The Board of Island County Commissioners (including Diking Improvement District #4) met in Regular Session on September 11, 2006 at 9:30 a.m. in the Island County Courthouse Annex, Hearing Room, 1 N. E. 6th Street, Coupeville, Wa. Wm. L. McDowell, Chairman; William J. Byrd, Member, and Mike Shelton, Member, were present. The meeting began with a moment of silence in observance of the anniversary of 9-11, followed by the Pledge of Allegiance. By unanimous motion, the Board approved the minutes from previous meetings as follows: August 28, 2006 Regular Session and August 28, 2006 Special Session.
VOUCHERS AND PAYMENT OF BILLS
The Board by unanimous motion approved the payroll dated August 31, 2006, along with the following
vouchers/warrants: Voucher (War.) #245675 246049 .. $522,598.34.
EMPLOYEE AWARDS
EMPLOYEE SERVICE AWARDS
Department Employee No. Years
Assessor Pat Kohlmann 5
Central Services Chris Nelson 10
Sheriff Larry Marley 25
Sheriff Susan Quandt 15
Planning Kelly Whitney 20
Solid Waste Steve Smollack 5
EMPLOYEE OF THE MONTH - AUGUST, 2006
Greg Cooper was selected as Employee of the Month for August, 2006. During a recent computer virus outbreak, Greg's assistance was much appreciated; he was ready and willing to not only clean the computers at the Road shop, but the Camano Annex offices as well, and did so in his usual cheerful and professional manner.
Hiring Requests & Personnel Actions
As presented by Larry Larson, Human Resources Director, the Board by unanimous motion, approved the following personnel action authorizations:
Dept. PAA # Description & Position # Action Eff. Date
Public Works 119/06 Solid Waste Tech I 2257.08 New Position 9/11/06
Public Works 120/06 Drainage Project Mgr. 2269.03 New Position 9/11/06
Health 121/06 Project Asst/Drinking Water 2421.00 Replacement 9/18/06
Subaward Amendment #2 with Washington State University - Beach Watchers Program funding
Subaward Amendment #2, Contract #G001785 OGRD 103462 (RM-ES-06-107) with Washington State University for Beach Watchers Program funding in the amount of $17,912.52 was approved by unanimous motion of the Board.
Amendment #1 to Program Agreement - Washington State DSHS
Juvenile Rehabilitation - Secure detention services to youth pending transportation to a JRA facility
By unanimous motion, the Board approved Amendment #1 to Program Agreement, Contract #0563-85158, with Washington State DSHS Juvenile Rehabilitation to provide funding for secure detention services to youth pending transportation to a JRA facility (contract amount $0).
Program Agreement with WASHINGTON STATE DSHS for Juvenile Accountability Block Grant
By unanimous motion, the Board approved Program Agreement Contract #0663-99171 (RM-JUV-06-102) with Washington State DSHS for Juvenile Accountability Block Grant in the amount of $10,000.
Health Contracts Approved
The Board by unanimous motion approved the following Health Department contracts as submitted by Tim L. McDonald, Health Services Director, under cover memo dated September 6, 2006:
in the Amount of $14,000
Application for Operating and Maintenance funding from the Island County Low Income Housing Surcharge Fund for Glenhaven Condominiums in Langley Approved
As reviewed and discussed at Staff Session on September 6, the Board by unanimous motion approved Application for Operating and Maintenance funding from the Island County Low Income Housing Surcharge Fund for Glenhaven Condominiums in Langley, as follows: $14,300 in 2006; $6,300 in 2007 and $7,500 in 2008.
Amendment No. 3 - Interlocal Park Agreement between City of Oak Harbor and Island County - Ft. Nugent Park
Amendment No. 3 to Interlocal Park Agreement between City of Oak Harbor and Island County for Ft. Nugent Park (RM-PARKS-06-0098) was approved by unanimous motion of the Board.
