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Home My WebLink Aboutord2004-035WHATCOM COUNTY COUNCIL AGENDA BILL NO. 2C C)4 -214- CLEARANCES Initial Date Date Received in Council 0-Tice A enda hate Assigned to: Originator. Executive Qhatce 05118 Intro Division Head: 06101 Finance Committee; Council Dept. Head: AS Dept Prosecutor ;i •�T/ 0$'lr PurchasinglAudger: C )g Executive: Pete Kamen SUBJECT: 2004 Supplements Budget Request #6 ATTACHMENTS: Ordinance, Memoranda & Budget Modification Requests SEPA review required? ( ) Yes ( x ) NO Should Clerk schedule a hearing P ( ) Yes ( x ) NO SEPA review completed? ( ) Yes ( x ) NO Requested Date: SUMMARYSTATEMENT: Distribution Request Supplemental #6 requests funding from the General Fund: Indicate those who should receive a copy after Council action. (I) To appropriate $17,000 in Planning and Development, Building Services to 6inspecAc names to the right. fund overtime. ADS Facilities Management (1) To appropriate $15,436 in Planning and Development, Building Services to fund temporary "utility "stafperson. ADS Finance Brad Bennett ADSHuman Resources (3) To appropriate $23,060 in Planning and Development, Building Services to ADSlmo Services fund vehicle purchase and monthly maintenance. (4) To appropriate $3,860 in Planning and Development, Building Services to Assessor fund computers and data line. (5) To appropriate $17,000 in Planning and Development, Land Use Division to Aadltor Cooperative Extension fund overtime District Coma (6) To appropriate $4,264 in Planning and Development, Land Use Division to fund computers and data line. (7) To appropriate $17,206 in Planning and Development, Planning Division to fund additional watershed inspection FTE (Planner 1). (8) To appropriate $29,700 in Planning and Development to fund PermiNPlan Estate" Linda Kasper Dewey Desler Health Hearing Examiner database conversion. (9) To appropriate $35,000 in Planning and Development to fund One Stop Shop fail website. (10) To appropriate $63,658 in Public Defender to fund a twelve -month Deputy B position. dormant Parks Planning From the Convention Center Fund. Prosecutor (11) To appropriate $8,000 to fund advertising to promote tourism in connection the Baker's Breakfast Cookie International Triathlon. Public Works sheriff Superior Cause From the Real Estate Excise Tax Fund. Treasurer (12) To appropriate $593, 000 to fund Division Street land purchase from the City. 2004 -214 51112004'. Introduced 61112004 Adopted 6 -0, Nelson absent, Ord. #2004 -035 Ordinance or Resoio (this item): �Y' ber S SPONSORED BY: Consent PROPOSED BY: Executive INTRODUCTION DATE: 05/18/04 ORDINANCE NO. 2904 -935 AMENDMENT NO. 6 OF THE 2004 BUDGET WHEREAS, the 2004 budget was adopted November 5, 2003; and, WHEREAS, changing circumstances require modifications to the approved 2004 budget; and, WHEREAS, the modifications to the budget have been assembled here for deliberation by the Whatcom County Council. NOW, THEREFORE, BE IT ORDAINED by the Whatcom County Council that the 2004 Whatcom County Budget Ordinance #2003 -056 is hereby amended by adding the following additional amounts to the budgets included therein: Additionally, Exhibit B to the 2004 Budget Ordinance entitled "Authorized Positions" should be amended to include the following FTE in Planning and Development Services: 1 Planner I, Planning Division ":i uCrO IIN,_ .rune , 2004. Dana Brown DaNe;W0cil • r APPROVED AS TO FORM: WHATCOM COUNTY COUNCIL W TCOM COUNTY, WASHINGTON Dan McSbat(e, Chair of the Council T:\BUDGET\SUPPLS\2004—SUPPL\Supplementa1 #6.doc ( ) Denied Executive Expenditures Revenues Net Effect General Fund Planning and Development Services 172,528 172,528 0 Public Defender 63 658 0 63 658 Total General Fund 236 184 172 528 63 858 Convention Center Fund 8 000 0 8 o00 Real Estate Excise Tax Fund 593 000 0 593 000 Total Add9 Supplemental aazaA I uum= I 6fi4.658 Additionally, Exhibit B to the 2004 Budget Ordinance entitled "Authorized Positions" should be amended to include the following FTE in Planning and Development Services: 1 Planner I, Planning Division ":i uCrO IIN,_ .rune , 2004. Dana Brown DaNe;W0cil • r APPROVED AS TO FORM: WHATCOM COUNTY COUNCIL W TCOM COUNTY, WASHINGTON Dan McSbat(e, Chair of the Council T:\BUDGET\SUPPLS\2004—SUPPL\Supplementa1 #6.doc ( ) Denied Executive WHATCOM COUNTY Summary of the 2004 Supplemental Budget Ordinance No. 6 Department/Fund Description Increased Expenditure (Decrease) (Increased) Revenue Net Effect to Fund Balance (Increase) Decrease General Fund Planning and Development Services To fund overtime in Building Services 17,000 17,000 0 Planning and Development Services To fund temporary "utility" staff in Building Services. 15,436 15,436 0 Planning and Development Services To fund vehicle purchase and maintenance in Building Services. 23,060 23,060 0 Planning and Development Services To fund computers and data line in Building Services 3,860 3,860 0 Planning and Development Services To fund overtime in Land Use Division. 17,000 17,000 0 Planning and Development Services To fund computers and data line in Land Use Division. 4,264 4,264 0 Planning and Development Services To fund additional Watershed Inspection FTE in Planning Division. 27,206 27,206 0 Planning and Development Services To fund PermiCPlan database conversion. 29,700 29,700 0 Planning and Development Services To fund One Stop Shop website. 35,000 35,000 0 Public Defender To fund a twelve -month Deputy II position. 63 658 0 63 658 Total General Fund 236 184 (172,526) 63 658 Convention Center Fund To fund advertising to promote tourism in connection with the Baker's Breakfast Cookie International Triathlon. 8 600 0 8 000 Real Estate Excise Tax Fund To fund Division Street land purchase from the City. 593 000 0 593 000 Total Add'I Supplemental It \BUDGET \SUPPLS \2004 SUPPL \Supplemental #6:.doc WHATCOM COUNTY BUDGET MODIFICATION REQUEST Department: Planning & Develoment Servcies Requested By: Hal H. Hart The following budget modification is requested: Budget Transfer ' X Budget Supplemental " SOURCE: (Accounts to transfer from or funding source for supplemental) 800.4322.1000 Blds, Structures, Equip 8,500 800.4345.8310 Plan Check Fees 8,500 $ 17,000 ACCOUNTS TO INCREASE: 830.6140 Overtime 17,000 $ 17,000 PURPOSE OF TRANSFER OR SUPPLEMENTAL: Use of revenues for staff overtime to assist with the reduction of permit application backlog and provide predictability in service. Authorized By: Department Head: it, —Date: Executive's Office: Date Posted: kf- c./misdformslbutl motl Date: By: Outcome -Based ASR/SUPPLEMENTAL /Supplemental Text Addendum to ASR/SUPPLEMENTAL# This request is for: New Service Enhancement to Existing Service/ Additional Overtime $ 17,000 Other Expenditure ($ 5,000 or greater) Problem Description a.) Describe the problem this request addresses and why Whatcom County needs to address it. The increased volume of residential applications (verified 550 +appts to submit to July 151h) requires additional inspector, plans examiners and counter staff overtime to help keep permit turnaround times within expected time frames. 2. Customer a) Who are the primary customers for this service? The public, general contractors and construction industry . b) What customer need will the ASR /SUPPLEMENTAL address? This will help stay on top of permit applications and their processing time. Often customers work within a financial timeframe to acquire their financing and need predictability in government services. c) How will this improve customer service? The public has been very supportive of staff and this will compensate staff that are working overtime to keep the work moving and on time. 3. Description a) Describe the proposed activity or service. Overtime for building service staff to continue doing the high volume that is being generated by the many building permits. b) Specify the advantages of this ASR/SUPPLEMENTAL's approach to the problem and what other approaches you have considered. Why is the ASR/SUPPLEMENTAL's approach superior to other possible solutions? Building Services is doing a number of different things to get the work done. Overtime is just one of the many things we are doing. ie..3rd party plans examiner, additional temporary plans examiner (already budgeted & approved), and we are looking to create a unique position on a temporary basis to do a number of different things, when needed. 