BOARD OF ISLAND COUNTY COMMISSIONERS MINUTES OF MEETING-OCTOBER 25,
2004
The Board of
Island County Commissioners convened in regular session at 11:00 a.m. on October 25, 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. William J. Byrd, Chairman,
Mike Shelton, Member, and Wm. L. McDowell,
Member, were present.
Roundtable Meeting with Island County Elected Officials
AND
APPOINTED DEPARTMENT HEADS
Roundtable Attendance
Elected Officials: Greg Banks
Bill Byrd Sharon
Franzen
Mike Hawley Mac
McDowell Linda Riffe
Appointed Department Heads: Cathy Caryl
Elaine Marlow Michael
Merringer
Tim
McDonald Bill Oakes Dick Toft
Several
staff members and three members of the public attended.
Commissioners.
·
Technology Committee. The
committee made a request of the Board
at a prior meeting concerning an
assessment by an outside party of all aspects of Island County’s technology
infrastructure; Chairman Byrd has written a report concerning that and submitted same
to Commissioners McDowell and Shelton
for review and comment.
·
Records storage. Issues discussed at recent
staff session. Asked Auditor/Records
Manager to put together a summary of the County’s record retention and
disposition policies for the various
records.
·
Public Records. Court decision issued against the County for
failure to follow Public Records Act
properly. Importance stressed that all
Offices and Departments be aware of the public record law and give public record disclosure requests
top priority, take them seriously and properly
respond within five business
days as has been detailed by the Prosecutor’s Office in several communications
with Elected Officials and Appointed Department Heads. Even though e-mail may be permissible as
a means to provide written notification
to an individual with a public records request, the Prosecuting
Attorney advised it probably is more
reliable to put the response in writing using first class mail or
personal delivery.
Health
Department. Island County received 2400 pediatric
flu vaccine doses and 2000 adult doses. There are probably 7500 high risk adults and
another 1000 pediatric doses needed.
Pediatric doses will be received to complete 6-23 month pediatric
category. The other high risk group are
those 65 and older and those with
special health care problems. If and
when the County receives 1250 adult
doses the plan is to complete adult
care facilities with any remaining
doses to go doctors in the community to use for high risk in their practice.
In the unlikely event the County
receives beyond 1250 doses, the Health
Department will then consider having
flu shot clinics.
Flu
Season 2004-2005 Staff policy recommendation:
Routine
Precautions:
1. If
you become ill, especially with a fever, stay home and, as much as possible,
avoid venturing out into public settings. Consider wearing a face mask if you
must do so.
2. Reporting
for work when you are ill not only impedes your work, it increases the
likelihood that you will spread your illness to your co-worker and our public.
3. Avoid
close contact with people who are sick, and when you are ill, keep your distance
from others to protect them from becoming sick too.
4. Always
exercise cough precautions (covering your mouth with a tissue or sleeve when
coughing or sneezing).
5. Wash
your hands often… and always before preparing food or eating.
6. Consider
wiping doorknobs, grocery-cart handles, etc. with sanitary wipes, especially
during the flu season, since these are common public sources of contamination.
Germs are spread when a person touches something that is contaminated with
germs and then touches his or her eyes, nose, or mouth.
Use
common courtesy in considering exposure to others, especially in the event of
febrile illnesses. Remember, your sick
leave benefits are precisely meant for these situations, and you are encouraged
to use common sense about conducting yourself responsibly when ill.
Mr. McDonald reported that an Oak Harbor student became symptomatic during a game Thursday evening and was diagnosed Saturday morning with bacterial meningitis. The Department is working with Oak Harbor School District and parents for close observation of anyone who may have been exposed.
Follow-up. Kids eat in the cafeteria,
share desks, etc. and usually no opportunity in the schools for the kids to do
any hand-washing before they eat and Mr. McDonald plans to talk with public
health nurses about getting together with all the school districts concerning
the importance of hand washing.
Human Resources
November 1 through November
24 is the Island County United Way
Drive. Important to note, United way returns 87% of funds collected
directly back into some 21 programs within Island County supported by United
Way. An individual in each department should be designated as the coordinator for this year’s drive.
County employees have the opportunity to contribute by cash, check or payroll
deduction.
Several offices discussed various personnel issues,
staffing and staff changes; FLMA;
possible leave donation for one employee critically ill.
Public Works
Likely break ground on the
Juvenile Detention Center late December
or early January and that will have various construction impacts.
The road directly south of the Courthouse Annex (5th Street
parking with 40 stalls) will be taken up by building construction [probably about 1 January]. There are plans in place where to park those
cars. New off-street parking for
about 16 employee stalls on Haller is
available – during working hours Monday through Friday, along with the Methodist
Church parking lot and Catholic Church parking lot.