Commercial Real Estate Purchase and Sale Agreement between Island County, as Purchaser, and the Don Boyer Limited Partnership & Donald Boyer Trustee, the Trust Estate of Nadine E. Boyer, as Seller
By unanimous motion, the Board approved Commercial Real Estate Purchase and Sale Agreement between Island County, as Purchaser, and the Don Boyer Limited Partnership & Donald Boyer Trustee, the Trust Estate of Nadine E. Boyer, as Seller, accepting the proposal as a counteroffer inasmuch as it
included changes from the original proposal, the Board initialing and dating next to the changes on pages 2, 6 and Exhibit "B".
HEARING SCHEDULED: Ordinance #C-100-06/R-36-06 Closing Access to State Route 532 from Terrys Corner/North Camano Drive
As presented and recommended by Bill Oakes, Public Works Director, the Board by unanimous motion scheduled a Public Hearing for the purpose of considering Ordinance #C-100-06/R-36-06 In the Matter of Closing the Access to State Route 532 from Terrys Corner/North Camano Drive located in Section 20, Township 32 North, Range 3 East, W.M., at a Special Session to be held on October 3, 2006 at 2:30 p.m. at the Camano Multipurpose Center, 141 N. East Camano Drive, Camano Island, Washington.
Escrow Agreement Kreig Construction
Escrow Agreement between Island County and Kreig Construction for the 2006 Hot Mix Aspahlt Overlays-Whidbey Island, CRP 06-02, Work Order 248, was approved by unanimous motion of the Board per Contract and Contract Bond signed by the Board on August 14, 2006.
Adopt-A-Road Litter Agreement Renewal - Dr. Craig Weinston, The Chiropractic Zone
By unanimous motion, the Board approved Adopt-A-Road Litter Agreement Renewal with Dr. Craig Weinston, The Chiropractic Zone for East Harbor Road from SR 525 to Layton Road.
SARATOGA ROAD CULVERT PROJECT CRP 06-03, WORK ORDER 277
Pulled at the request of Mr. Oakes for parcel number correction.
Supplemental Agreement # 5 #PW-0620-91 - KCM, Inc.
Supplemental Agreement #5 to #PW-0620-91 between Island County and KCM, Inc., related to Freeland Planning Area-Comprehensive Sewage Plan, was approved by unanimous motion of the Board, revising the completion date to March 31, 2007 with maximum amount payable $191,100 and addition to Exhibit B, Scope of Services.
Amendment #3 #PW-0620-100 - Department of Community, Trade & Economic Development (CTED), Grant Agreement #02-64002-043
The Board by unanimous motion approved Amendment #3 to #PW-0620-100 between Island County and Department of Community, Trade & Economic Development (CTED), Grant Agreement No. 02-64002-043, South Whidbey Commons, for an eight month extension to September 30, 2007 allowing SWC time to complete installation and construction of modular unit.
Contract #PW-0620-92 - Interwest Construction, Inc.
By unanimous motion, the Board approved Contract #PW-0620-92 between Island County and Interwest Construction, Inc., for demolition and removal of a two-story Freeland Fire Station, in the
amount of $9,566.95 (Incl WSST).
Contract #SW-06-0100 - Skumatz Economic Research Associates
By unanimous motion, the Board approved Contract #SW-06-0100 between Island County and Skumatz Economic Research Associates for Rate Study for Solid Waste for January 1, 2007 through December 31, 2009, in the amount of $23,100.
Amendment No. 1 - #SW-05-0154 - Department of Ecology, GRant #G0600155 - Coordinated Prevention Grant
By unanimous motion, the Board approved Amendment No. 1 #SW-05-0154 between Island County and the Department of Ecology, Grant #G0600155 (Coordinated Prevention Grant), which increases funding for Residential Waste Reduction & Recycling in the amount of $51,744 (State $38,808; County $12,936).
