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Home My WebLink Aboutord2003-035WHATCOM COUNTY COUNCIL AGENDA BILL NO. 2003 -194 CLEARANCES or;ginamr: Exrrmme off;re rDateDateReceivedin 0 ¢e A enda Date 05/06 Ass; nedu: Intro Dtvis;aa Head: 05/20 Finance Committees CounciDept. Head: AS Dept Prosecutor PurchosimpBudgel: Evecudvr: Poe K.emen SUBJECT: 2003 Supplemental Budget Request #5 ATTACHMENTS: Ordinance, Memoranda & Budget Modification Requests SEPA review required? ( ) Yes ( x ) NO SERA review completed? ( ) Yes (x ) NO Should Clerk schedule a hearing g ( )Yes ( z ) NO Requested Date: SUMMARYSTATEMENT: Supplemental #5 requests funding from the General Fund: (1) To appropriate $2,600 to expend Traffic Safety Commission grant for radar equipment in the Sheriffs Office. (2) To appropriate $26,378 to fund emergency extra help request to meet increased permit volume in Planning and Development Services. (3) To appropriate $12,461 to fund 2002 retroactive wage increases far elected officials. (4) To appropriate $50,739 for a. 6 FTE increase in Appellate Attorneys, $4,000 overtimeforfilingproject, and a. 5 FTE Legal Secretaryfunded by increased revenue from the Child Support Enforcement Grant in the Prosecuting Attorney's Office. (5) To appropriate $IQ 171 jar I FTE increase in Clerk Ill position in the Recording section ofthe Auditor's Office; funded by Transfer In from Auditor's O&M Fund. (6) To appropriate $90,000 for Treasurer's software expansion project. From Administrative Services Fund: (7) To appropriate $124,691 to fund unanticipated Risk Pool assessment. From Rural Sales r Fund To appropriate $16,000 to fund Parks'publicfacility at Glacier. (9) To appropriate $25,000 to provide matching funds for Pt. Roberts Wellness Clinic. From Auditor's O&MFund. � (10) To appropriate $19,171 to fund Transfer Out to General Fund for I FTE increase in Clerk Ill position in Recording section of Auditor's Office. 2003 -194 5/6/2003: Introduced 520/2003'. Adopted 6 0 Nelson absent, ON. #2003 -035 COl Distribution Indicate those who should receive List spe do names to the right. Request a copy after Council action. ADS Facilities Management AMFinance Brad Bennelt ADS Human Resources ADS Info services gsseuor qud;ro. Cooperative Eaenslon District Court Executive Linda %as Kasper P Dewey Desler Health Hearing Fsaminer Jail Juvenile Parks Planning Prosecutor Public Works Sheri Superior Court Treasurer Ordinance or Resolu(4on (this item): 'i� Number. ^�C 2CM W.7 I: \BUD SPONSORED BY: Consent PROPOSED BY: Executive INTRODUCTION DATE: 05/06/03 ORDINANCE NO. 2003 -035 AMENDMENT NO. 5 OF THE 2003 BUDGET WHEREAS, the 2003 budget was adopted November 12, 2002; and, WHEREAS, changing circumstances require modifications to the approved 2003 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 2003 Whatcom County Budget Ordinance #2002 -370 is hereby amended by adding the following additional amounts to the budgets included therein: Additionally, Exhibit B to the 2003 Budget Ordinance entitled "Authorized Positions" should be amended to include an additional Senior Deputy (.6 FTE) and a Legal Secretary (.5 FTE) in the Prosecuting Attorney's Office and a Clerk III (1 FTE) in the Auditor's Office. I: \BUDGET \SUPPLS \2003 SUPPL \Supplemental 45.doc Expenditures Revenues Net Effect General Fund Executive 2,162 2,162 Prosecuting Attorney 52,878 50,974 1,904 Sheriff 4,344 2,600 1,744 Assessor 1,433 1,433 Auditor 20,604 19,171 1,433 Treasurer 91,433 10,000 81,433 Council 2,117 2,117 Planning & Development 26.378 (26,378) 0 Total General Fund 201.349 (109,123) 92,226 Administrative Services Fund A.S. - Tort Fund 224 691 0224,691 Rural Sales Tax Fund Parks - Glacier Project 26,000 0 26,000 Fire District #5 /Pt. Roberts 25,000 0 25,000 Total Rural Sales Tax Fund 51,000 0 51,000 Auditor's O &M Fund Auditor (Operating Transfer Out 19,171 0 19,171 Total Add'I Supplemental 496.211 I um =i 387.088 Additionally, Exhibit B to the 2003 Budget Ordinance entitled "Authorized Positions" should be amended to include an additional Senior Deputy (.6 FTE) and a Legal Secretary (.5 FTE) in the Prosecuting Attorney's Office and a Clerk III (1 FTE) in the Auditor's Office. I: \BUDGET \SUPPLS \2003 SUPPL \Supplemental 45.doc ADOPTED this 20 day of Dana Brown - Davis, Council Clerk APPROVED AS TO FORM: L Civil Deputy n` for 2003. WHATCOM COUNTY COUNCIL WH OM COUNTY, WASHINGTON Dan cShane, Chair of the Council ( A oved ( ) Denied Date: <remen, County Executive 50 AJ.- o3 1: \BUDGET \SUPPLS \2003 SUPPL \Supplemental #5.doc WHATCOM COUNTY Summary of the 2003 Supplemental Budget Ordinance No. 5 Net Effect to Fund Increased Balance Department/Fund Description Expenditure Decrease (Increased) Revenue (Increase) Decrease General Fund To record Traffic Safety Sheriff Grant 2,600 (2 600) 0 Emergency request for extra help to meet Planning & Development increased permit volume. 26,378 26,378 0 To provide from Auditor's Auditor - Transfer In O &M Fund for Clerk III FTE 19,171 19,171 0 To provide for .6 FTE Appelate Attorney, $4,000 overtime for files project, .5 FTE Legal Secretary and add'I indirect cost reimb. For Child Support Enforcement Prosecuting Attorney Grant 50,739 50 974 235 To fund software expansion Treasurer Droiect 90,000 10,000 80,000 To fund Elected Officials Executive 2002 retro wage increase. 