4. Outcomes a) Describe the expected outcomes from this ASR /SUPPLEMENTAL. Work will continue to flow, and be predictable. b) What is the date the expected outcomes will occur? H:\BUDGE\2004 \Supplemental Work\May 2004 Council\ASR 830 for overtime 041904.doc Immediately. c) If there are interim targets (milestones), what are they and when will these occur? We are already doing plan reviews on overtime. d) How will you know whether the outcomes happened? We are not yet behind in residential plans reviews -we will be if all the plans come in that we have appointments for. 5. Justification a) Describe why the taxpayers of Whatcom County would perceive this ASR /SUPPLEMENTAL as a good investment. The construction industry is very important to Whatcom Co. It is our job to deliver a predictable level of service. The permit fees pay for a part of this service and should be spent to make it run smoothly. b) Does this ASR /SUPPLEMENTAL address a specific goal from the Whatcom County Strategic Plan? If not, how does it relate to the Plan? 1 -A, 2 -13, 3 -A Yes, it addresses elements for customer service and the economic support of our community. c) What are the potential impacts, including cost savings, on other County departments? The Engineering Division and the Health Department are also involved in the permit process. This will help us serve them as well. 6. Key Players a) Who will be responsible for implementing this ASR /SUPPLEMENTAL? Sam Ryan b) Who will measure its success in terms of outcomes? Sam Ryan, Hal Hart c) Specify any other persons or agencies whose involvement is critical for this ASR/SUPPLEMENTAL to succeed. Indicate how and why they will cooperate.n /a Potential Funding Sources a) If this ASR/SUPPLEMENTAL is not supported with fees or grant revenues, describe any potential fees or grants that would support this ASR/SUPPLEMENTAL. Permit fees will support this request. H: \6UDGEP2004 \Supp1ementa1 Work\May 2004 Council\ASR 830 for overtime 041904.doc WHATCOM COUNTY BUDGET MODIFICATION REQUEST Department: Planning & Development Services Requested By: Hal H. Hart The following budget modification is requested: Budget Transfer X Budget Supplemental "' SOURCE: (Accounts to transfer from or funding source for supplemental) 800.4322.1000 Blds, Structures, Equip 7,718 800.4345.8310 Plan Chk Fees 7,718 $ 15,436 ACCOUNTS TO INCREASE: 830.6110 Salaries 11,094 830.6210 Retirement 207 830.6230 Soc. Security 1,131 830.6245 Medical 2,200 830.6255 Other H &W Benefits 424 830.6259 Worker's Comp 305 830.6269 Unemployment 74 $ 15,436 PURPOSE OF TRANSFER OR SUPPLEMENTAL Use of revenues for a utility person to assist where needed in the permit process. Authorized By: Department Head: Date' Executive's Office: Date Posted: kf- c /miseo"s /butl mod Date: 0 Outcome -Based ASR/SUPPLEMENTAL/Supplemental Text Addendum to ASR /SUPPLEMENTAL# This request is for: Temporary "Utility" Person(over six months). New Service Enhancement to Existing Service -X Other Expenditure ($ 5,000 or greater) Estimate $15,436 until year end Problem Description a.) Describe the problem this request addresses and why Whatcom County needs to address it. The volume of permit activity, inspections, plan reviews has exceeded the projections for the year. We are not able to keep up. The "Utility" position is a fully trained person to fit in wherever the need is greatest -ie., inspections if we are needing an inspector, plans examining if we need help there or help at the counter (especially as we transition to One - Stop). This is a 20 -24 hour weekly position to help keep up. 2. Customer a) Who are the primary customers for this service? The public, construction community and the staff here. b) What customer need will the ASR/SUPPLEMENTAL address? It will help maintain the high level of customer service that we strive for. c) How will this improve customer service? It will maintain customer service, and keep our permit processing from falling behind. 3. Description a) Describe the proposed activity or service. The service will vary depending on the flow of work over six months. If we need more help at the counter, or training this person will be qualified to do it. If we need an additional inspector, the "utility" person will be qualified to do that, the same for plans examiners. b) Specify the advantages of this ASR /SUPPLEMENTAL's approach to the problem and what other approaches you have considered. Why is the ASR /SUPPLEMENTAL's approach superior to other possible solutions? We were going to submit for a temporary field inspector -we need an inspector sometimes, but not always. We do not want a fulltime person when with careful planning we will be able to direct a qualified utility person where the workload is needed. We have considered professional services, but that is usually more expensive and not as flexible as the position we are seeking. 4. Outcomes H:\BUDGETQ00MSupplemental WorkMay 2004 Council\ASR 830 for Utility Position 42204.doc a) Describe the expected outcomes from this ASR /SUPPLEMENTAL. Stay on top of the permit process. b) What is the date the expected outcomes will occur? Immediately on hire. c) If there are interim targets (milestones), what are they and when will these occur? n/a d) How will you know whether the outcomes happened? The public will let us know. 5. Justification a) Describe why the taxpayers of Whatcom County would perceive this ASR /SUPPLEMENTAL as a good investment. The public would consider this a good investment because it targets the service where the need is. This very often is a changing situation. b) Does this ASR/SUPPLEMENTAL address a specific goal from the Whatcom County Strategic Plan? If not, how does it relate to the Plan? 1 -A, 2 -A. 2 -I3, 4 -A Yes, it does as it relates to efforts to maintain a high level of customer service and to help the economic stability of the County. c) What are the potential impacts, including cost savings, on other County departments? The departments already affected by the large number of permits are PDS, the Health Dept. and County Engineering. The additional coordination offered by a trained person familiar with our permit process will help us all. 6. Key Players a) Who will be responsible for implementing this ASR /SUPPLEMENTAL? Sam Ryan b) Who will measure its success in terms of outcomes? Hal Hart, Sam Ryan, the public. c) Specify any other persons or agencies whose involvement is critical for this ASR /SUPPLEMENTAL to succeed. Indicate how and why they will cooperate.n /a Potential Funding Sources a) If this ASR /SUPPLEMENTAL is not supported with fees or grant revenues, describe any potential fees or grants that would support this ASR /SUPPLEMENTAL. This position will be supported by building permit fees. H:\BUDGE'\2004 \Supplementa1 Work\May 2004 Council\ASR 830 for Utility Position 42204.doc WHATCOM COUNTY BUDGET MODIFICATION REQUEST Department: Planning & Development Services Requested By: Hal H. Hart The following budget modification is requested: Budget Transfer X Budget Supplemental " SOURCE: (Accounts to transfer from or funding source for supplemental) 800.4322.1000 Bids, Structures, Equip 11,530.00 800.4545.8310 Plan Check Fees 11,530.00 $ 23,060 ACCOUNTS TO INCREASE: 830.6869.501 ER &R 3,060 830.9201 Residual Equity Transfer Out 20,000 $ 23,060 PURPOSE OF TRANSFER OR SUPPLEMENTAL: Use of revenues for acquisition of an inspection vehicle - small pickup and maintenance for the remaining 6 months. Authorized By: Department Head: Executive's Office: Date Posted: kf- c'. /misdforms /butl motl Date: By: 5 -17- Outcome -Based ASR/SUPPLEMENTAL /Supplemental Text Addendum to ASR /SUPPLEMENTAL# This request is for: New Service Enhancement to Existing Service - Vehicle Other Expenditure ($ 5,000 or greater) $23,060 Problem Description a.) Describe the problem this request addresses and why Whatcom County needs to address it. We do not have enough vehicles to meet the inspection need. The "utility" position will be doing field inspections and a vehicle is needed to do this and flex with inspector needs in other divisions. 2. Customer a) Who are the primary customers for this service? The public and building community as the inspectors review their permit applications. b) What customer need will the ASR /SUPPLEMENTAL address Continue to provide customer service and timely inspections. c) How will this improve customer service? It will maintain the 24 hours turnaround in inspections. 3. Description a) Describe the proposed activity or service. The "utility" person needs a vehicle to do field inspections as well as other inspectors in the department have intermittent need for use of a vehicle. b) Specify the advantages of this ASR/SUPPLEMENTAL's approach to the problem and what other approaches you have considered. Why is the ASR /SUPPLEMENTAL's approach superior to other possible solutions? Although the "utility" person is a temporary special position, the vehicle will provide necessary transportation for their inspections as well as for inspectors in other divisions of the department. Staff have often had to use personal vehicles and this is not professional in the field. Outcomes a) Describe the expected outcomes from this ASR/SUPPLEMENTAL Timely inspections.. b) What is the date the expected outcomes will occur? As soon as the vehicle is purchased and the temporary person is on board we will see results. HABUDGET\2004 \Supplemental Work \May 2004 Council\ASR 830 for vehicle 42204.dw c) If there are interim targets (milestones), what are they and when will these occur? How will you know whether the outcomes happened? We will be able to keep on top of inspections. 