Regular Session on October 11,
2004, at 9:30 a.m. in the
Island County Courthouse Annex Hearing Room, located at 1 N. E. 6th
Street, Coupeville, Wa. William J.
Byrd, Chairman, Mike Shelton, Member,
and Wm. L. McDowell, Member, were present. The meeting began with the Pledge of Allegiance. By unanimous motion, the Board approved the
minutes from the September 27, 2004 Special Session.
VOUCHERS AND PAYMENT OF BILLS
The following vouchers/warrants were approved for payment by unanimous motion of the Board: Voucher (War.) #198841-199108…………………………. $580,292.20.
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
Maint. 093/04
Office Mgr. 904.00 Reclassification 10/11/04
Assessor 094/04 Appraiser 3 106.04
Appraiser 3 10/11/04
EMPLOYEE
AWARDS
Department Employee No. of Years
Public Works Joe Araucto 10
Public Works Pete Seybert 5
Solid Waste Todd
Davis 10
Michelle Cook was employed at Island County Superior
Court in the position of Courthouse Facilitator for approximately two years and
has recently resigned from the position.
Michelle assisted un-represented litigants accessing the Superior Court
in domestic relations cases, and instrumental in successfully developing the
court facilitator program. She was
presented today with a Certificate of Appreciation for the generous dedication
and commitment displayed in the position of Court Facilitator to the Island
County Superior Court on behalf of Judge Alan R. Hancock and Judge Vickie I.
Churchill.
Sally Waters, Island County
Health Department, was selected as Employee of the Month for August 2004.
Sally has established a reputation for thoroughness and
professionalism while exhibiting a
cheerful and friendly demeanor that is welcomed and appreciated by food servers
and commercial establishments throughout the County.
Josh Choate, Prosecutor's Office, selected as Employee of the Month for September 2004,
has established a reputation for
thoroughness, teamwork and willingness
to help other staff members. He has
demonstrated that he can handle a wide variety of legal issues both on the criminal side as well as civil matters.
Liquor
License Application #091765 – Washington State University Foundation for
special occasion at Greenbank Farm
By
unanimous motion the Board approved Liquor License Application #091765 by
Washington State University Foundation for special occasion to be held October
23, 2004 at Greenbank Farm, subject to the condition requested by GSA/Risk Management that Island County receive an
insurance certificate from WSU before the event.
Contract
Amendment #12 - Department of Health Consolidated Contract
Contract Amendment
#12 in the amount of $21,732 to
Department of Health Consolidated Contract for additional funding for Vaccines
For Children Special Projects, Healthy Child Care WA, and Bioterrorism Focus
‘E’ (Stationary Satellite Phone) under Contract #C08679, for a new total of
$1,017,980 was approved by unanimous motion of the Board (RM-HLTH-02-0094).
CONTRACT AND CONTRACT BOND - FOUR SPRINGS RENOVATIONS AND
ADDITIONS
The Board by unanimous motion approved and signed
Contract and Contract Bond between Island County and Van Rossen Construction,
Inc. Everett, (RM-GSA-04-099] in the
amount of $345,260.89 for Four Springs
Renovations and Additions project per award of bid August 23, 2004.
BAYVIEW ROAD PROJECT CRP-98-17 QUIT CLAIM DEEDS AND
CONSTRUCTION EASEMENT
As
presented and recommended for approval
by Bill Oakes, Public Works Director,
the Board by unanimous motion approved the following quit claim deeds
and construction easement associated with
Bayview Road Project CRP-98-17:
§
Quit Claim Deed – William & Patricia
Wolfram, Penny Burghardt & Vivian Hoppe in the amount of $8,735.00
($7,409.00 for land, $750.00 for trees, $576.00 for fencing) -
Parcel 144-5920, Sec. 7, Twp 29N, R 3E.
§
Construction Easement – PW-0420-25 -
William & Patricia Wolfram, Penny
Burghardt & Vivian Hoppe - Parcel 144-5920, Sec. 7, Twp. 29N, R 3E.
§
Quit Claim Deed – Thomas P. & Janice C.
Clark in the amount of $6,910.00 ($6,160.00 for land, $750.00 for trees).