2,162 0 2 162 To fund Elected Officials Prosecuting Attorney 2002 retro wage increase. 2,139 0 2 139 To fund Elected Officials Sheriff 2002 retro wage increase. 1,744 0 1 744 To fund Elected Officials Assessor 2002 retro wage increase. 1,433 0 1 433 To fund Elected Officials Auditor 2002 retro wage increase. To fund Elected Officials 1 433 0 1,433 Treasurer 2002 retro wage increase. To fund Elected Officials 1,433 0 1,433 Council 12002 retro wage increase. 2 117 0 2 117 Total General Fund 201.349 (109.121 92,226 To provide for Risk Pool Admin. Services Fund assessment 224.691 0 224.691 Rural Sales Tax Fund Parks - Glacier project Fire District #5 /Pt Roberts To fund public facility project To provide matching funds for Pt. Roberts Wellness Clinic 26,000 25,000 0 0 26,000 25 000 Total Rural Sales Tax Fund 51,000 0 51.000 Auditor's O&M Fund Operating Transfer Out- Auditor To provide for Recording Clerk III FTE 19 171 0 19,171 Total Add'I Sup lemental 496 211yg 1101 1 87.088 WHATCOM COUNTY BUDGET MODIFICATION REQUEST Department: Whatcom County Sheriffs Office Requested By: William J. Elfo, Sheriff The following budget modification is requested: Budget Transfer * XX Budget Supplemental SOURCE: (Accounts to transfer from or funding source for supplemental) 2900.4334.0350 Traffic Safety $2,600.00 ACCOUNTS TO INCREASE: 2920.6510 Small Tools and Equipment $ 2,600.00 TOTAL $ 2,600.00 PURPOSE OF TRANSFER OR SUPPLEMENTAL: We have just received from the Washington Traffic Safety Commission a grant to purchase three Genesis GHS Decatur Radar Units. We are now requesting spending authority to purchase these radars. Authorized By: Department Head: Executive's Office: Date Posted: Date 03/1912003 Date: d By: Tiansfoa affecting saltines and benefits or capital accounts most be a dhomecl by the county Executive Transfers affecting other objects do not reed Executive office appnwa. " Supplementg requests, if WWO% d by the 6recutiee, will be forwarded to the County Council fa ildhoraefion. kf-c /rnisc/famsrbud_ mod WHATCOM COUNTY CAREY JAMES SHERIFF'S OFFICE UNDERSHERIFF JEFF PARRS BILL ELFO CHIEF CRIMINAL DEPUTY SHERIFF DUSTIN HURLBUT PUBLIC SAFETY BUILDING CHIEFCIVIL DEPUTY 311 Gmnd Avenue WENDY JONES Bellingham, WA 98225 -4078 CHIEFOFCORREC7IONS RECEIVED March 19, 2003 MAR 2 1 2003 PETE KREMEN TO: Pete Kremen, County Executive COUNTY EXECUTIVE FROM: Sheriff William Elfo RE: Supplemental We have received a reimbursable grant from the Washington Traffic Safety Commission to purchase three Genesis GHS Decatur Radar Units. This equipment will be used for school zone enforcement as well as for other traffic enforcement. At this time we are asking for approval for spending authority. SHERIFF CORRECTIONS 136U1 1176 -6650 13601384 -5360 FAY 13601 73 8 -2 494 ISM 676 -6848 (360) 384 -3291 FAX: 0360) 738 -2480 Whatcom County Budget Modification Request Department Planning k Development services Requested by J. E. Ryan The following budget modification is requested: (check one) Budget Transfer" ✓ Budget Supplemental" Source: (Accounts to transfer FROM or funding source for supplemental) Cost Center Amt Number Description Amount 830 4345.8310 Plan Check 26,398.00 _.. . $26.378.00 Accounts to Increase: _ Cost Center Acct Number Description Amount 830 6120 Extra Help 26,378.00 $26,398.DD Purpose of Transfer or Supplemental: (If more room is necessary attach additional sheet.) Emergency request for extra help to meet the increased permit volume and our commitment for permit turnaround times which are currently not being met. Authorizations: �� q Department Head 2 I � ,i'r A 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 forwarded to the County Council for authorization. Budget modification.xls 2/24/99 Ea WHATCOM COUNTY 3r �,�� BUILDING SERVICES DIVISION PLANNING AND " J.E. "Sam" Ryan, C.B.O., Manager DEVELOPMENT SERVICES �� 5280 Northwest Drive., Ste. B Hal Hart, A.I.C.P. �9sti�Ni °� Bellingham, WA 98226 Director RECEIVED MEMORANDUM APR 2 2 2003 PETE KREMEN COUNTY EXECUTIVE TO: Dewey Desler, Deputy Administrator �p / �t FROM: J.E. "Sam" Ryan, Building Services Division Manage 11, THROUGH: Hal H. Hart, AICP, Director, P.D.S. W U DATE: April 22, 2003 SUBJECT: Emergency Request to Meet Increased Permit Volume Further to our conversations we have itemized the reasoning behind this emergency request for temporary extra help. Problem Description Increased workloads have caused the permit time frames to lengthen beyond required goals. Fluctuation in workloads has created a backlog of permitting reviews. In addition, increased complexities of submittals have also increased in plan review time. Customer Impact Impacted customers would include all applicants for new construction permits and public inquiries. Permits could be delivered on time, which would affect the sensitive economic balance of the County. Description We need to add a temporary plans examiner to do residential reviews and respond to inquiries. In order to free our senior inspector to provide commercial inspections we propose to temporarily increase hours for an existing employee to do basic single - family residence inspections. We are currently using the service of an outside plans examiner and still cannot keep permit reviews within the needed timeframes. Outcomes This would meet our community commitment