4. Justification a) Describe why the taxpayers of Whatcom County would perceive this ASR/SUPPLEMENTAL as a good investment. Whatcom County Strategic Plan? If not, how does it relate to the Plan? 1 -A, 1 -D, 2 -B, 4 -A Yes, it does as it relates to efforts to maintain a high level of customer service and to help the economic stability of the county. b) What are the potential impacts, including cost savings, on other County departments? We will be able to complete inspections in a timely manner thereby maintain permit timelines. 5. Key Players a) Who will be responsible for implementing this ASR /SUPPLEMENTAL? Sam Ryan b) Who will measure its success in terms of outcomes? Hal Hart, Sam Ryan, the public. c) Specify any other persons or agencies whose involvement is critical for this ASR/SUPPLEMENTAL to succeed. Indicate how and why they will cooperate. ER &R will be involved for the purchase and maintenance of this vehicle. 6. Potential Funding Sources a) If this ASR /SUPPLEMENTAL is not supported with fees or grant revenues, describe any potential fees or grants that would support this ASR/SUPPLEMENTAL. The vehicle will be paid for by building permit fees. A:\BUDGBT\2004 \Supplemental WorkWay 2004 Council\ASR 830 For vehicle 42204.doc WHATCOM COUNTY BUDGET MODIFICATION REQUEST Department: Planning & Development Services Requested By: Hal H. Hart The following budget modification is requested: Budget Transfer X Budget Supplemental " SOURCE: (Accounts to transfer from or funding source for supplemental) 800.4322.1000 Blds, Structures, Equip $ 3,860 ACCOUNTS TO INCREASE: 830.7420 Computer Equipment 3,660 830.7060 Repairs & Maintenance 200 $ 3,860 PURPOSE OF TRANSFER OR SUPPLEMENTAL: Use of revenues supplement existing monies for purchase of two laptops and one data /voice line drop. Authorized By �� rr��f Department Head: r 5 Date: 5`17` Uc� Executive's Office: Date Posted: kf-c /misOorms0utl motl Date: Outcome -Based ASR/SUPPLEMENTAL /Supplemental Text Addendum to ASR/SUPPLEMENTAL# This request is for: New Service Enhancement to Existing Service - Computers & Data Lines $ 3,860 Ll Other Expenditure ($ 5,000 or greater) Problem Description a.) Describe the problem this request addresses and why Whatcom County needs to address it. The request for computer support is tied into last years request and will ultimately result in 2 lap top computers. The price on the computer increased so we were not able to purchase one with the funds allocated. This request will balance it out and allow a computer for use by the "utility" person and one other inspector. 2. Customer a) Who are the primary customers for this service . The public and contractors are the primary customers. b) What customer need will the ASR/SUPPLEMENTAL address? Record keeping and tracking permits. c) How will this improve customer service? It will help the temporary person help the public and provide staff with needed tools. 3. Description a) Describe the proposed activity or service. The computer is needed to be able to use the permit tracking system and do data entry for the tracking system while doing plans examining. b) Specify the advantages of this ASR /SUPPLEMENTAL's approach to the problem and what other approaches you have considered. Why is the ASR /SUPPLEMENTAL's approach superior to other possible solutions? The "utility" position was not originally included in the budget, so these additional supplies were also not included. They are tools that are used on a daily basis. 4. Outcomes a) Describe the expected outcomes from this ASR /SUPPLEMENTAL Ability to document inspections, do data entry and respond to the public on current permits are all part of our computer tracking system. b) What is the date the expected outcomes will occur? When the equipment is received and staff have the tools. H:\BUDGET2004 \Supplemental WorkWay 2004 Council\ASR 830 for computer data lines 42202.doc c) If there are interim targets (milestones), what are they and when will these occur? How will you know whether the outcomes happened? N/A 5. Justification a) Describe why the taxpayers of Whatcom County would perceive this ASR /SUPPLEMENTAL as a good investment. Whatcom County Strategic Plan? If not, how does it relate to the Plan? 1 -A, 1 -C, 1 -D, 2 -A, 2 -13, Yes it does as it relates to efforts to maintain a high level of customer service and to help the economic stability of the county. b) What are the potential impacts, including cost savings, on other County departments? When staff have the necessary tools for their work there is no loss of time and subsequent loss of money. Key Players a) Who will be responsible for implementing this ASR /SUPPLEMENTAL? Sam Ryan b) Who will measure its success in terms of outcomes? Hal Hart, Sam Ryan, the public. c) Specify any other persons or agencies whose involvement is critical for this ASR /SUPPLEMENTAL to succeed. Indicate how and why they will cooperate. I.S. and Finance will be involved in the purchase and set up of the laptops. 7. Potential Funding Sources a) If this ASR /SUPPLEMENTAL is not supported with fees or grant revenues, describe any potential fees or grants that would support this ASR /SUPPLEMENTAL. This request is supported by building permit fees. H:\BUDGET\2004 \Supplemental WorkWay 2004 CounciMSR 830 for computer data lines 42202.doc WHATCOM COUNTY BUDGET MODIFICATION REQUEST Department: Planning & Development Services Requested By: Hal H. Hart The following budget modification is requested: Budget Transfer . X Budget Supplemental " SOURCE: (Accounts to transfer from or funding source for supplemental) 800.4322.1000 Blds, Structures, Equip 17,000 $ 17,000 ACCOUNTS TO INCREASE: 820.6140 Overtime 17,000 $ 17,000 PURPOSE OF TRANSFER OR SUPPLEMENTAL' Use of revenues for staff overtime to assist with the reduction of permit backlog and provide predictability in service. Authorized By: Department Head: Executive's Office: Date Posted: kf- c/misclforms /butl motl Date: By: Outcome -Based ASR Addendum to ASR# _ This request is for: Land Use Division Overtime ($17,000) ❑ New Service ® Enhancement to Existing Service ❑ Other Expenditure ($ 5,000 or greater) Problem Description a.) Describe the problem this request addresses and why Whatcom County needs to address it. Seasonal workload increases during the longer building time of year require additional staff hours. 2. Customer a) Who are the primary customers for this service? Applicants for land use and natural resources permits and reviews. b) What customer need will the ASR address? This ASR will address public inquiries and development applications. c) How will this improve customer service? This will enable Whatcom County to meet requirements of Whatcom County code 2.33 as well as address natural resource reviews and inquiry needs. 3. Description a) Describe the proposed activity or service. Meet fluctuating need for land use and critical areas review support. b) Specify the advantages of this ASR's approach to the problem and what other approaches you have considered. Why is the ASR's approach superior to other possible solutions? This ASR will address the need for additional review assistance. 4. Outcomes a) Describe the expected outcomes from this ASR. Maintain workload benchmarking and regulatory requirements. b) What is the date the expected outcomes will occur? This ASR will be utilized throughout the year. c) If there are interim targets (milestones), what are they and when will these occur? There are no fixed milestones. Usage of overtime is applied to address workload needs in specific areas of land use and natural resources. d) How will you know whether the outcomes happened? Page 1 of 2 H iBUDGE�004\3upplemental WorkWay 2004 CounciMSR 820 for Overtime. doc By addressing the fluctuating of the land use reviews and permits. 5. Justification a) Describe why the taxpayers of Whatcom County would perceive this ASR as a good investment. This maintains the expected and regulated timeframes for permit processes and reviews. b) Does this ASR address a specific goal from the Whatcom County Strategic Plan? If not, how does it relate to the Plan? Policy #2, goal 2a and goal 2b. c) What are the potential impacts, including cost savings, on other County departments? Other county departments receive the same benefit as the public for permits and reviews. 