Adopt-A-Road Litter Control Program – Renewal
Agreement: Fasotragrupac Det Whidbey, AZI (AW) Robert G. Swans
Adopt-A-Road Litter Control Program Renewal
Agreement with Fasotragrupac Det
Whidbey, AZI (AW) Robert G. Swans on,
Ault Field Road from Goldie Road to Heller Road, Oak Harbor, was approved by
unanimous motion of the Board.
STORMWATER AGREEMENT & COVENANTS – PLAT OF HOLMES HARBOR GOLF &
YACHT CLUB
The Board, by unanimous
motion, approved the following
Stormwater Agreements and Covenants
related to the Plat of
Holmes Harbor golf & Yacht Club, as presented by the Public Works Director:
Stormwater Agreement & Covenants – PW-0420-114;
Island County & Charles A. Cook; Lot 11, Block 3, Division No. 6, Plat of
Holmes Harbor Golf & Yacht Club.
Stormwater Agreement & Covenants – PW-0420-115;
Island County & Charles A. Cook; Lot 12, Block 6, Division No. 7, Plat of
Holmes Harbor Golf & Yacht Club.
Stormwater Agreement & Covenants – PW-0420-119;
Island County & Charles A. Cook; Lot 13, Block 5, Division No. 8, Plat of
Holmes Harbor Golf & Yacht Club.
Stormwater Agreement & Covenants – PW-0420-139;
Island County & Charles A. Cook; Lot 1, Block 4, Division No. 9, Plat of
Holmes Harbor Golf & Yacht Club.
Supplemental
Agreement 2 – PW-01209 (B) - Island County & Atelier, P.S.
As presented the Board by unanimous motion approved
Supplemental Agreement 2 – #PW-01209
(B) between Island County and Atelier,
P.S., Trail Design Services to change completion date to December 31, 2005 and
increase the maximum amount payable by
$19,247.59 for additional project management, preliminary trail
grading plan and right-of-way plans for Maxwelton Trail.
APPLICATION FOR Rogue Creosote Log Removal Project –
Department of Ecology - Double Bluff Beach Coastal Protection
The Board approved by unanimous motion Mr. Oakes’
request for approval/authorization to submit on behalf of Island County an Application to the Department of Ecology for
Rogue Creosote Log Removal Project for
Double Bluff Beach Coastal Protection, the removal of creosote logs for
reduction of contaminants and protection of habitat, in the amount of $34,500.
BID
Award/Contract – Washington Land
Recycling, L.L.C., Grinding & Removal of Brush and Wood Waste
Bid Summary and
Recommendation for Bid Award and two-year Contract RM-SW-05-04 was presented by
Mr. Oakes, between Island County and Washington
Land Recycling, L.L.C., the low bidder,
for Grinding and Removal of Brush and
Wood Waste. The Board by
unanimous motion approved bid award and contract RM-SW-05-04 between Island
County and Washington Land Recycling L.L.C. as presented.
Budget Workshop
The Board met in budget workshop on the preliminary 2005 budget. Proposed budget and supplemental requests
are taken under advisement by the Board; no
final decisions expected as a
result of budget workshops. Handouts
are on file with the Clerk of the Board.
General Budget Hand-outs:
2005
Workshop Budget – Supplemental Budget Requests Summary
2005
Workshop Budget – Summary of Current
Expense
Public Health Pooling
Alcoholism/Drug Abuse
Developmental Disabilities
Mental
Health
Water
Quality Assistance Fund
Presentation
by: Tim McDonald
Dr. Roger Case
Staff: Kerry Clarke McDonald
Linda Telles
Keith Higman
Jackie Henderson
Carrie McLachlan
Hand-Outs: Public Health Pooling Budget Proposal Submittal for Revenue and
Expenditures
Budget
notebook page 329 – 389; Budget Narrative page 382
Budget based on assumptions: Current Expense contribution to Public Health Pooling $506,533 (including $96,736 Healthy Families Program and $121,885 Hydrogeologist program] and $13,271 Alcoholism/Substance Abuse fund; Risk Pool liability insurance $40,000; COLA of 2%, retirement contribution increase of 1.6% and medical insurance plan increase 7%. . Assumption is that grants will be received as currently predicted, and fee revenue follow historical trends. [note – double-check that figure, could be between $42,000 - $44,000]. There is a slight increase in service charge. Required by State Auditor to charge grants for a “composite” rate which includes salary, benefits and liability for vacation and sick leave. In 2004 approximately 83% of PHPF funded from sources outside Current Expense (43% fees and 40% grants), with Current Expense at 17% . Look at administrative overhead every year according to federal regulations. Financial requirements in order to continue current programs at current levels for 2005 [based on actual final numbers could be slightly less]:
-
Public Health Nursing: additional $30,100
Environmental Health: additional $45,646
Hydrogeologist Program: additional $ 9,516
Alcohol/Sub. Abuse: additional $ 6,659
Other
requests/considerations:
§
Unreserved
fund balance forward from 2003 is $605,000 [not including $188,314 sinking
reserve fund for automobile replacement].