for permit turnaround times which are currently not being met. Temporary extra help will be utilized immediately. (360) 676 -6907 County (360) 380 -8100 FAX (360) 738 -2525 Page Two Emergency Request Memo April 22, 2003 Justification Justification for this request lies in the County meeting its commitment to support and strengthen the economy of Whatcom County by delivering permits in a predictable and timely manner. As called out in the Strategic Plan, " Whatcom County shall be accountable and efficient in its services provided to its citizens ". Other County departments would also receive the same benefit as the public for permits and reviews. Key Players Key players in bringing this request into effect would include the Executive Office for authorization of expenditure authority, Building Services staff for training and coordination, and Human Resources for job posting. Potential Funding Sources Funding for this request can be realized through the increase in permit revenues currently being experienced. From January through March there was a 26% increase in Single Family Residence issued permits. Costs Burn Inspector To 100% for 7 months 6,698.00 Plans Examiner First 4 months 12/1 no benefits 9,840.00 Plans Examiner Second 4 months 12/1 no benefits 9,840.00 TOTAL 26,378.00 H: \BUDGET\2003 \830 emerg request 0622 mem.doc (360) 676 -6907 County (3(M) 380 -8100 FAX (360) 738 -2525 WHATCOM COUNTY BUDGET MODIFICATION REQUEST Department: AS - Requested By: Brad Bennett The following budget modification is requested: Budget Transfer * X Budget Supplemental ** SOURCE: (Accounts to transfer from or funding source for supplemental) 1.2910.1000 Fund Balance $ 12,461 ACCOUNTS TO INCREASE: See attached $ 12,461 PURPOSE OF TRANSFER OR SUPPLEMENTAL: To fund retroactive 2002 pay increases for elected officials. Authorized By: Department Head: "� Date: 5 0 Executive's Office: Date: Date Posted: By. kf- clmisclfoms /bud mo Elected Officials Retro Position — Executive Cost Center 1200 _ -Wages-- 6110 1,984 Social , Security 6230 152 Retirement 6210 26 Total 2,162 Pros Attny 2600 1,963 150 26 2,139 Sheriff 2900 1,617 124 4 1,744 Auditor 520 1,315 101 17 1,433 Treasurer 3300 1,315 101 17 1,433 Assessor _ 300 1,315 101 17 1,433 Council 1100 1,942 149 26 2,117 Total 11,452 876 133 12,461 Whatcom County Budget Modification Request Department whatcom County Prosecutor Requested by David S. McEachran 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 2600 4333.9783 Child Support Enforcement 50,974.00 $50,974.00 Accounts to Increase: - Cost Center Acct Number Description Amount 2600 6110 Salaries 33,132.00 2600 6210 Retirement 700.00 2600 6230 Social Security 4,058.00 2600 6245 & 6255 Medical & Other Health 7,906.00 2600 6259 & 6269 worker's Comp & Unemployment 943.00 2600 _ _ 6140 Overtime 4,000.00 $50,739.00 Purpose of Transfer or Supplemental: (If more room is necessary attach additional sheet.) My office has received additional state and federal revenue of over $50,000 as a result of a recalculation of support enforcement reimbursement rates. All of the revenue will come through the general fund. Since some of these funds are based on actual reimbursement of expenses, I would request that the budget for the Prosecuting Attorney's Department be amended by addressing three key issues. 1. These funds would reimburse a .5 PTE Legal Secretary assigned to the Support Enforcement Division. The position would assist with increasing workloads related to paternity establishment, enforcement of support requirements and processing contempt for failure to pay child support. (see attachment) Authorizations: i /J Department He a '-�-�1 1�o-c.L Date V) 403 Executive's Office Date Posted By M 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 forwarded to the County Council for authom mlion. Budget moditication.xls 2/24/99 eB Attachment to Budget Supplemental Whatcom County Prosecutor's Office 2. My office is under Appellate Court orders to process appeals. The existing part-time attorney is overwhelmed trying to meet these mandates. In order to prevent further sanctioning of our attorney by the Court, as well as liability to this county, I would request authorization to increase a part-time attorney (A FTE) to full -time (1.0 FTE) commencing June 1, 2003. Our goal is to prevail on the many appeals filed by criminal defendants. 3. 1 would request expenditure authority ($4,000) in order to complete my office's work in preparing for the new "master names file" as a part of merging the Sheriffs Department and Prosecutor's name files. This represents some of the final tasks associated with this portion of our larger MIS /Data Integration Project. Whatcom County Budget Modification Request Department General Liability /Prosecuting Attorney Requested by Randall s, watts The following budget modification is requested: (check one) __. Budget Transfer* _ ✓_.. Budget Supplemental " Source: (Accounts to transfer FROM or funding source for supplemental) Cast Center Acct NUn6er Description AinouR 507 2920.1000 Fund Balance 224,691.00 $224,691.00 Accounts to Increase: .