HEARING SCHEDULED: Resolution #C-101-06 (PLG-026-06) AMending the Planning & Community Development Building Permit Valuation Schedule to reflect Abandoned Applications
Phil Bakke, Director, Planning & Community Development Department, requested that the Board schedule a public hearing for the purpose of considering Resolution #C-101-06 (PLG-026-06) In the matter of amending the Planning & Community Development Building Permit Valuation Schedule to include a fee for additional review of abandoned building permits after 180 days from notification of review completion; and amending the Valuation schedule to show the change from the Uniform Building Code to the International Building Code.
By unanimous motion, the Board scheduled a public hearing on Resolution #C-101-06 (PLG-026-06) In the matter of amending the Planning & Community Development Building Permit Valuation Schedule to reflect Abandoned Applications for October 2, 2006 at 10:30 a.m.
AMENDMENT #3 to Grant Agreement #G0300038 - State of Washington Department of Ecology - Camano Island Watershed Program Project
Jeff Tate, Assistant Director, Planning & Community Development, presented for the Board's approval, Amendment #3 to Grant Agreement #G0300038 between the State of Washington Department of Ecology and Island County for the Camano Island Watershed Program Project, transferring that project from Public Works to the Planning & Community Development Department, a "budget neutral" amendment.
By unanimous motion, the Board approved as presented Amendment #3 to Grant Agreement #G0300038 between the State of Washington Department of Ecology and Island County for the Camano Island Watershed Program Project. [GMA # 8914]
HEARING SCHEDULED: Ordinance #C-102-06 (PLG-027-06) Concerning Technical Amendments to the Island County Comprehensive Plan Future Land Use Plan Map and the Island County Zoning Atlas Maps
Mr. Bakke introduced Ordinance #C-102-06 (PLG-027-06) Concerning Technical Amendments to the Island County Comprehensive Plan Future Land Use Plan Map and the Island County Zoning Atlas Maps, requesting the Board scheduled a public hearing for consideration on the series of technical
corrections.By unanimous motion, the Board scheduled Ordinance #C-102-06 (PLG-027-06) Concerning Technical
Amendments to the Island County Comprehensive Plan Future Land Use Plan Map and the Island
County Zoning Atlas Maps for public hearing on October 2, 2006 at 10:30 a.m. [GMA #8915 as introduced and set for hearing]
Resolution #C-103-06 (PLG-028-06) incorporating Service Area for Hillcrest Homestead Tracts Water System into Coordinated Water System Plan
Mr. Tate presented for the Board's consideration and approval, Resolution #C-103-06 (PLG-028-06) In the matter of incorporating the Service Area for the Hillcrest Homestead Tracts Water System into the Coordinated Water System Plan. He explained that Hillcrest Homestead Tracts is an existing water system that had not been included in the 1991 mapping effort when the CWSP was developed.
The Board by unanimous motion approved Resolution #C-103-06 (PLG-028-06) In the matter of incorporating the Service Area for the Hillcrest Homestead Tracts Water System into the Coordinated Water System Plan. [Resolution #C-103-06 on file with the Clerk of the Board]
2007 BUDGET WORKSHOP
Budget Workshop began as scheduled at 11:00 a.m. Budget workshop times are approximate and may be adjusted. Budget notebooks for Board members' use during budget workshops prepared by the Budget office are based on M&O and capital amounts at current levels. Department Heads and Elected Officials during budget workshops are to comment on requested increases and provide a brief explanation for the request. Budget narratives accompanied each department/office budget. Proposed budget and supplemental requests are taken under advisement by the Board with no final decisions expected as a result of budget workshops. Hand-outs are on file with the Clerk of the Board.
Budget Director, Elaine Marlow, and Chief Deputy Auditor, Anne LaCour, attended.
ISLAND COUNTY ASSESSOR
Presentation by: Tom Baenen
Two basic revenue sources for the Assessor's Office: forest protection fees and revenue from copies. Estimate that may increase by $1,000 over last year based on 2004 and 2005.
