The Board of Island County
Commissioners convened in Regular Session on January 22, 2007 at 11:00 a.m. for
a Roundtable with Elected Officials and Appointed
Department Heads, held in the Board of County Commissioners Hearing Room,
elected officials and appointed department heads
roundtable
Elected
Officials and Appointed Department Heads (or representative) Attending:
Phil Bakke Robert Bishop
Others: Diane
Kendy
Storing & Managing of Sensitive
Identity Information (removal and disposal of personal identification [RCW 19.215] and personal
information, notice of security breaches [RCW 42.56.590]). Late
2006 began looking at security of personal data and how various departments
handle. From Department Heads and Elected Officials
responses, Commissioner McDowell summarized
on-going issues:
·
While there may be some offices with redaction
policies in place, there is no Countywide policy.
· Employee leave accrual reports with social security numbers should be separated from paychecks. An alternative to consider is using only the last four digits of social security numbers.
Additional
questions and concerns that have been raised:
1. When an employee is no longer employed with the County, what is the policy to “wipe” the protected data from the laptop before the laptop is assigned to another employee?
Follow-Up: request a
written report from
2.
Are employees
allowed to take laptops that contain personal information outside the office? There are many
well-publicized situations where laptops with personal information have been
stolen.
Roundtable
discussion of the issue confirmed that some laptops are taken home or out in the
field, but those have unique passwords
and security in place. A comment noted
that the point of having laptops is portability. Suggestions/options made: store personal data on a USB drive, or on the server rather than a laptop; back up that data to County network on a daily basis.
Follow-up: As indicated in the September 7, 2006 letter
from the Attorney General, follow-up on
the offer of assistance from LEGIT [Law
Enforcement against Identify Theft), King County Prosecutor’s Office, Department of Licensing and Seattle Consumer
Protection Division, who are available
to provide assistance. Talk to
Emergency Office
Closure Procedures
The
Chairman explained that the Board recognizes the fact that it is very difficult
under certain inclement weather conditions for some employees to get to
work. However, the
Board of County Commissioners
makes the determination when to
make a declaration to close county offices, other than the courts. When employees choose not to come to work due to weather conditions, it is important that
Elected Officials and Appointed Department Heads inform those employees that in those circumstance they are required
to take vacation or leave without pay. Purchasing sufficient numbers of generators
is not the answer, not just because of the cost of purchase, but also that the availability of
fuel is compromised -- need to limit that in order to ensure adequate fuel supply to conduct necessary
activities.
Elected
Officials and Department Heads expressed comments and concerns about not being able
to conduct business without power in dark offices. Shutters at the Planning & Community
Development Department drop
automatically in a power outage, offices dark and no power for computers; it would make a world of difference to have even one computer
operational. Planning for a power outage and actually seeing what works and what does not when the power goes out would be worthwhile, with the suggestion to form a small committee to walk through with
Bill Oakes and Maintenance and make some
recommendations. Alternative employee jobs in times of power outages were
discussed, such as: cleaning,
organizing, filing, hand-receipts, and brain-storming things that
can be done during those times, and
potentially training using pre-canned training using the hearing room basement
since it has some power (EOC).
Elected
Officials and Department Heads were
invited to attend the January 24,
2007 Council of Governments meeting beginning at 9:00 a.m. in the Hearing Room to
hear a presentation by Puget Sound Energy
of the overall power grid for the Island,
and other issues related to power outages.
Amending Reasonable
H.R.
Director handed out a proposed amendment to the reasonable accommodation policy
for qualified individuals with a disability.
Should there be any questions or
concerns, please contact H.R. The matter will be scheduled on the Board’s
agenda February 5th in order to give everyone an opportunity to read
the policy prior to Board adoption.
Financial Services/HR
Computer Software Committee Update
Ms.
Marlow gave an update from the Financial System Replacement Committee on the
status of the financial services/HR computer software replacement project. The consultant group, Moss-Adams, hired to
assist the County through the replacement project, will make a presentation to the Board at 1:45 p.m. during the February 7 Staff Session, and report results of their assessment of the County’s processes,
indicate strengths and weaknesses and
review recommendations for a new system. Elected Officials and Department Heads are invited to attend.