6. Key Players a) Who will be responsible for implementing this ASR? Land use and natural resources staff. b) Who will measure its success in terms of outcomes? Planning and Development Services management team. c) Specify any other persons or agencies whose involvement is critical for this ASR to succeed. Indicate how and why they will cooperate. The land use and natural resources staff will administer this. Potential Funding Sources a) If this ASR is not supported with fees or grant revenues, describe any potential fees or grants that would support this ASR. Supported by increases in land use and natural resources revenues. Page 2 of 2 _ H: \BUDGET 004 \Supplemental Work \May 2004 CowciIWSR 820 for Overtme.doe WHATCOM COUNTY BUDGET MODIFICATION REQUEST Department: Planning & Development Services Requested By: Hal H. Hart The following budget modification is requested: Budget Transfer X Budget Supplemental " SOURCE: (Accounts to transfer from or funding source for supplemental) 800.4322.1000 Blds, Structures, Equip 4,264 $ 4,264 ACCOUNTS TO INCREASE: 820.7420 Computer Equipment 4,064 820.7060 Repairs & Maintenance 200 $ 4,264 PURPOSE OF TRANSFER OR SUPPLEMENTAL Use of revenues for acquisition of one laptop & one desktop & one data /voice line drop to be used by seasonal staff to perform function. Authorized By: Department Head:_ ! Date: ' MV Executive's Office: Date Posted: kf- cimisdforms /butl motl Date: 0 Outcome -Based ASR Addendum to ASR# This request is for: Computers and data line installation ($4,264) ❑ New Service ® Enhancement to Existing Service ❑ Other Expenditure ($ 5,000 or greater) Problem Description a.) Describe the problem this request addresses and why Whatcom County needs to address it. Additional computers and installation of data lines are required for staff needs. 2. Customer a) Who are the primary customers for this service? Land use and natural resources staff. b) What customer need will the ASR address? This will address the need for computer workstations. c) How will this improve customer service? Will enable Whatcom County staff to work in an adequate environment. 3. Description a) Describe the proposed activity or service. Purchase of additional computers and installation of data lines. b) Specify the advantages of this ASR's approach to the problem and what other approaches you have considered. Why is the ASR's approach superior to other possible solutions? This ASR addresses the minimum requirements for computer workstations. 4. Outcomes a) Describe the expected outcomes from this ASR. This ASR should help staff workers use existing space more efficiently. b) What is the date the expected outcomes will occur? This ASR will be utilized throughout the year. c) If there are interim targets (milestones), what are they and when will these occur? There are no fixed milestones. d) How will you know whether the outcomes happened? By addressing the request and concerns of the land use and natural resources staff. Page 1 of 2 H OUDGET 0041 upplemental WorkWay 2004 CouncilASR 820 for Computers and Data lines.doc 5. Justification a) Describe why the taxpayers of Whatcom County would perceive this ASR as a good investment. This maintains the appropriate level of computer workstations. b) Does this ASR address a specific goal from the Whatcom County Strategic Plan? If not, how does it relate to the Plan? This ASR addresses Goal 1 B, Goal 2B, Goal 5A, and Goal 5C. c) What are the potential impacts, including cost savings, on other County departments? Not applicable. 6. Key Players a) Who will be responsible for implementing this ASR? Land use and natural resources staff. b) Who will measure its success in terms of outcomes? Planning and Development Services management team. c) Specify any other persons or agencies whose involvement is critical for this ASR to succeed. Indicate how and why they will cooperate. The land use and natural resources staff will administer this. Potential Funding Sources a) If this ASR is not supported with fees or grant revenues, describe any potential fees or grants that would support this ASR. Supported by increases in land use and natural resources revenues in the development process. Page 2 of 2 H:SUDGET 004 \Supplemental WorkWay 2004 CounciMSR 820 for Computers and Data lmes.doc WHATCOM COUNTY BUDGET MODIFICATION REQUEST Department: Planning & Development Services Requested By: Hal H. Hart The following budget modification is requested: Budget Transfer X Budget Supplemental .. SOURCE: (Accounts to transfer from or funding source for supplemental) 800.4322.1000 27,206 $ 27,206 ACCOUNTS TO INCREASE: 2500.6110 Salaries 18,364 2500.6210 Retirement 257 2500.6230 Soc. Security 1,406 2500.6245 Medical 3,300 2500.6255 Other H & W Benefits 323 2500.6259 Worker's Comp 437 2500.6269 Unemployment 92 2500.6320 Office Supplies 400 2500.6510 Small Tools 1,000 2500.7420 Computer 1,607 $ 27,206 PURPOSE OF TRANSFER OR SUPPLEMENTAL: Use of revenues for and additional fte to meet the increased permit inspections needed in watershed protection areas including desk, chair, phone & supplies. These figures are for the last 6 months of 2004. Authorized By Department Head:/ (/ Date: 65 "I 6 `f/ y Executive's Office: Date: Date Posted: kt- clmisrlrormsl ud mod 0 Outcome -Based ASR/SUPPLEMENTAL /Supplemental Text Addendum to ASR /SUPPLEMENTAL# This request is for: New Service - Extra Help $ 27,206 Enhancement to Existing Service Other Expenditure ($ 5,000 or greater) Problem Description a.) Describe the problem this request addresses and why Whatcom County needs to address it. Whatcom County has only one staff person assigned to water quality protection efforts through permits for the application of improved methods of sediment control and natural drainage protection, preservation and education efforts. Whatcom County has made significant strides at reducing runoff and sediment since this programs inception. Two factors are driving the present request. The first is the growing number of building permits in the Lake Whatcom Watershed, In the first quarter of 2004 homebuilding increased by nearly 35% over the 2003 first quarter numbers. This increase of permits meant that the position that was dedicated to on -site permit review, education and outreach was less able to meet the increased demand of permits as well as educate the public in the field. The second factor contributing to this request is the expansion of the watershed protection overlay to include Lake Samish and Drayton Harbor and the recommendation to include Birch Bay. 2. Customer a) Who are the primary customers for this service? Corporate and individual contractors, builders and realtors also benefit from interactions with staff on site during permit review as the learning that takes place in the field translates to better communication in the office for both current and future work. Residents of Whatcom County interested in development permits, impacted by neighbors developing adjacent to them or within the Lake Whatcom /Drayton Harbor overlay districts also benefit from working with a permit inspector. b) What customer need will the ASR /SUPPLEMENTAL address? Timely processing of permits and compliance with the County Codes. c) How will this improve customer service? Within the Lake Whatcom, Lake Samish, and Drayton Harbor watersheds, PDS is attempting to maintain a level of service for this area which includes timely processing of permits, outreach and education. d) The Whatcom County Council is proposing that new services be offered to the Birch Bay watershed. RTUDGET\2004 \Supplemental Work\May 2004 Council\ASR 2500 WResource Inspection Assistance.doc 3. Description a) Describe the proposed activity or service Whatcom County PDS is requesting an fte Planner I to provide another inspector to support the current position and provide new services to a second area of Whatcom County (Birch Bay and Drayton Harbor). This position would track and monitor compliance for erosion control mechanisms (including clearing, tree retention and grading), impervious surfaces and stormwater activities on the ground to facilitate an adaptive management tool. b) Specify the advantages of this ASR /SUPPLEMENTAL's approach to the problem and what other approaches you have considered. Why is the ASR /SUPPLEMENTAL's approach superior to other possible solutions? This solution is superior to others considered since it does not lower the level of inspection and education services offered by the County through the development process. Other possible solutions include reassignment of existing PDS staff away from general compliance issues or from long range planning; do nothing and allow current service to deteriorate; go to a more complaint driven model of water quality inspections /enforcement; or change the code to eliminate the watershed overlays. 4. Outcomes a) Describe the expected outcomes from this ASR /SUPPLEMENTAL. Expanded inspection areas in Whatcom County and backup support to the existing program in Lake Whatcom and Lake Samish watersheds. b) What is the date the expected outcomes will occur? Staff would be hired to supplement existing program in Lake Whatcom, Lake Samish and Drayton Harbor as soon as funding is available. The program would be expanded to Birch Bay upon adoption of the Birch Bay Plan. c) If there are interim targets (milestones), what are they and when will these occur? Begin an effort at outreach and information effort while training begins of the new planner (three months minimum). d) How will you know whether the outcomes happened? When inspections begin in the Birch Bay and Drayton Harbor areas and backup schedules are posted for the Lake Whatcom and Lake Samish watershed protection efforts. 