Differences between hold-the-line figures and the Assessor's request:
Payroll accrual - Assessor used the figure doubling the first half of 2006 or $84,000
Total M&O request: $74,500
Office & Operating Supplies. Propose $10,000 based on 2004 and 2005 [over that amount for each of those years]
Fuel. Propose $6,000 based on the cost of fuel and the need for appraisers to travel.
Small tools and minor equipment. Propose $5,000; looking at history $5,000 is still low.
Travel and other Services. Propose $6,000 based on costs associated with education and training and travel & housing related to appraiser re-accreditation and appraiser trainee training.
Operating Rentals and Leases. Propose $4,500, estimated based upon the number of copies produced in addition to the monthly fee on leases for copy machines.
Repairs & maintenance. Propose $4,500. Looking at the last flow sheet, the figure is around $2,600 at this point in time. Things to consider include, for example, the fact that the large format copier is now 9 years' old.
Request office assistant position working in cartographer department 20 hr. per week be -continued for the first half of 2007. In the second half of 2007 re-hire an appraiser trainee. As far as the office assistant for the second half of the year, the Assessor would need to wait and see what has happened with that position; best projection is that at the rate of work now, will make some fairly significant progress. Having implemented the change leading to the new position of levy analyst-statistician and moving an employee into that position, there will be an opening for commercial appraiser position, assuming filled from within which would leave an appraiser I position open. Appraiser trainee could move into that spot, but it is not an automatic move. If Appraiser trainee does move into Appraiser I position, Assessor would consider filling trainee position.
Budget comment: this would be an increase in the FTE count.
ISLAND COUNTY AUDITOR
Presentation by: Suzanne Sinclair; Anne LaCour
Auditor Budget
Revenues. Anticipate revenues across the department to be fairly flat; recording fees dependent on the housing market. Receiving higher revenues from licensing, and hope that will continue and be
sufficient to off-set the reduced recording fees.
M&O. Will be lower over all by about 14%. Will eliminate rent for storage units once records are moved into the new records storage facility
Auditors O&M Fund
Revenues are largely dependent upon the number of recordings. This fund supports the Record
Manager position and will increase by about 9%. Plan to provide $30,000 for the Health
Department's Laserfiche installation. This fund, however, does not support on-going maintenance
costs of that system. Plan approximately $10,000 for capital equipment (replacement or upgraded
equipment) for the recording department.
Election Reserve Fund
Revenue. Can bill for elections conducted on behalf of junior taxing districts. Plan to use some accumulated fund balance if there is no transfer from Current Expense [this year only].
Expenditures. Because of new election software, printing costs are significantly less so far. Although anticipating a postage increase, have been able to reduce postage expenses using the bulk mailing program.
Supplemental Request (Explained in detail in the budget narrative)
1. Additional accountant position - total cost, with benefits, estimated $68,000
Funding of the position proposed from:
$ 6,000 formerly paid for rental unit for records
5,000 expenditure reductions
34,000 funded through grants monitored
23,000 funding to be determined
Commissioners generally supportive of the proposal relating to assistance with payroll and back-up, someone who would be able to take over the payroll function in the absence of the current employee while on sick or annual leave.
Budget comment. A lot of overhead for monitoring of grants is already billed; therefore all or a portion of the suggested $34,000 would have to go in the that portion of funding designated as
"funding to be determined".
Follow-up: Auditor discuss details, etc. of a seasonal versus part-time employee with the H.R.
Director.
Human Resources
Presentation by: Larry Larson
No increases proposed in M&O.
Supplemental Requests as described in detail within the budget narrative
Staffing
BUDGET DIRECTOR
Presentation by: Elaine Marlow
Budget Director
Expenditures M&O line includes an increase. Uses "By Request" to produce budget
reports and there is an associated cost for that, as well as maintenance on scanner. Also
included is an increase in the cost of advertising [Clerk of Board - legal ads for BOCC].