___......._ ............................._. Cost Cerar Acd Nunber Descnption Amoat 507 6910 Insurance Premiums 224,691.00 $224,691.00 Purpose of Transfer or Supplemental: (If more room is necessary attach additional sheet.) In 1995 the Risk Pool paid out $6.5 million more than it collected. Rather than recoup the $6.5 million all at once the Pool assesses each member county annually for the next ten years. We paid out 4th year assessment in July 2002. This year the Pool revised the retro assessment and gave counties several options of prepayment at discounted installments. Rather than make 5 additional annual installments Whatcom County can save $28,697 (a 10% savings) by prepaying the full $258,276. Thus, subtracting the budgeted amount of $33,585 we request a budget supplement of $224,691. Also attached is the Risk Pool's statement with payment options. Authorizations, Department Heatl� L� —X /J� r ! �iT- <_.z��— Date J a U. 13'i- ZdrillRaFi�7 i i,'T -. Date Posted By Date • Tnnskrs aifecEirg selaties, benefits or capital admurft must be authonzed by Me County Executive:. Transfers affecting otherobjects do not need Executive approval supplemental budget requests, jf approved by the Executive will :be forwarded to the County Counat for authonzation. Budget m0dificati0n.xls 2/24/99 8B STATEMENT WASHINGTON COUNTIES RISK POOL 205 CLARK PLACE S.E. TUMWATER, WASHINGTON 98501-4062 PHONE: (360) 586 -7447 ORIGINAL FAX: (360) 586 -7446 WHATCOM COUNTY 04125/03 ]County's share of revised retro assessment policy years 1993 -98: ;s credits from surpluses from policy years 1988 -1993: N balance: PAYMENT OPTIONS: Option 1 Pay 2003 current installment (due by July 16, 2003) and 5 additional annual installments: 2004 installment (billed in Dec 2003 for payment by Jan 31, 2005 installment (billed in Dec 2004 for payment by Jan 31, 2006 installment (billed in Dec 2005 for payment by Jan 31, 2007 installment (billed in Dec 2006 for payment by Jan 31, 2008 installment (billed in Dec 2007 for payment by Jan 31, Option 2 Prepayment of discounted future installments (you may pay all'so me, or none): (2a) Pay two installment by July 16, 2003 (2b) Pay three installments by July 16, 2003 (2c) jPay four installments by July 16, 2003 (2d) Pay five installments by July 16, 2003 (2e) Pay all six installments by July 16, 2003 TOTAL BEING PAID BY JULY 16, 2003 (Option 1, or choose from Option 2a through 2e): ALL CHARGES ON THIS STATEMENT ARE DUE BY: Iuly, 16, 2003 INTEREST ON OVERDUE PAYMENTS SHALL BE ASSESSED AT THE RATE OF 7 %. TO INSURE PROPER CREDIT, PLEASE RETURN PINK COPY OF STATEMENT WITH PAYMENT. INVOICENO:'. A03 -48R 47;829 Whatcom County Budget Modification Request Department AUDITOR Requested by SHIRLEY. FORSLOF, AUDITOR 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 Descnptton Amount 166 2910.1000 Aud O &M Fund Balance 17,171.00 Accounts to Increase: $19,101.00 Cost Center Acct Number Descnptton Amount 166 6125 Overtime - 2,000.00 166 ,. 8351 Operating Transfer Out 19,171.00 $17,171.00 Purpose of Transfer or Supplemental: (If more room is necessary attach additional sheet.) To fund a one -time PTE (Clerk III) in Recording until year end to cover the increased demand in document recordings. Future funding for 2004 will he considered as a part of the budget process. Authorizations Executive's Office ! I' 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 forwarded to the County Council for authorization. Budget modification.xls 2/24/99 EB Whatcom County Budget Modification Request Department AUDITOR Requested by SHIRLEY FORSLOF, AUDITOR 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 540 8301 Operating Transfer In 19,171.00 _... __ _......... $19,171.00 Accounts to Increase: cost Center Acct Number Description Amount 540 6120 Extra Help - 1,000.00 540 6110 Regular Salaries & Wages 14,630.00 540 6230 Social Security 1,119.00 540 6245 Medical Insurance 3,500.00 540 6255 Other H&W Benefits 922.00 $19,171.00 Purpose of Transfer or Supplemental: (If more room is necessary attach additional sheet.) To fund a one -time FTE (Clerk III) in Recording until year end to cover the increased demand in document recordings. Future funding for 2004 will be considered as a part of the budget process. Authorizations: c. Department He rr Date 4.3 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 forwarded to the County Council for authorization. Budget modification.xls 2/24/99 EB ORt COUNTY LOM X04 AUDIT AUDITOR'S OFFICE SHIRLEY FORSLOF whatcom County Courthouse COUNTY AUDI FOR 311 Grand Avenue, Suite 103 9'QNI Bellingham, WA 98225 -4038 MGZ° RICHARD GRIFFITH, C.P.A. CHIEF DEPUTY Email: Auditor @co.whatcom.vva.us Internet w.w atcom.wa.uslauditor MEMORANDUM TO: Pete Kremen, County Executive ' FROM: Shirley Forslof, Auditor DATE: May 1, 2003 RE: Supplemental Budget Request - Approval of One -Time Funding For Additional Clerk III in Recording I have been keeping you abreast of the huge increases in recording volume we have been experiencing over the past two years. Attached is a chart summarizing the increases. As you can see, we are operating at 154% of recordings done in 2000 and this year are on another record - setting pace. Background We currently operate the division with four Clerk III positions and part of a Clerk IV position. We have also resorted to having the supervisor in our office spend up to 20 hours a week assisting in processing documents; however, this means other administrative duties are delayed or do not get done. We supplement in scanning documents with a senior