5. Justification a) Describe why the taxpayers of Whatcom County would perceive this ASR /SUPPLEMENTAL as a good investment. It implements the Whatcom County codes and protects the regions natural resources and assets during the development process. b) Does this ASR /SUPPLEMENTAL address a specific goal from the Whatcom County Strategic Plan? If not, how does it relate to the Plan? H1BUDGETW04 \Supplemental WorkUMay 2004 Council\ASR 2500 WResourcc Inspection Assistance.doc Goal f -A Objective 4. is to provide sufficient staff resources to enable appropriate customer service. c) What are the potential impacts, including cost savings, on other County departments? Protection of water quality at the development stage will help avoid expensive water quality restoration efforts at a later date. 6. Key Players a) Who will be responsible for implementing this ASR /SUPPLEMENTAL? The Planning Division Manager: Sylvia Goodwin b) Who will measure its success in terms of outcomes? The Planning Division Manager along with Public Works Staff and Planning Staff. c) Specify any other persons or agencies whose involvement is critical for this ASR /SUPPLEMENTAL to succeed. Indicate how and why they will cooperate. County engineering staff, land use enforcement staff and these positions are apart of a team developed to address concerns relating to storm -water including sedimentation and watershed management issues. 7. Potential Funding Sources a) If this ASR/SUPPLEMENTAL is not supported with fees or grant revenues, describe any potential fees or grants that would support this ASR /SUPPLEMENTAL. Generation of new development permit fees HABUDGEP2004 \Supplemental WorkWay 2004 Council\ASR 2500 WResource Inspection Assistance.doc P O O N r m N Y r.. d E d a m Y_ Q 0 d d Q) t i av O N d w i a Q Q Q Q Q Q i Z Z Z >> z Z d N_ A E 1 1 1 >> > 1 >> l 1 l J y E d O J m L 3 (wj N m C N Q ? CD C O Z y t a d d v O - > N m d d O y y 0 YS ¢ m w o o a o o> oy —°? �dwo3'3 ° a y u 3 ' to m '> d E 0 o c o - m m U Z U> N W l0 d V d O Q fd M N O m m 0 C m .Z 0 2 y> d d V d C tO 'O m m O C� (r N y y y L E �U> 00 m a u) u) �u70 Y WHATCOM COUNTY BUDGET MODIFICATION REQUEST Department: Planning & Development Services Requested By: Hal H. Hart _ The following budget modification is requested: Budget Transfer ' X Budget Supplemental " SOURCE: (Accounts to transfer from or funding source for supplemental) 800.4322.1000 Bids, Structures, Equip $ 29,700 ACCOUNTS TO INCREASE: 800.6630 Professional Services 10,000.00 800.6780 Travel/Training 1,000.00 800.7110 Registration 3,700.00 800.7420 Computer Equipment 15,000.00 $ 29,700 PURPOSE OF TRANSFER OR SUPPLEMENTAL' Use of revenues to support conversion of Pemit'Plan database engine from Oracle to SOL. Authorized By: /7 Department Head: MLf Y Date: Executive's Office: Date Posted: kf- m /misdforms /butl mod Date: By: Outcome -Based ASR/SUPPLEMENTAL/Supplemental Text Addendum to ASR/SUPPLEMENTAL# This request is for: New Service Enhancement to Existing Service — Database Assistance $ 29,700 Other Expenditure ($ 5,000 or greater) Problem Description a.) Describe the problem this request addresses and why Whatcom County needs to address it. • Permit Plan is currently running on an Oracle database. • The County does not support Oracle. • We must move to SOL in order to continue our upgrade process and integrate with other departments. • We must include supplemental training to IS and PDS staff to assist in the conversion of the database engine. • We cannot further upgrade Permit Plan without updating the underlying database. • Further upgrades are necessary for One Stop Shop and web enhancement 2. Customer a) Who are the primary customers for this service community and the staff here? Primary customers include the citizens, Whatcom County Departments that rely on the Permit *Plan tracking system and the IS Division that will be involved in its support. b) What customer need will the ASR /SUPPLEMENTAL address ?. Whatcom County citizenry as well as staff involved in the development process need the Permit *Plan system to be upgraded in order to move forward on the One Stop process of integrating departments as well as ensuring the database engine on which it sits is efficient as well as reliable. c) How will this improve customer service ?. This will improve customer service by securing the performance of the database and reassure full utilization of the program for Countywide and departmental services related to One - Stop -Shop for the development process. 3. Description a) Describe the proposed activity or service. This ASR will include a professional services contract to transition the County's development data from Oracle to SQL. Training in Administering H:\BUDGET2004 \Supplemental Work\May 2004 CoundhASR 2500 Database Assistance.doc the SQL database to support the information on the SQL database engine will be necessary to for an IS and PDS staff to support the system and PDS training for the Accela Designer program. b) Specify the advantages of this ASR /SUPPLEMENTAL's approach to the problem and what other approaches you have considered. Why is the ASR /SUPPLEMENTAL's approach superior to other possible solutions? The advantage of this ASR is to be proactive in the planning process for future web capabilities and One Stop integration in an effective and cost efficient manner. Once converted Whatcom County will need staff knowledgeable to maintain on the SQL database engine. Outcomes a) Describe the expected outcomes from this ASR /SUPPLEMENTAL.. Once completed the database conversion will allow for in -house maintenance of the server as well as enable the implementation for the remaining software upgrades needed in our movement towards One Stop Shop and web enhancement. b) What is the date the expected outcomes will occur? We anticipate the database conversion to be completed before the end of 2004. c) If there are interim targets (milestones), what are they and when will these occur? How will you know whether the outcomes happened? Following Council approval staff will begin the process necessary to secure a professional services contract and move forward. 4. Justification a) Describe why the taxpayers of Whatcom County would perceive this ASR /SUPPLEMENTAL as a good investment. Whatcom County Strategic Plan? If not, how does it relate to the Plan? Taxpayers would perceive this as a good investment as Whatcom County will effectively pre -empt an excessive maintenance cost in the future by transferring that function to in- house. If Whatcom County were to hire an Oracle DBA the salary alone could exceed $ 120,000 /yr in addition to increasing maintenance costs of $ 85,000 or more depending on county population. Additionally, with the conversion future upgrades to the Permit`Plan system may proceed. b) Does this ASR address a specific goal from the Whatcom County Strategic Plan? If not, how does it relate to the Plan? HABUDGET\2004 \Supplemental Wock\May 2004 Council W SR 2500 Database Assistance.doc This plan address the Whatcom County strategic plan for One - Stop -Shop by addressing the needs of the Permit *Plan technology needs that will improve delivery of County services. c) What are the potential impacts, including cost savings, on other County departments? Potential impacts include more efficient and effective service to the public and cost savings in terms of staff time. 5. Key Players a) Who will be responsible for implementing this ASR/SUPPLEMENTAL? • Kathryn Morice, Project Manager for successful coordination of the project • Pam Powell, Permit Plan Software Specialist for assisting in the data transfer from Oracle database to SQL database • George Reid, IS Manager for ensuring new SQL database will integrate with other County systems • Vendor is responsible for conversion from Oracle to SQL for the Permit *Plan system b) Who will measure its success in terms of outcomes? Planning & Development Services Management Team, the Permit *Plan Software Specialist and any user or public customer. c) Specify any other persons or agencies whose involvement is critical for this ASR /SUPPLEMENTAL to succeed. Indicate how and why they will cooperate. We will invite an IS staff member to attend training along with our Permit *Plan Specialist in order that there is countywide knowledge in this field. 6. Potential Funding Sources a) If this ASR /SUPPLEMENTAL is not supported with fees or grant revenues, describe any potential fees or grants that would support this ASR/SUPPLEMENTAL. Funding for this project can be found in development fees and contributions from other departments. HABUDGET\2004 \Supplemental WorkUMay 2004 CouncihASR 2500 Database Assisiance.doc WHATCOM COUNTY BUDGET MODIFICATION REQUEST Department: Planning & Development Services Requested By: Hal H. Hart The following budget modification is requested: Budget Transfer * X Budget Supplemental ** SOURCE: (Accounts to transfer from or funding source for supplemental) 800.4345.8310 Plan Chk fees 35,000 $ 35,000 ACCOUNTS TO INCREASE: 800.6630 Professional Services 35,000 $ 35,000 PURPOSE OF TRANSFER OR SUPPLEMENTAL: Use of revenues towards establishing a One Stop Website. Authorized By: Department Head: , t4YA1 Date: Executive's Office: Dale: Date Posted: kf- c /mis0o"s /bud mod Outcome -Based ASR/SUPPLEMENTALISupplemental Text Addendum to ASRISUPPLEMENTAL# This request is for: New Service Web Services Contract $ 35,000 Enhancement to Existing Service Other Expenditure ($ 5,000 or greater) Problem Description a.) Describe the problem this request addresses and why Whatcom County needs to address it. The development community needs an equivalent web presence to the physical process for the One Stop shop. Whatcom County development activity has increased rapidly over the past four years. Permit complexity has also increased over previous years as easily developed lots have become scarce. These factors have contributed to increased inquiries as well as the activity of all departments involved in the development review process. A One Stop Shop web site with a central point of contact will assist the public in their search for information for permits and possibly reduce direct inquiry calls and foot traffic. Linkages for the public to the development regulations in the City as they overlap in the urban growth area are needed to reduce confusion of the public. 