The Town of Coupeville plans to rebuild Main Street from the vicinity of the Catholic Church to Front
Street - widen road with shoulders,
separated walkways both sides. The project
is scheduled to start in late Spring
and anticipate about six months to completion.
There is no firm detour plan yet
Public Works on behalf of the County would like to see a detour
go around the County campus.
Roundtable adjourned 11:45 a.m. Next meeting scheduled for November 22nd at 11:00 a.m.
VOUCHERS
AND PAYMENT OF BILLS, MINUTES APPROVED
The
following vouchers/warrants were approved for payment by unanimous motion of
the Board: Voucher (War.)
#200092-200366 . . . . . . . . . . . .
$450,756.14.
By unanimous motion, the Board approved the minutes from the Regular Meeting held on October 11, 2004 and minutes of Special Session October 15, 2004.
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
Health 097/04 Envirn. Health Spec. II
#2407.02 Replacement 10/25/04
HR/Budget 098/04
Adm. Asst. #2303.00 Replacement 11/1/04
Resolution #C-86-04 Supporting 2004 United Way Drive
On presentation by Dick Toft, as has been the annual
custom for some number of years, the Board by unanimous motion approved Resolution #C-86-04 Supporting the 2004
United Way Drive within Island County, and designating the period November 1
through 24, 2004 the Island County United Way Fund
Drive. [Resolution
#C-86-04 on file with the Clerk of the Board]
The Staff Session Schedule
for November, 2004 was approved by unanimous motion of the
Board. The regular first and third
Wednesday Staff Sessions will be held on November 1 and 17, 2004, beginning at
9:00 a.m., Hearing Room (Room #102B), Island County Courthouse Annex, 1 NE 6th
Street, Coupeville, Wa.
Special Occasion Liquor License #091793 by Goosefoot Community Fund - Bayview Corner Cash Store, Langley, Wa.
Based on favorable review and
recommendation by the appropriate County departments the Board by unanimous
motion approved Special Occasion Liquor License #091793 by Goosefoot Community
Fund for a special occasion to be held November 6, 2004 from 5:00 p.m. to
Midnight at the Bayview Corner Cash
Store located at 5603 Bayview Road, Langley, Wa.
Low Income Housing
Surcharge Fun-d Contracts Approved
Following the Board’s action on September 27, 2004 approving Island County Low-Income Housing Surcharge Fund Award Recommendations from the Island County Affordable Housing Advisory
Board, and having now received two of the three follow-on contracts, the Board by unanimous motion approved and signed the following contracts:
RM-BOCC-04-0108
Contract with Housing Authority of Island County - $16,000
to support operations and maintenance costs of the Islander Apartments
RM-BOCC-04-0102 Contract with the Housing Authority of
Island County – for $24,000
annually for three years to provide operations and maintenance funds for Marjie’s House.
Aquatic Weeds Management Fund Grant Application
As submitted by the Island County Noxious Weed Control Board, outlined in memorandum dated September 29, 2004 from Susan Horton, Noxious Weed Control Board Program Coordinator, the Board by unanimous motion approved Aquatic Weeds Management Fund Grant Application for Lone Lake Egeria Eradication Project for $75,000 grant with $25,000 in-kind share.
As
forwarded to the Board by the Health Services Director, the Board by unanimous
motion approved three contracts as follows:
Contract
#C08679 Amendment 13 - 2003 – 2004
Consolidated Contract
(RM-HLTH-02-0094) Department of Health,
amendment adding $18,869 to public health emergency preparedness programs, for
total maximum not to exceed $1,058,581.00.
Contract
#NSMHA-ISLAND-04-05, Amendment 2
(RM-HLTH-99-0053) - North Sound Mental Health Administration,
2-year contract; amendment to replace
pages 1-28 of the Interagency Agreement and replace Attachment X-Consumer
Complaint Grievance, and Fair Hearing Procedure with a new Attachment X-NSMHA
Complaint, Grievance Fair Hearing and Appeal Policies and Procedures. Total contract amount remains the same in
the amount of $121,719.76.
Contract
#8283-3, Amendment 3 (RM-HLTH-99-0021)
– DSHS/DASA Contract for AL/SA Treatment & Prevention, amendment reduces
contract by $40,000 for new total contract of $1,110,631.00.
Quit Claim Deed #PW-0420-148 – Washington State Department
of Transportation to Island County,
Bayview Road vicinity/SR 525
As presented and recommended for approval by Bill Oakes, Public Works Director, the Board by unanimous motion accepted and signed a Quit Claim Deed under #PW-0420-148 from Washington State Department of Transportation to Island County relating to Bayview Road vicinity SR 525 per Turnback Agreement #10136.