Miscellaneous Funds
Presentation by: Elaine Marlow
E-911 Fund. Fund collects wireless and switched access taxes that fund I-COM. Fund acts as a pass-through for those tax collections plus a pass through for I-COM state grants. Follow-up: Chairman will look into the possibility of putting something in place by which to collect 50 cents from voice-over IP calls as has been suggested by the Director of I-COM and
report back to the Board.
Homeless Housing Fund. Funded via an added $10 document recording fee split between the County and State. Proposed 2007 budget recognizes only the amount of revenue that will be spent next year. Annual revenue estimated at close to $170,000 - $175,000. Expenditures estimated at about $30,000 - the remainder of the contract with the Housing Authority to provide services to the homeless. The goal is to reduce homelessness in Island County by 50% within ten years.
Follow-up: Budget Director asked to contact the Director of the Housing Authority and discuss consequences, if any, of not meeting that goal.
Low Income Housing Fund. Supports Marjie's House and the units in Langley, spent in conjunction with the town and cities per interlocal agreement. The Budget recognizes revenue equal to the expenditures currently contracted for. An increase will be made for the application just approved at this morning's meeting. Funding source is also the added $10 document recording fee split between the County and State [on certain recorded documents, but not all].
Joint Tourism Promotion Fund. Not received a final budget at this time, thus the amount shown probably will change.
Rural Counties Sales Tax Fund. Revenue and expenditures not recognized for that fund because contracts associated with approved applications have not yet been approved. If contract is approved, a budget adjustment can be made at that time.
Current Expense-Overhead Allocation. Dollar amount at year's level pending later review.
PLANNING & COMMUNITY DEVELOPMENT DEPARTMENT
Presentation by: Phil Bakke; Edie Elerick
Includes integration of the Surface Water Program, and Fish & Salmon Recovery. Further identifies some of the program costs associated with the Surface Water Quality Monitoring program. Water
quality sampling expenditures will run in the neighborhood of $5500/month for lab costs. [Follow-up]: check on total dollar amount allocated.
Reviewed areas completed as of this date associated with Geo Hazard areas, Frequently Flooded Areas, Existing and In-going Agriculture. Currently about half complete with wetlands update and yet to come the Fish & Wildlife update component. [Budget narrative describes in detail;
GMA #8917]Proposing to prepare a RFP for permit tracking system.
GMA Consultant Contract for Two-Year Period. Mid-2005 amended consultant's contract to
include the GMA AG update process. That contract expires at the end of the year. Sub-consultants have been hired through that consultant contract. Looking at the next two year cycle, estimated costs of around $300,000 for 2007 and 2008 [depending on appeals] to keep the consultant involved and complete the Wetlands and Fish and Wildlife update, which will complete the County's GMA update. Had the AG issue not come along, the update would be finished today. Follow-up: Planning Director to review soon the potential for two-year consultant contract with the Judges.
Senior Planner/Critical Areas Specialist. New position, wetland and stream issues, especially important when the County adopts new regulations later this year - work program and education outreach that will be required.
Water Quality Monitoring Program - fixed costs [see narrative for itemization]. $106,554
Budget comment - revenue produced by Planning & Community Development Department has been adequate to cover expenses, but starting to top out. If building slows down, will need to re-evaluate staff.
EXECUTIVE SESSION
Chairman McDowell announced that the Board would meet in Executive Session at 2:15 p.m. instead of 3:15 p.m., as allowed under RCW 42.30.110(1)(i) to discuss with legal counsel potential litigation, to be held in the Office of the Planning Director, County Annex Building, 1 N. E. 6th Street, Coupeville, WA. He anticipated that the session would last several hours and did not expect an announcement afterwards in open public session.
There being no further business to come before the Board at this time, the meeting adjourned at 4:15 p.m. upon completion of the Executive Session. The next regular meeting of the Board is scheduled for September 18, 2006 beginning 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