2. Customer a) Who are the primary customers for this service? Primary customers for this service are the development community, which includes private citizens as well as developers. b) What customer need will the ASR /SUPPLEMENTAL address? Customers involved or thinking of becoming involved in the development process need a singular location on the web to gather information related to their particular project(s) /interest. c) How will this improve customer service? Customer service will significantly improve as the public will be guided through an intuitive website answering the wide variety of questions involved in the development process covering more than one department. This will also assist staff by providing information directly to the customer by reducing foot traffic. 3. Description a) Describe the proposed activity or service This proposal is for a Professional Services contract to be set up and monitored by the Whatcom County Webmaster. The consultant will design and deploy a One Stop Website under the specifications of County policy. b) Specify the advantages of this ASR /SUPPLEMENTAL's approach to the problem and what other approaches you have considered. Why is the ASR /SUPPLEMENTAL's approach superior to other possible solutions? HABUDGET\2004 \Supplemental Work\May 2004 Council\ASR 800 Web services 042104 form.doc We have consulted with our webmaster and concluded that there are three options: 1. Have our webmaster stop working on other projects and concentrate on this one for a significant amount of time. 2. Hire a temporary employee to work under the guidance of our webmaster on this project and them terminate employment when the project is done. 3. Contract with a web development professional with oversight from our webmaster. The first option is not a viable alternative for other departments. The webmaster and our department advocate alternative 3. The advantage of this approach is that the website will be ready at the same time One Stop Shop is implemented without taking IS staff away from other duties. A successful and effective website will alleviate many concerns that the public has when entering the development process. Having a third party web development professional design and deploy the new site will: • Be able to implement this ASR in the absence of staff time • Facilitate coordination of the various departmental activities related to the development process • Provide this site in a timely fashion to coordinate with the roll out of the Whatcom County One Stop Shop 4. Outcomes a) Describe the expected outcomes from this ASR /SUPPLEMENTAL. We expect that a singular web site will be created that will visually and intuitively guide the customer through a series of options to answer questions about all aspects of the development process. b) What is the date the expected outcomes will occur? We anticipate that by the end of 2004 This website will be rolled out in tandem with the new One Stop Shop structure and function. c) If there are interim targets (milestones), what are they and when will these occur? Interim targets would include: • Negotiating a contract and working with the Webmaster for the parameters of design used by Whatcom County. • Comprehensive interviews by the consultant of the various parties involved in the development process to establish complete and effective specifications. • Agreement by all parties on the function of the website. • Design, deploy and populate website. d) How will you know whether the outcomes happened? A successful One Stop Shop web site will be deployed. H:\BUDGET\2004 \Supplemental Work\May 2004 CounciMSR 800 Web services 042104 fom.doc 5. Justification a) Describe why the taxpayers of Whatcom County would perceive this ASR /SUPPLEMENTAL as a good investment. At present the web information available for the development process does not meet the goal of One Stop Shop. The development process affects the citizenry of Whatcom County not only as individuals but also as developers. Offering real time information at a singular location with an intuitive interface will make the inquiry process significantly more efficient and will also satisfy the increase in expectation of level of service. b) Does this ASR/SUPPLEMENTAL address a specific goal from the Whatcom County Strategic Plan? If not, how does it relate to the Plan? Yes, It meets many of the core elements of the mission and vision that demand responsive, user friendly, helpful, effective and efficient government services. Goal 1 -A, 1 -C, 2 -B, 3 -A c) What are the potential impacts, including cost savings, on other County departments? Other County departments will be positively impacted by the efficiency of information provided to the public including P.D.S., Public Works, Health. The anticipated reduction in call inquiries and foot traffic may assist in the production level for permit processing. 6. Key Players a) Who will be responsible for implementing this ASR /SUPPLEMENTAL? The County Webmaster in conjunction with representatives from P.D.S, Public Works, and Environmental Health working on the One Stop Shop project. b) Who will measure its success in terms of outcomes? Initially the Webmaster for the satisfactory completion of the contract and finally the public when they are able to intuitively maneuver through a One Stop Shop website which answers their questions. c) Specify any other persons or agencies whose involvement is critical for this ASR /SUPPLEMENTAL to succeed. Indicate how and why they will cooperate. The County Webmaster who is working with the One Stop Shop participants and consultant. Participants from each of the represented departments as well as representatives from the City. PDS is the lead participant. Potential Funding Sources 1]: \6UDGET\2004 \Supp1emental Work\May 2004 CounciMSR 800 Web services 042104 form.doc a) If this ASR /SUPPLEMENTAL is not supported with fees or grant revenues, describe any potential fees or grants that would support this ASR /SUPPLEMENTAL. Permit fees HABUDGE72004 \Supplemental Work \May 2004 CoundMSR 800 Web services 042104 form.doc Whatcom County Budget Modification Request Department Public Defender Requested by son Ostluna The following budget modification is requested: (check one) _ Budget Transfer' ✓_ Budget Supplemental" Source: (Accounts to transfer FROM or funding source for supplemental) Cast Center AW Number Deartution Amount t. 291 o.f000 rrun BA s,nt4 (03,651.82 Accounts to Increase: Cast Center Aa Number J9. n 26SU 2650 2650 6245 2650 2650 61 10 Desujuvon Amount! Deputy II (SxEs2- lleipt 50,352.00 6210 PERS II 704.93 6230 6255 social Security Med /Dental /Vision /Life /EAP 3,851.93 7,873.20 6259 Worltlar's Comp 624.00 6269 Unemployment 251.76 $63,657.82 Purpose of Transfer or Supplemental: (If more room is necessary attach additional sheet.) Authorizations: Department Head Date 6 O� Executive's Off Date Date Posted By Transfers affecting salaries, benefits, or capital: aoouunts must be authorized: by the County. Executive. Transfers affecting other objects do not need Executive approval. Supplemental budget requests if approved by the Executive will be forwarded to the County Council for authorization. Budget modification.xls 2/24/99 EE We are requesting the above amount to be able to maintain our present attorney staffing. In the summer of 2003 we requested funds and were granted funds to hire an additional attorney for the remainder of 2003. This became necessary because of the steady increase in Superior Court felony case loads. These case loads necessitated transferring one additional attorney from District Court to Superior Court. Even with the additional attorney transferred to Superior Court the felony case load in 2003 averaged over 190 cases per attorney, the maximum standard for full time Public Defender felony case loads (150 cases per year per attorney). Looking at our statistics for the last six months and the first quarter of this year the felony case load appears to be remaining the same for 2004 and in order to continue to handle this case load we have to maintain