BAYVIEW ROAD PROJECT CRP
98-17 - CONSTRUCTION EASEMENT, QUIT
CLAIM DEED AND REAL PROPERTY VOUCHER APPROVED
The Board by unanimous motion approved the following under County Road Project 98-17, Bayview Road Project:
Construction Easement #PW-0420-156 to Island County
from William T. & Mary A. Mozingo
- Parcel 148-2110, Sec. 5, Twp. 29N, R
3E.
Quit Claim Deed to Island
County from William T. & Mary A.
Mozingo, in the amount of $11,700.00 ($9,200.00 for land, $2,500.00 for
merchantable timber) - Parcel 148-2110,
Sec. 5, Twp 29N, R 3E.
Real Property Voucher Authorization approved for
payment in the total amount of $11,700.00 to William T. & Mary A. Mozingo
for property acquisition [per Real Property Acquisition & Right-of-Way
Procedures (C-46-03/R-16-03)].
Drainage & Maintenance Agreements and Covenants – Crosswind Landings, Inc.
The Board approved by unanimous motion Drainage & Maintenance Agreements and Covenants #PW-0420-76 between Island County and Crosswind Landings, Inc., Parcels 177-0390, 157-0390, 090-0300,
located in Sec. 18, Twp 31N., R 3E, relating to
surface and subsurface water runoff
coming from the Thunder Ridge property
that crosses the Crosswind property.
Resolution #C-87-04 /R-29-04 InitiatING Public Works Project PWP 04-03 FOR Juvenile Detention Center
By
unanimous motion, the Board approved Resolution #C-87-04 /R-29-04 Initiating
Public Works Project PWP 04-03, Work Order 306, Juvenile Detention
Center, for a project total of $5,622,350.00.
[Resolution #C-87-04 on file
with the Clerk of the Board]
Resolution #C-88-04/R-30-04 - Approving Plans & Specifications and Authorizing Call for Bids for Juvenile Detention Center
Resolution #C-88-04/R-30-04 In the Matter of Approving Plans &
Specifications and Authorizing Call for Bids for Juvenile Detention Center was
approved by unanimous motion of the
Board, scheduling receipt of bids on
November 30, 2004 at 2:10 p.m. in the in the Commissioners Hearing
Room, Courthouse Annex, 1 NE 6th
Street, Coupeville, Wa., with bid award to be based on base low bid.
[Resolution #C-88-04/R-30-04
on file with the Clerk of the Board]
HEARING HELD: Open Space Timber application #OPS 228/04
At 2:45 p.m. as scheduled and advertised, a Public Hearing was held for the purpose of considering Open Space Timber application #OPS 228/04 by Robertha and Ronald Everist, and Homer H. and J. J. Childs. Applicant requests 34.73 acres, three parcels, located on South Whidbey, in the Southeast ¼ of Section 13, Township 29N, Range 3 East, W.M., be shifted from the Designated Forest Tax Program to Timber Land current use classification:
Parcel R32913-029-1630 (approx. 9.30 acres)
R32924-480-1730 (approx. 9.77 acres)
R32924-420-1980 (approx. 15.76 acres)
Jeff Tate, Assistant Director, Island County Planning and Community Development, presented the Island County Planning Department recommendation of approval subject to conditions as outlined in Proposal, Findings, Analysis, Conclusions and Recommendation dated October 13, 2004.
Conditions
1.
Compliance
with requirements of applicable Island County Codes, including adherence to
applicable stream and wetland buffers;
2.
All
future forest practices activity on the subject property shall be consistent
with the submitted Forest Management Plan and all Resource Management
recommendations contained in the report shall be followed as a condition of
this approval.
3.
All
future forest practices activity on the subject property shall be consistent
with Washington Forest Practices Regulations, RCW 76.09 and WAC 222, and all
other applicable County, State and Federal regulations.
At the time Chairman Byrd
called for comments from the public, no one stepped forward to speak either for
or against #OPS 228/04 by Robertha and
Ronald Everist, and Homer H. and J. J. Childs.
By unanimous motion, the
Board approved #OPS 228/04 by Robertha and Ronald Everist, and Homer H. and J.
J. Childs for 34.73 acres shifted from
the Designated Forest Tax Program to
Timber Land current use classification as recommended by the Island
County Planning Department and subject to conditions of approval as stated.
All Commissioners attended the
Budget Workshop. Eric Berto, Whidbey
News Times, was present. Elaine
Marlow, Bill Oakes, Terri Arnold, Dan Sherk
Dick Snyder and Gwenn
Maxfield, along with a number of other
county staff also attended. The proposed budget and supplemental
requests are taken under advisement by the Board; no final decisions expected as a result of budget workshops. Hand-outs
are on file with the Clerk of the Board.