volunteer and a high school student paid from extra help. We also currently have an extra help employee coming in 16 hours a week to work on indexing and verifying of documents. While we are able to accept and record all documents the same day, we currently have a three -week backlog in completing the indexing and verifying of documents. While our attempts at year -end utilizing overtime and the extra help we have devoted to this only has meant that we have been able to keep even with the increased volumes, rather than making any headway on the backlog. In order to begin placement of documents on the internet, this backlog must be addressed. Increased Revenues The 154% pace over the past two years has resulted in excess revenues being brought to Whatcom County. In 2001, the excess revenue over what was projected was $142,699. Similarly, in 2002, we brought in $274,346 over anticipated revenues for that year. A comparison to actual expenditures for those years resulted in excess revenue over expenses of $185,900 for 2001 and $316,453 for 2002. (Attached are the financial reports to confirm this.) ucensingrRecording neRions AdministratioNlnternal Audit TTY 360 -676 -6744 360 - 676 -6740 360- 676 -6742 360 -676 6740ext50065 360 -738 -4555 FAX 360 - 738-4556 Memo to County Executive May1, 2003 Supplemental Budget Request Proposed Costs In order to address this overload we would request one -time funding for an additional Clerk III for the remainder of 2003. The projected cost through 2003 would be $20,171 (salary and all personnel costs associated with the position). The Auditor's Office would be able to divert $3,000 in funding from extra help and overtime to assist with this position. The supplemental funding needed from the fund balance therefore would be $17,171. We can then look at the position in the regular budget process to see if on -going approval should be given in 2004. Given the additional revenues that have been produced over the past two years and the same can be projected for the coming years, I would request that such a position be funded. We do not have any existing staff from other divisions that can be transferred over to accomplish this function. The seasonal people that Elections add to run elections will be utilized in the next couple of months through year end to deal with election matters and the staffing in Licensing is at capacity as well. It is imperative to consider this proposal at this time since the demand on our services is only continuing to rise and we need to find some relief for our overstretched Recording personnel. Our existing staff has been exceedingly efficient in processing the increased volume, but asking them to continue to operate at the current pace is risking employee burnout and physical injury. (We currently have one employee with a hand injury due to work performance.) I am therefore submitting a supplemental budget request for the additional Clerk III position and would ask that you give it your favorable approval. Thank you for your consideration of this matter. ZO c C p m M y A D M Z m D m m O '� c o A c V Cl) m m A CO < N (M,J Wm A O J J CN T W m . .. 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(!lI /m y � Outcome -Based ASR Addendum to ASR # This request is for: ❑ New Service It 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 number ofrecordings in the Auditor's Office has increased dramatically over the past two years. In 2002, we processed 154% of recordings done in 2000 and this year we are on another record - setting pace. Existing staff has absorbed these increases but are stretched to the limit. Currently while all documents are recorded on the day received, the process of indexing and verifying the documents puts return of these documents three weeks behind Extra help, overtime and utilizing other staff have been tried but the volumes keep increasing and we are only able to keep even. 2. Customer a) Who are the primary customers for this service? Title companies, recording agents, banks and citizens present the documents for recording. These same groups or individuals rely on searching our records for the information thus recorded Also government agencies present liens and releases to be placed on record. b) What customer need will the ASR address? The need to search the information held on record will be facilitated by having the documents available for use. c) How will this improve customer service? Currently there is a three week backlog on accessing the information which has been filed. We would like to substantially reduce this lag time. 3. Description a) Describe the proposed activity or service. Adding an additional Clerk III will provide us with one -time funding in 2003 for the extra help needed to address the backlog of indexing and verging, as well as providing the other tasks that Clerk His supply to transacting business in the Auditor's Office. This includes processing mail, recording documents, scanning, as well as indexing and verifying documents. 