A liability not currently
accounted for are dollars required to compensate employees upon termination for unused annual leave and sick leave and request for 2005 that
liability of $280,000 be dedicated out of the unreserved fund
balance. It is a management tool,
an accounting technique to track liability for buyouts.
§
Propose
a dedicated computer and equipment replacement sinking fund at $10,000 per
year.
§
Environmental
health - consider perhaps 5.5% fee
increase
§ Re-evaluation of one position
TB Program. Whereas there normally would be perhaps one TB case a year, this year there have been five cases. TB is slowly increasing throughout Western Washington. World-wide one out of three
people contract TB. State’s were required in 1976 to dedicate millage to counties to be used for TB prevention and hospitalization, etc., and the last year for that dedication was 1979. In 1993 it was reaffirmed that county legislative authorities were responsible for funding any unfunded TB intervention, medicine or hospitalization or other services required. Two increases are proposed for 2005 funded from Public Health Pooling surplus dollars:
1.
$10,000
dedicated to potential communicable disease overtime
2.
$10,000
to communicable disease professional services line.
Planning & Community Development
Presentation
by: Phil Bakke
Staff: Jeff Tate
Edie Elerick
Hand-Outs: Planning & Community Development Budget Proposal Submittal for Revenue
and Expenditures Budget notebook page 176-201;
Budget Narrative page 187
Power-point presentation given on the Island County
Planning & Community Development 2004 Workplan [copy in Budget Notebook pages 189-201]. The presentation provided figures to show
the build-up from the 1998
Comprehensive Plan and Development regulations through 2004 Comp Plan review.
The Comp Plan is continuously being
updated and reworked to reflect problems and desires of members of the public. Top of the list for 2005 is completion of
the 7-year review and update of the Comp Plan and Development Regulations. Working diligently to complete as many
aspects as possible this year, with the
exception of critical area
regulations.
With assistance from the Prosecutor’s Office the Department performed a comprehensive
review of GMA to see if any changes occurred since the time the County’s Comp Plan was adopted, and whether or not there are any sections of the Plan that no longer comply. That review resulted in very minor updates,
basically all house-keeping in nature.
Currently in
the midst of reviewing and overhauling the building permit process to
compliment the updated building codes looking at how to reduce the number of
hands that work with a building permit
and come up with ways to build in more natural accountability for the time line
of a permit. Mr. Bakke reviewed
some ideas to level things out as far
as the time it takes for a building permit, believing that adding another plans
examiner would help. Commissioner
Shelton stressed the importance of getting it worked out, eleven weeks for a
building permit issuance unacceptable.
Aside
from regular budgeting for 2005, specific requests include:
§
Critical
areas update - unknown cost; will be
expensive and necessitate hiring an outside consulting group to look at
best available science as it applies to Island County.
§
Upgrade
Permit Tech II, Camano Island
§
Add full-time Plans Examiner/Building inspector
trainee
§
Four
vehicle replacements
Budget
Director confirmed that the four vehicles requested are included in the 2005
vehicle replacement schedule.
WSU/Extension/Grants/Weed Control
Presentation
by: Don Meehan
Staff: Janet
Hall
Judy Feldman
Proposal on Page 77 of the Budget Notebook; Budget
Memo on Page 95
Handouts:
Version B 2005 Extension Services Budget dated 9/3/04
Supplemental Request – Noxious Weed Control Board
Mr. Meehan read the budget memo. Stressed the struggle to
fund 4-H adequately, and was not sure there was enough funding to meet
current needs. For over 25 years the
Master Gardener program has been a main
stay program in Island County. If required to “hold the line” for 2005,
only approximately $12,000 would be available for the office coordinator
position, an important position providing major support for 4-H and
technical support for all of the programs.
