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Home My WebLink Aboutord1994-025WhATCOM COUNTY COUNCIL AGENDA BILL N0.94 -213 CLEARANCES Initial Date Date Received in Council Office: Agenda date Assigned to: Council Introduction Originator. Executive 4/12 94 Division Head: 4 26 94 Finance COunci Dept. Head: Prosecutor. 3 -3C,- Purchasing /Budget: Executive: J job►` SUBJECT.- 1994 Supplemental Budget Request #3 ATTACHMENTS: Ordinance Backup paperwork SUMMARY STATEMENT Please complete sections of box as appropriate & explain the item below. Related County contract #: Should Clerk schedule a hearing? NO /_X_/ YES /_/ Requested date: Amount budgeted for this item /project: $ Is it (or will it be) within budget? YES /_/ NO /_/ (Please explain below) Budget line item number(s): , Supplemental Budget Ordinance No. 3 adds appropriation to the following budgets: 1. The supplemental request for the Assessor appropriates $5,185 from Current Expense fund balance for a .17 FTE Appraiser position. The supplemental request for the Council Office appropriates $29,507 from additional photocopy revenues ($8,849) and Current Expense fund balance ($20,658) for extra help, publishing Title 20, added printing costs, and furnishings for the new office. 3. The supplemental request for the Hearing Examiner appropriates $18,885 from Current Expense fund balance for a fax machine, professional services for more hours for a pro tem Hearing Examiner and a court reporter. . 4. The supplemental request for non - departmental appropriates $25,000 from DCD grant funding for enhanced 911 service. 5. The supplemental request for the Combined - Treatment Services Fund appropriates $2,000 from a Washington State Traffic Safety Commission grant for prevention activities. 6. The supplemental request for the Health Fund appropriates Department of Health Consolidated Contract grant revenues for youth tobacco prevention and bicycle safety. This supplemental also appropriates Ryan White Title II HIV /AIDS grant funds for HIV /AIDS care services. 7. The supplemental request for the Physical Plant Fund appropriates fund balance for a transfer to the ER &R Fund (See #8 below). 8. The supplemental request for the ER &R Fund appropriates new REET and Physical Plant revenues (transfers in), and ER &R fund balance for a temporary .667 FTE. This supplemental also consolidates capital project appropriations into one fund for centralization and ease of administration in accounting for project costs. ORIGINATOR'S RECOMMENDED ACTION: Pass COMMITTEE ACTION TAKEN: COUNCIL ACTION TAKEN. 4/12/94: Council Introduction 4/26/94: Council adopted the ordinance with amendments:. 'elated File Numbers: Ordinance or Resolution Number (this item only): i Ord 94 -025 SPONSORED BY: Consent PROPOSED BY: Executive INTRODUCTION DATE: 4/194 1 ORDINANCE NO. 94-025 2 AMENDMENT NO. 3 TO THE 1994 BUDGET 3 4 WHEREAS, the 1994 budget was approved February 8, 1994; and, 5 6 WHEREAS, changing circumstances require modifications to the approved 1994 7 budget; and, 8 9 WHEREAS, those modifications have been assembled here for deliberation by 10. the Whatcom County Council. 11 12 NOW, THEREFORE, BE IT ORDAINED by the Whatcom County Council that 13 the 1994 Whatcom County budget ordinance 94 -009 is hereby amended by adding the 14 following amounts to the departments included therein: 15 16 Current Expense Fund: 17 Assessor 5,185 18 Council 23,418 _19 Hearing Examiner 18,885 20 Non- Departmental 25,000 21 Total Current Expense 72,488 22 23 Other Funds: 24 Combined Treatment Services 2,000 25 Health Fund 33,03.2 26 Physical Plant 22,378 27 ER &R 334,260 28 Total Other Funds 391,670 29 30 Total Supplemental 464,158. 31 32 BE IT FURTHER ORDAINED that the 1994 budget ordinance 94 -009, 33 exhibit C, is amended to reflect the additional authorized positions as set forth in 34 Attachment A to this ordinance. 35 36 ADOPTED this 26th day of April , 1994. 