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? Providing this additional staffing position would give us the time (40 hours a week) to attack the increased volumes and address the backlog of indexing and verging documents. We need to provide some relief to the staff members who have stretched to their maximum, both emotionally and physically. We have tried bringing in extra help, utilizing 20 hours per week of the supervisor's time, and having employees work overtime to attack the backlog. However, due to the increase in volume we have only been able to ASR/Supplennental Request Info 05/02/03 keep up by use ofthese efforts. There are not additional employees in other divisions of the Auditor's Office who could cross -over and assist in this area. Further, the amount of time that needs to be invested in training is not warranted on employees who might not be able to devote their full attention to this position. 4. Outcomes a) Describe the expected outcomes from this ASR. • We would expect to address the three -week backlog in indexing and verging of documents. • This would provide relief to the existing employees who are stretched to the maximum. • Other tasks and duties which are currently being back- burnered will be able to be addressed. • To meet documents on the internet deadlines, we could have documents turned around (recorded scanned, indexed and verified) in less than three days. b) What is the date the expected outcomes will occur? By year -end the indexing and verging would be reduced to one week backlog. c) If there are interim targets (milestones), what are they and when will these occur? Targets would include: • Hiring completed by June 15. • Training instituted and employee acclimatized by July 30. • Monthly monitoring to see reduction in backlog. d) How will you know whether the outcomes happened? • Tracking ofhiring, training and quantity ofbacklog in indexing and verifying. • Improvement in workload to others in department. 5. Justification a) Describe why the taxpayers of Whatcom County would perceive this ASR as a good investment. The excess revenue over expenses generated by the increased volume ofdocuments has brought Whatcom County $316,453 in 2002 and $185,900 in 2001. The investment from the Auditor's O &MFund of $20,171 for 2003 would seem a wise investment. 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 relates to three ofthe generalized policy priorities established in the Strategic Plan: • "Whatcom County shall conduct the public's business in a customer focused, uservfriendly, helpful and effective manner. " • "Whatcom County shall be accountable and efficient in the services provided to its citizens." • "Whatcom County shall... fund essential and other appropriate county government services. " Recording documents and having them available for review and search by citizens is a state mandated service to be provided by the Auditor's office. The strategic plan also targets providing these essential services in an effective manner. That is the goal of this ASR. Specifically, Goal 1 -A, Item 4 states that we should "provide ASR/Supplemental Request Info 05102/03 sufficient resources /staff to all departments to enable appropriate customer service. " With the backlog that has been created involving when documents are available for public viewing, it is important that we have the appropriate level ofstaffing to address this issue. c) What are the potential impacts, including cost savings, on other County departments? Having documents available for search in a timelier manner. 6. Key Players a) Who will be responsible for implementing this ASR? Debbie Adelstein, Recording Supervisor in the Auditor's Office. b) Who will measure its success in terms of outcomes? Debbie Adelstein, Recording Supervisor, and Rich Griffith, Deputy Auditor. c) Specify any other persons or agencies whose involvement is critical for this ASR to succeed. Indicate how and why-they will cooperate. N/A 7. 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. The funds requested are to come from the outstanding fund balance in the Auditor's O &M Fund. It is not a general fund item. ASR /Supplemental Request Info 05/02/03 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 Descripton Amount 332 2910.1000 Fund Balance 51,000.00 $51,000.00 Accounts to Increase: Cost Center Acct Number Description Amount 332901 8352.6200 Public Facility Investment 25,000.00 Point Roberts 332201 7350 Public Facility Investment - 26,000.00 Glacier Parks $51,000.00 Purpose of Transfer or Supplemental: (If more room is necessary attach additional sheet.) Public Utilities Improvement (Rural Sales Tax) funds will be used to provide a grant as matching funding for the Fire District #5 /Point Roberts Wellness Clinic. This is a project that will create health care employment and is the first ever health clinic in Point Roberts. The Glacier project is a jointly organized effort involving Whatcom Council of Governments, Whatcom County Parks, and Whatcom County Public Works with $64,000 in state and federal funds matched by $26,000 in Public Utilities Improvement funds. A male and a female restroom, as a public facility, will be constructed on county park /trail land next to the Mt. Baker highway in Glacier. Authorizations: / Department Head Y Date 5� dJJ3 Executive's Off ce Dale 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 forwarded to the County Council for authorization. Budget modification.xls 2/24/99 Ea WHATCOM COUNTY Ptcom co EXECUTIVE'S OFFICE 3rs Pete Kremen County Executive County Courthouse 311 Grand Avenue, Suite #108 Bellingham, WA 98225 -4082 �9SMrrvot°r