the attorney staffing we currently have in our felony division . In our 2004 budget submission, we asked for $68,400.00 to continue to fund this attorney in 2004. That budget request was denied but the Executives Office allowed us to keep this attorney on staff until we could submit a supplemental budget request to avoid the consequences outlined in my November 20 memorandum, which is attached hereto. The current situation in District Court is even worse than it was in 2003 and the consequences at the present time, if this request is not granted, would be even more severe than outlined in my November 20 memorandum because the case load in District Court has climbed dramatically in the last six months whereas we had a total case load in District court of 1566 cases in 2003. We are now projecting, based on the statistics from the first quarter of this year, a caseload of 1900 cases in District Court. If we maintain three attorneys, which would be a case load of over 600 cases per attorney per year for the District Court Attorneys they will not be able to handle that caseload and continue to provide effective assistance of Counsel. The effects on this Department, if we actually had to lay off an attorney, if this request is not granted would be catastrophic. Currently, Angela Hughes has a WHATCOM COUNTY PUBLIC DEFENDER DIRECTOR DEPUTIES Jon E. Ostlund Jenny R. Anderson W hatcom County Courthouse - 311 Grand Avenue, Suite 305 Lisa M. LaGuardia DEPUTY CHIEF D EPUTY Bellingham, Washington 98225 Jonathan M. Raney Jon C. vski Lisa M. Waldvogel SENIOR DEPUTIES (360) 676 -6670 or County 398 -1310, Ext. 56670 INVESTIGATORS Bob Baits- Levine FAX (360) 7384552 Michael N. Grant Geraldine R. Coleman @co.whatcom.wa.us Cheri S. Mulligan Richard Fasy LaBeth C. Spain Lee Grochmal Michael 0. Sparks Robert Olson SOCIAL SERVICES Travis Steams Kimberly B. Schuster OFFICE ADMINISTRATOR Julie G Wiles RECEIVED MEMORANDUM APR S 9 [ltll PETE KREMEN DATE: April 16, 2004 COUNTY EXECUTI`iE TO: Pete Kremen, County Executive Dewey Dessler, Deputy County Administrator �-� FROM: Jon Ostlund, Directo ' RE: Supplemental Budge equest for $63,000.00 We are requesting the above amount to be able to maintain our present attorney staffing. In the summer of 2003 we requested funds and were granted funds to hire an additional attorney for the remainder of 2003. This became necessary because of the steady increase in Superior Court felony case loads. These case loads necessitated transferring one additional attorney from District Court to Superior Court. Even with the additional attorney transferred to Superior Court the felony case load in 2003 averaged over 190 cases per attorney, the maximum standard for full time Public Defender felony case loads (150 cases per year per attorney). Looking at our statistics for the last six months and the first quarter of this year the felony case load appears to be remaining the same for 2004 and in order to continue to handle this case load we have to maintain the attorney staffing we currently have in our felony division . In our 2004 budget submission, we asked for $68,400.00 to continue to fund this attorney in 2004. That budget request was denied but the Executives Office allowed us to keep this attorney on staff until we could submit a supplemental budget request to avoid the consequences outlined in my November 20 memorandum, which is attached hereto. The current situation in District Court is even worse than it was in 2003 and the consequences at the present time, if this request is not granted, would be even more severe than outlined in my November 20 memorandum because the case load in District Court has climbed dramatically in the last six months whereas we had a total case load in District court of 1566 cases in 2003. We are now projecting, based on the statistics from the first quarter of this year, a caseload of 1900 cases in District Court. If we maintain three attorneys, which would be a case load of over 600 cases per attorney per year for the District Court Attorneys they will not be able to handle that caseload and continue to provide effective assistance of Counsel. The effects on this Department, if we actually had to lay off an attorney, if this request is not granted would be catastrophic. Currently, Angela Hughes has a District Court case load of 184 open cases, Mark Bratlien, a temporary attorney in the office, has an open case load of 218 cases and Robert Olson, the supervisor for the District Court unit, has an open case load, at the present time, of 197 cases. They are receiving on average 160 new District Court cases per month. Not only are we asking for the supplemental budget to retain current attorney positions we are also asking for an additional $18,000.00 for the Professional Services budget in order to contract with an outside attorney (if I can find one) for the last six months of this year to take approximately 25 District Court cases per month. It should be noted that assessed recoupment for attorney fees on Court appointed cases has substantially increased this year from $225.00 to $650.00 for felony cases and from $75.00 to $300.00 for misdemeanor cases. This increase will hopefully provide revenue to reduce the financial impact to the County from these requests. 20 November 2003 Judge Michael F. Moynihan Judge David A. Nichols Judge Steven J. Murat Commissioner Alfred Heydrich Commissioner Charles Snyder Commissioner Martha V. Gross Judge Ira J. Uhrig Judge Matthew S. Elich Commissioner Tony Parise N. F. Jackson, Clerk of the Superior Court Steve Paus, Juvenile Court Administrator Bruce Van Glubt, District Court Administrator Re: Status of Attorney Staffing and Caseloads Whatcom County Public Defender's Office — 2004 When the Whatcom County Council met to pass the 2004 budget, they declined to approve requested funding for one attorney position in the Whatcom County Public Defender's Office. This will have a very serious effect on our ability to provide competent and constitutionally adequate defense to our clients after the first of the year. It will especially affect our ability to prepare some of the serious Gases that we currently have set for trial in the first quarter of 2004. As you are all aware, our felony caseloads have been steadily increasing for the last year and a half and by the spring of 2003, it was necessary for me to have eight attorneys, including myself, primarily assigned to Superior Court to handle the number of felony cases and the number of homicide cases which we are defending. After consulting with my attorneys, I first tried to handle that by having only two attorneys in District Court, two attorneys in Juvenile Criminal Court, and one attorney in Juvenile Civil Court. Although the two attorneys assigned to Juvenile Criminal Court have been able to manage that caseload, it soon became apparent that we could not handle District Court with just two attorneys. Therefore, in the early summer of 2003, 1 WHATCOM COUNTY PUBLIC DEFENDER DIRECTOR DEPUTIES Jon E. Ostend Jenny R. Anderson Whatcom County Courthouse - 311 Grand Avenue, Suite 305 Lisa M. LaGuardia CHIEF DEPUTY Jon C. Komoromki Bellingham, Washington 98225 Jonathan M. Raney Lisa M. Waldvogel SENIOR DEPUTIES (360) 676 -6670 or County 398-1310, Ext. 56670 Bob Baird- Levine FAX (360) 7384552 INVESTIGATORS Geraldine R. Coleman iostlund @Co.whatcom.wa.us Michael N. Grant Richard C. Fasy Chen S. Mulligan Lee Grochmal LaBeth C. Spain Robert E. Olson Michael D. Spades Travis Steams SOCIAL SERVICES OFFICE ADMINISTRATOR Kimberly Schuster Julie G Wiles 20 November 2003 Judge Michael F. Moynihan Judge David A. Nichols Judge Steven J. Murat Commissioner Alfred Heydrich Commissioner Charles Snyder Commissioner Martha V. Gross Judge Ira J. Uhrig Judge Matthew S. Elich Commissioner Tony Parise N. F. Jackson, Clerk of the Superior Court Steve Paus, Juvenile Court Administrator Bruce Van Glubt, District Court Administrator Re: Status of Attorney Staffing and Caseloads Whatcom County Public Defender's Office — 2004 When the Whatcom County Council met to pass the 2004 budget, they declined to approve requested funding for one attorney position in the Whatcom County Public Defender's Office. This will have a very serious effect on our ability to provide competent and constitutionally adequate defense to our clients after the first of the year. It will especially affect our ability to prepare some of the serious Gases that we currently have set for trial in the first quarter of 2004. As you are all aware, our felony caseloads have been steadily increasing for the last year and a half and by the spring of 2003, it was necessary for me to have eight attorneys, including myself, primarily assigned to Superior Court to handle the number of felony cases and the number of homicide cases which we are defending. After consulting with my attorneys, I first tried to handle that by having only two attorneys in District Court, two attorneys in Juvenile Criminal Court, and one attorney in Juvenile Civil Court. Although the two attorneys assigned to Juvenile Criminal Court have