To continue the position at the level it is now requires $22,000. Master program has never
been separated out as a budget;
difficult to run the volunteer program [some 90 volunteers] and request
another $10,000 to support that. 4-H challenge program,
includes some 1,000+ kids who have gone
through the program, several hundred
adults. If not for a donation
from Island Thrift the program would
have had to have been dropped. Need
someone on board who knows what they are doing, understands safety
issues and has the ability to
facilitate that. Looking to raise
about $22,000 this year but that still
falls short by about $15,000. The
corporate program has been a bit of a challenge but is getting up and running. Request bringing position held by Jim Clark up to
full tine, $32,000 needed.
Camano has a very dedicated group of volunteers (about
45-50) and have been able to use the stewardship program but there is not
much money to coordinate them.
Anticipated getting some infrastructure funding from Public Works and the
watershed program but they really are not getting that. Like to see that strengthened by adding $10,000 to the $5,000 for next year. Asking $51,000 in all to carry through in 2005.
Constantly trying to find new funds. Added two new sources of revenue: October 23rd Harvest Festival
celebration where they hope to raise funds in support of basic
infrastructure; part of that is a fund
raiser for 4-H that could bring in
approximately $4,000 for 2005 in support of extension programs. Keep in mind not only is the County getting
its money back in programs, there is
some 30,000+ hours volunteers invest in the community.
Ms. Feldman and Ms. Hall commented about the important of the programs, and noted what happened when the front office position was taken away, a huge blow to 4-H. Taking care of those duties takes Ms. Feldman away from 4-H, and does not see how she can get the some 300 kids to the Fair if this continues. Overhead on grants is charged where appropriate, but many grants for these programs do not allow charging overhead or administrative fees.
For Commissioner McDowell, the first priority for WSU Extension department would be 4-H
kids.
Mr. Meehan agreed that developing
kids to be good quality citizens is probably the most important thing
they do. If that were his
marching orders, he would have to
cut programs for which he has no
financial support for, i.e. the Master program.
It takes a lot of resources out
of the office to do the Master Gardeners program.
Weed Control [Budget Notebook Pages
97-102]. Weed Control has been included as a line item within WSU Extension operations for the last number
of years instead of a separate
budget. Dave Jamieson has pointed out
in an e-mail to Mr. Meehan that contrary to current practice the County
Commissioners are not authorized by state law to employ the Noxious Weed
Coordinator to be supervised by Mr. Meehan, and that the hiring and firing
needs to be by the Island County Noxious
Weed Control Board, and cited RCW 17.10.060. The
budget memo was written by Susan
Horton, Program Coordinator. If the budget
is hold the line at 2004, using the
figure of $19,225, dedicating the
salary portion leaves only $581 for maintenance and operation. Supplemental request:
Program Coordinator 1.0 FTE $44,000
Staff 0.5 FTE 18,645
M&O
4,490
Total: $67,135.00
Elaine Marlow explained that the workshop budget
proposal included the weed control position at its current level increased for
COLA the same as everyone else, and funded M&O at the 2004 level. [refer to Page 93-94]. Will check revenue figures for publication
sales. With regard to the position, over the years the difference in dollar
amount is the difference in seniority
raises; the position is funded still at a 0.5 FTE but the dollars have
decreased because of longevity raises.
Central
Services/Telecommunications
Presentation
by: Cathy Caryl
Staff: Diana Vaughan
Budget
Notebook page 25; budget narrative page
29.
Only real change is a request under Operating
Rentals and Leases to replace the mail machine. Proposal for new mail machine will be less than what is being
paid now, especially this year because there will be a one year warranty. The new machine is significantly
quieter, faster, more computerized and billing process
easier. Must be digital compliant by
the end of 2005. Purchased the virus protection county license this year so
that amount will be dropped out of the budget.
Everything else pretty much remains static. Requesting that any monies available go towards upgrading of the accounting system.