Human Resources Update/Vision
HR
trying to provide a seamless way for departments to have access to the HR information, for
example: PAA request filled out electronically, submitted electronically,
and processed electronically, coming out at the other end
as a piece of paper. Looking also at the
voucher and payroll processes;
and employees having a certain amount of
access to their records in order to make changes needed for benefits, etc. or departments heads to
review.
Round Table
Discussion
Assessor. Closer to
getting the tax roll to the
Treasurer’s Office. Levy calculations
were given to
Clerk The
3-day/week position which was expanded to full time is now on board. The half time position has been filled as of
today.
Commissioners. Legislature is
in session. Governor’s legislation that
seems to have broad support both in the House and Senate is Sales Tax streamlining,
would mean an additional $350,000 to $400,000 for Island County Current Expense Fund.
Facilities. Expectation/guidelines from Commissioners as
far as various
requests to move Bank & Office furniture within different offices.
Board Guideline Confirmed: Before Departments
submit a request to Faculties for a move or change to Bank &
Office furniture, first come to
the Board to review the requested
changes in order to pursue the most economical way possible should changes be
necessary.
GSA. Board of Equalization will begin hearings March 6. Thus far approximately 1,000+ appeals filed.
Health Department. Flu vaccine available; check the Health
Department website for specifics.
Human Resources. H.R. training
class on “Interviewing” to be held on January 31, 2007 at 2:00 p.m.
Planning
& Community
Development. CAO will restart in the coming months, planning a number of
community meetings and hearings.
Public Works. Lots of unplanned work due to the
weather situation; cleaning up sand and branches for the third time. Cooperation
between first responders has been great.
Sheriff. Counterfeiter using 100 dollar bills arrested and turned
over to FBI; arrest made over the
weekend in the
Superior Court. Based upon
work load for joint judicial districts of San Juan – Island County, AOC indicated that three judges were needed, and drafted legislation which so far looks
very positive for that to occur
towards the end of July or first of
2008. In lieu of that,
Treasurer. Sold all but
two pieces of property in the tax foreclosure sale held last Friday. Gearing up now for the
current tax season.
Roundtable adjourned at Noon. Next
Roundtable scheduled to be held on February 26 @ 11:00 a.m.
The Board of Island County Commissioners (including Diking Improvement District #4) met at 1:30 p.m.. as scheduled to consider items contained on the agenda. The meeting opened with the Pledge of Allegiance. By unanimous motion, the Board approved the minutes of previous meetings from Regular Session held on January 8, 2007.
ApprovAL
OF DECEMBER Combined Excise Tax Return; PAYROLL; APPROVAL
OF 2006 AND 2007 VOUCHERS AND PAYMENT OF
BILLS
By unanimous motion, the Board approved the payroll dated January 12, 2007, the Combined Excise Tax Return for December 2006, and the following vouchers/warrants:
2007 Voucher (War) #254461 - 254619…………………………… $287,356.86 [incl. VARC Claim]
2006 Voucher (War) #254620 – 254731…………………………… $372,318.53
The Board further by unanimous motion ratified action taken during the January 17, 2007 Staff Session approving the following pre-audited bills and vouchers:
2006
Voucher (War.) #253653 – 253945…………………………………………… $261,045.50
2007
Voucher (War.) #253582 -
253652…………………………………………….. $37,942.12
Veterans Assistance Fund. Claim #V 7-1 was approved in the amount of $2,580.05 by unanimous motion of the Board, as recommended by the Veterans Assistance Review Committee [emergency financial assistance to eligible veterans; names and specific circumstances are confidential].
Hiring Requests &
Personnel Actions
As presented by
Department
PAA #
Description Position #
Action Eff. Date
Public Works 003/07
Seasonal Laborer
2254.03 Replacement
1/22/07
Sheriff 005/07
Dep. Officer
4014.01 Replacement 2/12/07
Juvenile Ct. Serv. 006/07
Juv. Prob. Couns. 1402.02 Replacement
2/26/07
Juvenile Ct. Serv. 007/07
Sup/Juv. Crt. Adm. 1400.00
Personnel Action 1/1/07
Contract with Human Resource
Services Inc. Northwest -
unemployment compensation management services
By unanimous motion, as presented and recommended by
WSAC Financial Services Corporation
Inmate Claims Administration Program Enrollment Form
The Board by unanimous motion approved Washington State Association of Counties (WSAC) Financial Services Corporation Inmate Claims Administration Program Enrollment Form entitling the County to participate in the program.