been able to manage that caseload, it soon became apparent that we could not handle District Court with just two attorneys. Therefore, in the early summer of 2003, 1 requested and received funding to hire an additional attorney (Angie Hughes) on a temporary basis through the remainder to 2003 so that I could staff District Court with three attorneys. In our 2004 budget, I requested funding to continue this position, either as a permanent position or as a temporary position during 2004. It was that request which was denied by the County Council. This will leave our office in essentially the same position that we were in earlier this summer when I had to request the funding to hire Angie Hughes as a temporary attorney. Because the District Court caseload has also continued to increase and we have to service three different courtrooms in District Court, it is impossible for our office to handle District Court with just two attorneys. I will continue to need three attorneys to handle District Court. Likewise, it is obviously impossible for us to handle the juvenile criminal caseload, which is overwhelming, with anything less than the two attorneys currently assigned to that department. Therefore, my only apparent option is to reduce the number of attorneys assigned to handle adult felonies by the end of December. Both the national standards and the standards for full -time public defenders adopted by the Washington State Bar Association are 150 felonies per attorney per year. Presently, the attorneys in Superior Court are handling about 200 felonies per attorney per year. If we have to reduce our staff in Superior Court by one attorney, as now appears likely, the annual caseload per attorney per year for 2004 would be expected to rise to approximately 230 to 240 cases per attorney per year. I believe that we are presently operating at maximum capacity for caseloads for the attorneys handling adult felonies. In the past, when we have reached caseloads equivalent to what we are handling now, or around 200 to 210 cases per year per attorney, things start to break down. Unfortunately, it is not just the marginal excess cases that we are not able to handle but an attorney's entire caseload then becomes unmanageable and they are not able to adequately represent their clients on any of their cases. With the present caseloads, we are still having a very difficult time preparing complicated cases for trial and, as the Court is aware, we have had to continue many of the homicide cases we have, sometimes repeatedly, as well as some of the other complicated felony cases. When we have these heavy caseloads, we can prepare for the ordinary cases for disposition and the simple cases for trial but it becomes very difficult to prepare the complicated and serious cases for trial. Of course, as the caseload for the attorneys increases, the caseload for the investigators also increases, and our ability to get the investigative work done that is necessary to prepare these cases for trial is also affected. As you are all aware, we are bound by the Rules of Professional Conduct to decline representation of cases if we are not able to provide competent representation for those clients. It is my firm belief that we are likely to be in that situation sometime shortly after the first of the year if the County is not able to provide the financial resources for us to maintain the attorney staffing that is now in place. This would have a very substantial impact on the Superior Court Budget because we would have to ask the Court to reassign these cases to private attorneys at County expense. As I indicated above, I do not believe that this crisis is going to affect our representation in either District Court or Juvenile Court but strictly in Superior Court adult felony cases. I would like to meet with the Superior Court Judges and N. F. Jackson sometime in the next few weeks to discuss this situation and what options may be available. On a slightly different but related matter, in reviewing our financial and caseload situation, I tried to calculate average cost per case for felonies, misdemeanors and juvenile cases for this office. Those figures are as follows: our cost per case for Superior Court felonies has averaged about $620 per case; our cost per case for juvenile criminal cases, with current staffing and caseloads, has averaged about $165 per case; our cost per case for juvenile civil cases, with current staffing, is approximately $650 per case; and our cost per case for District Court, with current staffing and caseloads, has averaged approximately $200 per case. In order to possibly increase revenues back to the County from the criminal justice system, we might consider adjusting the attorney's fees which are imposed on judgments to more correctly reflect these costs. Pierce County is presently increasing attorney fees to more accurately reflect actual costs in their Public Defender Office. Respectfully yours, WHATCOM COUNTY PUBLIC DEFENDER JON E. OSTLUND Director JEO:jk cc: Pete Kremen Dewey Desler Dan McShane Whatcom County Budget Modification Request Department Executive Requested by Dewey Dealer The following budget modification is requested: (check one) Budget Transfer* Budget Supplemental ** Source: (Accounts to transfer FROM or funding source for supplemental) Cost Center Acct Number Description Amount 001 Fund Balance 593,000.00 $593,000.00 Accounts to Increase: Cost Center AM Number Description Amount 4540 7320 Land 593,000.00 $593,000.00 Purpose of Transfer or Supplemental: (If more room is necessary attach additional sheet.) These funds will be used to pay for the costs associated with the purchase of Assessor's Parcel #380317 389223, Lot 1, Vactor Short Plan, 2140 Division Street, from the City of Bellingham for the purpose of constructing an interim jail, elections center, County records storage facility, and Triage Center. Authorizations: Department Head '� Date Executive's Office Date Date Posted By `Transfers affecting salaries, benefits, or capital accounts must be authorized by the County Executive. Transfers affecting other objects do not need Executive approval. Supplemental budget requests, if approved by the Executive will be fomarded to the County Council for authorization. 9ua9et moaification.xls 2/24/99 ee WHATCOM COUNTY Ptcom co EXECUTIVE'S OFFICE 3r °1a Pete Kremen County Executive County Courthouse 311 Grand Avenue, Suite #108 s' Bellingham, WA 98225 -4082 96�1NO�o To: Council Chair Dan McShane Whatcom County Council Members From: County Executive Pete Kremen� Date: May 17, 2004 Subject: Purchase of Assessor's Parcel #380317 389223 - 2140 Division Street from the City of Bellingham Enclosed is a supplemental budget request to appropriate funds for the purchase of Assessor's Parcel #380317 389223 located at 2140 Division Street from the City of Bellingham for the purpose of constructing an interim jail facility. The Administration has been negotiating with the City of Bellingham for the trade /purchase of the above - mentioned property. This agreement will involve the trade of County owned property along with a cash payment to complete the purchase. The Administration is recommending approval of this supplemental request in order to complete the above transaction. Funding for this supplemental budget request will come from the General Fund balance Office (360) 676 -6717 County (360) 384 -1403 FAX (360) 676 -6775 TDD (360) 738 -4555 WHATCOM COUNTY BUDGET MODIFICATION REQUEST Department: Executive Requested By: Dewey Dealer The following budget modification is requested: Budget Transfer X Budget Supplemental " SOURCE: (Accounts to transfer from or funding source for supplemental) 326.2910.2000 Fund Balance $ 593,000 ACCOUNTS TO INCREASE: 32600.7320 Land $ 593,000 PURPOSE OF TRANSFER OR SUPPLEMENTAL: These funds will be used to pay for the costs associated with the purchase of Assessor's Parcel #380317 389223, Lot 1, Vector Short Plat, 2140 Division Street, from the City of Bellingham for the purpose of constructing an minimum security jail, elections center, records storage facility and triage center. Authorized By: i Department Head: )j� �' Date: S: fS /O Ll Executive's Office: Date* Date Posted: kfa: /misdfoms/bud_ mod By: WHATCOM COUNTY EXECUTIVE'S OFFICE County Courthouse 311 Grand Avenue, Suite #108 Bellingham, WA 98225 -4082 IGtO= To: Council Chair Dan McShane Whatcom County Council Members From: County Executive Pete Kremen .6 Date: May 17, 2004 7 Subject: Budget Supplemental for Tourism Promotion Pete Kremen County Executive Enclosed is a supplemental budget request to appropriate funds to promote tourism in Whatcom County. The funds will be used to provide for festival advertising and promotion in order to attract visitors to Whatcom County for the Baker's Breakfast Cookie International Triathlon. Funding for this supplemental budget request will come from the Convention Center Fund. There are adequate funds available to support this one -time tourism related project. Office (360) 676 -6717 County (360) 384 -1403 FAX (360) 676 -6775 TDD (360) 738 -4555