Ms. Marlow
indicated that the revenue and
expenditure worksheet takes into account all the cost savings Ms. Caryl went through, so to fund her
supplemental request to upgrade the accounting
system would require about
$54,000 additional. Office Equipment
(Current Expense) is budgeted at $50,000 and one of the things that needs to be discussed is that in past years a
good portion of that budget has gone to replace computers, software and
hardware and at some point the County needs to plan for replacing some other
office equipment. The $50,000 is not
adequate to fund all the items that are needed and eventually approved during
the year.
Chairman Byrd
acknowledged a need for a separate
budget line large items such as
copiers, etc.
Follow-up. (1)
discuss Office Equipment budget; (2) talk about the phone system.
Human
Resources
Presentation by: Dick Toft
Budget
Notebook page 120. Budget Narrative
page 124.
The only thing that needs to
be done at this point is some fine-tweaking and allocation of funds within the
budget, needing $300-/+ to hold the line.
Supplemental request includes:
EAP services
$1200; $600 for training; and request for new copier for the volume needed for H.R. and Budget Director.
LEOFF Budget
Presentation by: Mike Shelton
Staff: Jan Ford
Budget Notebook Page 143
The only thing that might change is that one of the LEOFF members will be turning 65 in September
and the insurance premiums will be substantially
lower for three months since that individual will be eligible for Medicare. Do not know what the availability for Zenith
for regular-covered LEOFF members, but
it is the only one that will cover the two LEOFF members who live out of
state. Premium increase for
2005: 3% for 11 individuals and
9% for 2 individuals.
Should the one LEOFF member who will turn 65 request
reimbursement of part B Medicare, the
cost will be $78.20/mo.
Zenith is $851 per mo. for those members under
65; for Group Health $708 per month under 65 and $297 over 65. LEOFF I retirees have a different rate under
Zenith than regular retirees [that may have changed and the Budget Director will review those figures].
Commissioners
Staff: Ellen Meyer
Joyce Kasperson
Jan Ford
Budget Notebook page 42 – 50;
Budget narrative Coupeville Office – page 49; Camano Annex Page 50.
Camano Annex. Basic hold the line budget with
COLAs built in per the Budget Director figures. Reviewed request for additional funds. Line item 135 – small tools & minor equipment – spent this
year $1743 to upgrade computer/software
to accommodate the Treasurer’s new property tax receipt system.
Based on use, there are concerns about
whether or not the current
printer and fax will have to be replaced in 2005. Depending on what happens with the proposal
from Bank & Office may need office and furniture upgrade.
Follow-up. Received invoice from ER&R Fund for office space rent at the Camano Annex
from 1999-2003 and 2004. Budget Director will meet with Public Works to work out an agreement hopefully before the end of the year.
Coupeville Office. Hold the line budget with COLAs per Budget Director figures. No particular additional needs or concerns within the general budget categories of Office & Operating Supplies or Small Tools, Repairs & Maintenance - can maintain the same dollar
amount for 2005 as budgeted for 2004 in those two categories. Need to review travel line based on expenditures at the 8th month level and determine if that needs some adjustment.
Supplemental/Equipment – concerns:
Small Recorder/Transcriber. Purchased in 1996; used a lot for WRAC meetings. With no back up in the BOCC office, consider
asking that the Health Department purchase their own for use by WRAC.
Copier. Older
copier, limping along, with many repair
visits required; parts getting harder to come by; need to think about a
replacement 2005 – 2006.
Printers Main Office Printer. Hopefully will not have to replace until
2006 or later. High
volume, reliable printer. Small printer-replacement
parts required; future replacement determination needed by Central
Services.
There being no further business to come
before the Board at this time, the
meeting adjourned at 3:47 p.m. The Board will meet in special session October 15, 2004 beginning
at 2:30 p.m. to conduct a budget workshop, and the next regular meeting is
scheduled for October 18, 2004 beginning at
9:30 a.m.
BOARD OF COUNTY COMMISSIONERS
ISLAND COUNTY, WASHINGTON
______________________________
William J. Byrd, Chairman
_____________________________
Mike Shelton, Member
_____________________________
Wm. L. McDowell, Member
ATTEST: _______________________
Elaine Marlow, Clerk of the Board