MEMORANDUM TO: Whatcom County Council Members FROM: Pete Kremen, County Executive DATE: May 5, 2003 SUBJECT: Grant Funding for Point Roberts' Wellness Clinic The Executive Office is requesting supplemental funding in the amount of $25,000 for the Point Roberts' Wellness Clinic. Background Fire District #5 in Point Roberts has partnered with the Point Roberts Pioneer Group and the Interfaith Community Health Center to develop the first ever health clinic serving Point Roberts, Washington. The Point Roberts community and the fire district have requested $25,000 to complete the actual building of the clinic, a structure attached to the main fire hall on Benson Road. The project has received conditional use permits and building permits consistent with the project. To date, the community has raised $82,000 for this project. They have also secured a renewable federal grant of $200,000 to pay for professional medical staff and operating costs. Besides providing a key public service, this project creates three health service jobs at market -base salaries with full benefits. Funding Source Funding is requested from the Public Utilities improvement Fund (Rural Sales Tax) that allows for "rehabilitation, alteration, expansion, or improvements of public facilities; costs of development and improvements for public facilities." Office (360) 676 -6717 County (360) 384 -1403 FAX (360) 676 -6775 TDD (360) 738 -4555 Lynne Givier ,loom coo Parks Operations Manager 3.2.P 360 - 733 -2900, 592 -5161, FAX 676 - 1180 �se afcaFP� TO: Dewey Desler FROM: Lynne Givier DATE: May 5, 2003 SUBJECT: Glacier Restroom Project Summary Whatmm County Parks & Recreation Department 3373 Mount Baker Highway Bellingham, Washington 98226 -9522 Background and Location The Mt. Baker Highway Corridor Management Plan, prepared in 1997, identified the lack of restrooms in Glacier as a shortcoming of the scenic corridor. The Whatcom Council of Governments (COG) began to work with the community to procure funding for construction of a restroom to be located on County -owned land. The amount of funding COG has procured from the Enhancement and Scenic Byway Funds is not enough to purchase and install a flush toilet building so Whatcom County is now requesting funds to make this project possible. Proiect Description The proposed unit, available on state contract, is a CXT- manufactured ADA- accessible flush toilet building with two restrooms, electrical lighting, skylights, water heaters and room heaters. The unit will be delivered, installed and hooked up by CXT. County Parks & Recreation will hire a septic installer to install a septic system. This system has already been designed by a licensed contractor and permitted by County Health. The five car parking area will be gravel, although a van accessible ADA parking pad will be constructed of concrete. An information kiosk will also be installed. Budget and Departments / Agencies Involved $ 55,788.00 in funding originally procured by COG and WSDOT will be transferred to Whatcom County Public Works and will be used to purchase the flush toilet unit from CXT ($43,831.53). Public Works is the Certification Acceptance Authority on this project and will ensure that the project complies with federal requirements. The remaining federal funds will be used to pay Public Works employees to grade the site, complete the parking lot and fabricate some signs. If approved by County Council, $26,000.00 from the Public Utilities Improvement Fund will be used to pay for the building permit and hire contractors to complete the septic system, run power and water to the site, and build a simple information kiosk. Annual Maintenance and Operation An estimated $7,380 will be needed annually to maintain the restrooms, stock supplies, and pay for water and garbage. Funding assistance will be sought from the Mt. Baker Chamber of Commerce, the Mt. Baker Ski Area, the Nooksack Tribe, and WSDOT. County Health will also be contacted to see if they have access to any grant funding. Whatcom County Budget Modification Request Department Treasurer Requested by aarbara Cory 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 Descriph'on Amount 001 2910.1000 Fund Balance 80,000.00 120 4337.0005 Intergovernmental Revenue 10,000.00 $90,000.00 Accounts to Increase: -- " "- Cost Center Acct Number Description Amount 3300 7420 Software Improvements 90,000.00 $90,000.00 Purpose of Transfer or Supplemental: (If more room is necessary attach additional sheet.) $10,000 will be used for levy capacity expansion. The Treasurer's office is currently at maximum levy capacity and cannot add additional levy requests until expansion is complete. $60,000 will be used for segregation, cancellation & supplemental program software. This will enable the processing of thousands of adjustments, cancellations, and supplemental value adjustments by computer rather than by the current time consuming hand method. $15,000 will be used for tax refund software. The Treasurer's office handles thousands of refunds each year, currently by hand without the benefit of an electronic record. $5,000 will be used to expand fields on current software. The system was originally purchased in 1983 and is in need of upgrades to allow for expansion of information. Authorizations: Department Head Date � 3 