SPECIAL OCCASION LIQUOR LICENSES
APPROVED
The following Special Occasion Liquor License Applications were approved by unanimous motion of the Board, after receiving recommendations of approval from the Island County Sheriff and the Health Department:
Special
Occasion Liquor License #091224 by Camano Island Yacht Club, February 17, 2007 from 5:30 p.m. to 9:00 p.m.
at the Camano Island Yacht Club, 129 N. Sunset Drive, Camano Island, WA
Ratified
Chairman’s administrative approval
1/19/07 of Special Occasion Liquor
License by American Legion Post 92
for January 21, 2007 from 11:00 a.m. to
3:30 p.m. Camano Community Senior Center, Camano Island.
STAFF SESSION SCHEDULE ISSUED FOR FEBRUARY
By unanimous motion, the Board approved the February, 2007 Staff Session schedule, outlining regular staff sessions scheduled for February 7 and 21 beginning at 9:00 a.m.
Volunteers of
The Board by unanimous motion
approved a Contract with Volunteers of America Western Washington for operation of the
Contract
with Boart Longyear Company for installation of monitoring network wells
Pursuant to the recommendation of
Tim L. McDonald, Health Services Director, by memorandum dated January 17,
2007, the Board by unanimous motion approved Contract #HD-02-07 with Boart
Longyear Company for installation of monitoring network wells, in the amount of $179,659.95 (RM-HLTH-06-0119).
Contract
with Porter Group LLC for services performed by Rex Porter to carry out duties
of the Island County Marine Resources Committee Executive Director
By unanimous motion, the Board approved a Contract with Porter Group LLC for services performed by Rex Porter to carry out duties of the Island County Marine Resources Committee Executive Director, in the amount of $12,240 (RM-WSU-07-0006).
Review Monthly Financial
Reports from Auditor AND Treasurer
Auditor
Anne LaCour, Chief Deputy Auditor, submitted a copy of the Island County Auditor’s written Revenue and Expenditure report for the period ending December 31, 2006, the target percentage 100%. Current Expense revenue is a little over while expenditures are slightly under 100%. The Sheriff’s Department expenditures are a little above the 100% target which has to do with fuel costs, special assignment wages year to date and operating supplies.
Treasurer
Lois Rusher, Chief Deputy
Treasurer, provided
the written Island County Treasurer's Report
for Cash Revenue/Budget - Current Expense, for the period ending December 31, 2006. Ms. Rusher confirmed that revenues remained
pretty much on target, and those items less than projected basically had to do
with grants yet to be received. She pointed out under miscellaneous revenue
dollars that had been received back from the State from unclaimed property. [reports are on file
with the Clerk of the Board]
Certification
of 2007 Road Levy & Estimated Revenue Produced
The Board by unanimous motion authorized Chairman Shelton’s signature on the Certification of 2007 Road Levy & Estimated Revenue Produced – County Road Administration Board (CRAB) once the form is completed with figures provided by the appropriate County officials.
SUPPLEMENTAL AGREEMENTS APPROVED
On recommendation of Bill Oakes, Public Works Director, the Board by unanimous motion approved the following Supplemental Agreements:
·
Supplemental
Agreement No. 1 – PW-0620-101(A) between
·
Supplemental
Agreement No. 2 – PW-0220-25(B) between
[Pulled from today’s agenda, to be re-scheduled in the
future: Supplemental Agreement No. 1 – PW-0620-128;
Island County and South Whidbey Commons, Inc.; revision to services and time of
performance]
Policy
- Motorist Information Signs (MIS) & Tourist Oriented Direction Signs
(TODS)
As presented by Mr. Oakes, the Board
by unanimous motion approved a policy with regard to Motorist Information
Signs (MIS) & Tourist Oriented Direction Signs (TODS), defining
PERMANENT DRAINAGE EASEMENTS APPROVED –
The following Permanent Drainage Easements associated with the Greenbank Drive Outfall project under Work Order 324 were approved by unanimous motion of the Board:
Permanent Drainage Easement – PW-0620-115 between Island County and Greenbank Estates, Divisions
#1 & #2, Community Association, Inc., Parcel S7045-00-0000A.