Capital Project Funds – Budget Notebook Pages 390 – 418. Summary-all projects & funds; Facility Maintenance-6 year plan; Drainage Projects for 2005; Parks Projects-6 Year Plan; Debt Service for 2005; Juvenile Detention Center Construction budget; Jail roof & Fire Alarm Replacements; Capital Facilities (REET 2); Capital Improvement (REET 1), Conservation Futures, Construction & Acquisition and Juvenile Detention Facility.
REET 1 funds proposed expenditures for 2005 include:
Facility
maintenance $ 200,000
Jail Bldg. Improvements 166,000
Nursing Bldg. Remodel 120,000
Courthouse Mst Plan Impr. 50,000
County Fairground Impr. 15,000
Projects TBD 100,000
Debt Service 535,767
Repay Deer Lagoon I/R Loan 816,000
Transfer to Public Works Fund 36,800
REET 2 fund proposed 2005
expenditures:
Drainage
Projects $ 546,000
GMA Infrastructure 100,000
Parks 329,000
Projects TBD 150,000
Debt Service 338,959
Transfer-Storm Surface Water 4,820
Transfer to Public Works Fund 36,800
Bill Oakes explained that GMA infrastructure dollars are to be set aside to support GMA planning - set up for both study and building infrastructure that supports RAID classification; to date, spent on the Freeland planning effort. Repayment from DOE is anticipated any day now to months from now, dependent on how DOE interprets a survey research project on the actual ownership of the dike, but no later than next June without /DOE having to go back to US Fish & Wildlife Service and getting a grant extension. One of the TBD lines has $100,000 set aside as potential remediation.
Reet 1 includes Deer Lagoon Interfund Loan repayment
scheduled; right now the Interfund loan is out of the Road fund which means
interest has to be paid to the Road
Fund and the Budget Director would like
to investigate changing the loan from
Road Fund to Current Expense fund since REET 1 fund does not have to pay
Current Expense fund interest, thus
save $16,000 in REET funds.
Follow-up: Hold,
research further and bring to Staff Session next week.
Drainage
Projects: Public Works provided a list of drainage
projects detailed on page 392. Of the
$546,000 approximately $200,000 is carried forward from previous years
Follow-up. Bring list
of drainage projects included on the
six year plan to next staff session for review. Review file with respect to North Whidbey drainage projects
current to some years’ past for resolution.
Transfer-Storm
Surface Water in the amount of $4,820 [REET 2]
is included as part of Marshall Drainage Plan.
Follow-up:
Commissioner Shelton requests Public Works Director bring forward to
staff session a discussion on the issue of fairness to continue to have
the Marshall Road property owners pay annual maintenance fee.
Parks - REET 2, listed page 393 total $329,000, with
projects that have been carried forward from 2004 noted. Proposed
development/improvements were reviewed:
Iverson Park Vault toilet &
picnic amenities
Taylor property Improve egress/ingress for safety
Park upgrades Major repairs/replacements
Park improvements “To Be Determined” line.
Some of the typical upgrade type projects listed as
tentative for 2005 include: Lone Lake Road parking safety project
[Whidbey horsemen and Goss Lake Woods]; replace posts and line fencing at
Freeland Park; repair and upgrade playground at Camano sports field; and grade
parking lot, clean trails, prune trees at entrance to Hutchinson Park on
Camano.
Follow-up: Initiate
communication with State Parks to see
if there is any interest in obtaining the
Taylor Property to be used in conjunction with State Parks
property.
Debt Service. Combined REET 1 and 2
ratio of debt service well below the 50% limit.
Conservation
Futures. Page 409
Increased the amount of the proposed levy; offset by tax revenue not realized. The main items
from this category are open space projects previously approved. Small amount ($14,325) going to GSA for
S/W/B for the work GSA does with TAG and CAB
Conservation Futures is now within $230,000 of parity within the
districts. Available out of current
year revenues will be about $387,000.
Juvenile Detention Center fund – page 417-18. Includes
$260,000 in operating costs; $138,000 estimate to be paid for S/W/B for half-year of detention manager – the position forecasted to come on six months before the facility
opens so that individual can write manuals, policies and procedures, and
coordinate food service, education, equipment purchases, etc. December is the month planned to bring in
actual staff. Calculating what the 1/10th
of 1% brings in, taking into account what the County pays now for detention
costs, the Budget Director was reasonably comfortable that the overall cost of
the operation of the detention facility will be a push for 2006; but 2007 and
out into the future did not believe it
would be. Also not known out into the future is what sales tax revenue will
accurately do. It is a highly labor
intensive facility. Other large expenditure is insurance on the facility.
Follow up: When
writing policies and procedures for the facility, send through Risk Pool for
review.
There being no further business to come before the Board at this time, the meeting adjourned at
3:30 p.m. The next regular meeting of the Board is scheduled for November 1, 2004 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