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, ff approved by the Executive vAll be forwarded to the County Council for authorization. Budget modification.xls 2/34/99 Be WHATCOM COUNTY 1' 4a BARBARA J. CORY TREASURER'S OFFICE 3 < COUNTY COURTHOUSE : TREASURER P.O. Box 5268 STEVEN N. OLIVER Bellingham, WA 98227 -5268 �9gMiM�t °2 ® CHIEF DEPUTY treasurer @co.whatcomma.us R E C E I M E MAY 0 5 2003 MEMORANDUM PETE KREMEN COUNTY EXFCI.ITIVF. To Dewey Desler, Deputy Administrator 1 From: Barbara Cory, Treasurer Keith Willnauer, Assessor Date: May 5, 2003 Subject: Supplemental Budget Request Last year during the budget process, both Keith Willnauer and I brought forth the need for improvements to the Assessor/Treasurer database system. As you are aware, we have been meeting with you and other member of the administration since that time to discuss and prioritize our requests. At our last meeting I believe we all agreed to go forward with the budget request for four major software changes. Therefore, I am submitting the following requests for council consideration and approval. All of this work will be contracted with our provider, Computech: $10,000 — Levy Capacity Expansion — This program request is absolutely necessary. We currently are at maximum levy capacity and cannot add an additional levy request (such as EMS) for distribution in our system. Since, by law, the treasurer is required to collect and distribute any levy passed by voters in Whatcom County, we have no choice but to add capacity. We understand that the City EMS fund balance will pay for this software change. $60,000 — Segregation, Cancellation & Supplemental Program — Each year both the Assessor and Treasurer handle thousands of adjustments to the tax roll in the form of segregation of properties, cancellations or supplemental value adjustments. Both of our offices currently handle these requests manually, duplicating the work and consuming hundreds of hours of clerical time. This causes us to be inefficient and untimely. Most of the cancellations we process are senior citizen exemption applications. Because this process is manual, we often cannot get them completed before the April 30's tax deadline. These senior citizens, many of who can least afford it, are then required to pay the first half tax on the originally billed amount until staff has time to complete the adjustment. In addition, when a senior becomes ineligible for the exemption and additional tax is required to be supplemented to the originally billed amount, this also is often done after the tax deadline. This causes the county and other districts to not receive the full tax dollars they are entitled to in a timely fashion. Phone: (360) 676 -6774 County: (360) 398 -1310 TTY: (360) 738 -4555 FAX: (360) 738 -2477 Page 2 /Supplemental Budget Request May 5, 2003 The estimate of this programming change from Computech is $120,000, however, they indicate that another county may also be interested in this change, which would reduce our share of the cost to half $15,000 — Tax Refunds — Although in our discussions and documents from Computech indicate the cost of this program would be approximately $10,000, I have increased the request by $5,000. That is because the documents Computech used to base their estimate was from a request that my office made to them five years ago. Since that request, my office has added a new cash register /receipting system, which will change how this program will work. I think $15,000 is a more reasonable estimate of the cost of this program change. Once again, the Treasurer's office handles thousands of property tax refunds manually. And, because none of this information is recorded electronically on the system, we are beginning to see problems develop in sending refunds to the actual person who made the tax payment. This is an inefficiency that is very troublesome in any collection system. $5,000 — Field Expansions — Since our system was originally purchased in 1983, with no major system update, many of the fields we currently use are limited or need expansion to make this system viable for future growth in Whatcom County. As an example, the treasurer recently paid to have the dollar amount expanded for receipts enable acceptance of multi - million dollar deposits. The system was previously limited to $9 million. In our view, the benefits the county will receive by implementing these changes now are tremendous. It will enable us to continue to use our current system for assessment and collection of property taxes rather than causing us to have to invest in a new system. Systems recently installed in like counties to ours have cost from $141.5 million dollars. Although there will be no reduction in staffing in either office, it will allow us to continue to manage the growth in our workloads without the need for additional staff. All of this work will need further refinement as we negotiate the changes and specify the scope of work with Computech. Following the completion of these four changes we would appreciate continuing to work with your office on the other priority adjustments necessary for our database to be effective and efficient for many years to come. Thank you, in advance, for your support of these improvements. If you have any questions or would like to discuss this further, please contact me at 50075.