Permanent
Drainage Easement – PW-0620-115 between
Amendment
C - PW-0620-100 - Washington State Department of Community Trade
& Economic Development (CTED)
The Board by unanimous motion approved Amendment C - PW-0620-100 between
Purchase
Order #7222 - Generator
for the South Whidbey Sheriff's Precinct
The Board by unanimous motion approved Purchase Order #7222 for the purchase of a generator for South Whidbey Sheriff's Precinct, from Jerry Beck & Company, Inc., in the amount of $7,775.23 (including SST).
Resolution
#C-6 -07 (PLG-005-07) - COMBINing
THE CAMALOCH EVERGREEN ACRES WATER SYSTEM SERVICE AREA AND THE CAMANO
PLAZA WATER SYSTEM SERVICE AREAS AND INCORPORATING THE AMENDMENT INTO THE ISLAND COUNTY
COORDINATED WATER SYSTEM PLAN
By unanimous motion, the
Board approved Resolution #C-6 -07 (PLG-005-07)
In the matter combining the Camaloch Evergreen Acres Water System
Service Area and the Camano Plaza Water System Service Areas and incorporating
the amendment into the Island County
Coordinated Water System Plan. [Resolution #C-6-07 on file with the Clerk of the Board]
Resolution
#C-7-07 (PLG-006-07) - EXPANDING AND CORRECTING THE CAMANO CITY WATER
SYSTEM SERVICE AREA AND INCORPORATING THE CAMANO CITY WATER SYSTEM SERVICE AREA
BOUNDARY INTO THE ISLAND COUNTY COORDINATED WATER SYSTEM PLAN
Mr. Tate presented and discussed proposed Resolution #C-7-07 (PLG-006-07) In the matter of expanding and correcting the Camano City Water System Service Area and incorporating the Camano City Water System Service Area boundary into the Island County Coordinated Water System Plan. In this case, Exhibit A shows the service area boundary proposed. There are some old lots within Camano City Community Club that have historically been on individual wells which today would not be approved. A number of those residents connected to Camano City Water System. The expansion of this service area is more of an in-filling and is viewed as a positive action from the perspective of the CWSP which seeks to utilize water resources more efficiently.
By unanimous motion, the Board approved Resolution #C-7-07 (PLG-006-07) In the matter of expanding and correcting the Camano City Water System Service Area and incorporating the Camano City Water System Service Area boundary into the Island County Coordinated Water System Plan. [Resolution #C-7-07 on file with the Clerk of the Board]
Resolution
#C-8-07 (PLG-007-07) - Incorporating The Existing Gross Lake Ridge
Water System Service Area Boundary into the Island County Coordinated Water System Plan, amending the Goss Lake
Ridge Acres water system service area
Resolution #C-8-07 (PLG-007-07) In the matter of Incorporating The Existing Gross Lake Ridge Water System Service Area Boundary into the Island County Coordinated Water System Plan, amending the Goss Lake Ridge Acres water system service area was presented for the Board’s consideration and approval by Mr. Tate. This particular amendment and resolution recognizes the water system that serves the Plat of Goss Lake Ridge, which was not previously incorporated into the CWSP when the Plan was adopted in 1990. After review, staff the proposal consistent with the goals and policies of the CWSP.
By unanimous motion, the Board approved Resolution #C-8-07 (PLG-007-07) In the matter of Incorporating The Existing Gross Lake Ridge Water System Service Area Boundary into the Island County Coordinated Water System Plan, amending the Goss Lake Ridge Acres water system service area. [Resolution #C-8-07 on file with the Clerk of the Board]
[Pulled from today’s agenda – to be rescheduled: Resolution PLG-004-07 - Amending
Camano Hills Water Company
Service Area]
EXECUTIVE SESSION
Chairman Shelton announced the Board would meet in
Executive Session at 3:00 p.m.
under provisions of R.C.W. 42.30.110 (1) (i) to discuss
potential litigation. He
estimated the session would last approximately 30 to 45 minutes, and did not
expect an announcement
afterwards in open public session. The
Executive Session was held in
Room #215 of the
There
being no further business to come before the Board, the meeting adjourned at
3:45 p.m. after
completion of the Executive
Session. The next regular meeting
of the Board will be held on February 5, 2007, beginning at
9:30 a.m.
BOARD OF
Mike Shelton, Chairman
Wm. L. McDowell, Member
ATTEST:
Clerk of the Board