37 WHATCOM COUNTY COUNCIL 38 ATTEST: WHATCOM COUNTY, WASHINGTON 39 40 41 Council Clerk Ro rt A. Imhof, 42 APPROVED as to form: (►'Approved () Denied 43 44 J/ 45 Civil Deputy o cutor Shirley Van Za ten, Exe%i '' e 46 Date: ATTACHMENT A To ordinance titled: Amendment No. 3 to the 1994 Budget The 1994 budget ordinance 94 -009, exhibit C, is amended to reflect the additional authorized position as set forth below: Department/ Additional Authorized Positions Added FIE Fund ER &R Fund Administrative Services Manager 0.67 FIFE** (.33 FFE to 1.0 FTE) Assessor/ Appraiser .17 FIE CurExp Fund (.50 to .67) "The position will end at year end 1994. WHATCOM COUNTY BUDGET MODIFICATION REQUEST Department: ASSESSOR (CURRENT EXPENSE FUND 001) Requested By: KEITH WILLNAUER The following budget modification is requested: Budget Transfer * X Budget Supplemental ** SOURCE: (Accounts to transfer from or funding source for supplemental) 1.2910.1000 CURRENT EXPENSE FUND BALANCE (5,185) ACCOUNTS TO INCREASE: 300 ASSESSOR .6110 SALARIES & WAGES 3,718 6210 RETIREMENT 297 6230 SOCIAL SECURITY 284 6245 HEALTH 506 6255 OTHER HEALTH & WELFARE 102 6259 INDUSTRIAL INSURANCE 260 6269 UNEMPLOYMENT 18 TOTAL $5,185 PURPOSE OF TRANSFER OR SUPPLEMENTAL: (If more room is necessary attach additional sheet.) SEE ATTACHED SHEETS Authorized Department Executive's Date Posted: By: * Transfer's affecting objects 10, 20, or 60 must be authorized by the County Executive. Transfer's affecting other objects do not nccd Executive office apptovaL ** Supplemental requests, if approved by the Executive, wiu be forwarded to the County Council for authorization. 10/91 APPRAISER II FULL TIME FOR 8 MONTHS BEGINNING 5/1/94 1994 BUDGET ADDITIONAL NEEDED 6110 SALARIES AND WAGES 17,758 14,040 3,718 6210 RETIREMENT 1,421 1,124 297 6230 SOCIAL SECURITY 1,359 1,075 284 6245 TEAMSTER'S HEALTH. 2,024 1,518 506 6255 OTHER HEALTH & WELFARE 512 410 102 6259 INDUSTRIAL INSURANCE 1,040 780 260 6269 UNEMPLOYMENT 89 71 18 TOTALS 24,203 19,018 5,185 AMOUNT NECESSARY TO FUND FULL -TIME APPRAISAL POSITION FOR 8 MONTHS AMOUNT ALLOCATED BY COUNTY COUNCIL IN 1994 BUDGET SUPPLEMENTAL MONEY REQUESTED 24,203 19,018 5,185 WHATCOM COUNTY ASSESSOR'S OFFICE 1994 BUDGET SUPPLEMENTAL REQUEST 3/15/94 Attachment Reasons to Support the Request: Primary Reason: The current allocation of personnel resource will not meet new construction processing production statutory responsibilities. 1. The current Building Permit inventory and backlog is at last year's high level. 2. The current multiple- agency building permit issuance shows no decline. 3. Preliminary Short and Long Plat Subdivision filings at record numbers as good indications for residential building activity. 4. The Washington State Department of Revenue's County New Construction Appraisal Assistance Program is funded at 60% of last year's level. The program is in it's last year and is scheduled for termination. Three appraiser were used for three months in 1993. 5. The current revaluation_ area's statutorily required appraisal is three months behind schedule as a result of last year's extended new construction processing and dramatic increase in Board of Equalization petition response processing. This revaluation area contains 24,000+ taxable parcels, our largest area as opposed to 21,000+ plus parcels in the area we last completed in 1993. 6. A 400% increase in the numbers of Board of Equalization petitions filed, up from 151 to 600 plus petitions. This is expected to increase dramatically again in 1995 to an estimated 1000+ as a result of market value losses from the direct impact of regulatory actions. 7. No Assessor's Office 1994 budget allocation or vacancy savings are available for extra help or overtime appraisal assistance. A retired appraiser utilized as temporary extra help funded with vacancy savings last year cannot be accommodated. in this year's situations. 8. No statutory directive to allow a taxpayer abusive, inequitable, insupportable, in- office shortcut estimation of market value assessment derived. from building permit figures. 9. Unquestionable difficulty in the last five attempts to hire qualified full time appraisers in the Assessor's Office. There are no anticipated availabilities for part time qualified job candidates if you struggle repeatedly as we have to fill full time positions. WHATCOM COUNTY ADJUSTED 4/26/94 BUDGET MODIFICATION REQUEST Department: Whatcom County Council Requested By: Ramona Reeves, Clerk of the Council The following budget modification is requested: — Budget Transfer * X Budget Supplemental ** SOURCE: (Accounts to transfer from or funding source for supplemental) 1.2910.1000 Current Expense General Fund Balance -Total: ACCOUNTS TO INCREASE: 1100 6120, Council Extra Help 10,000.00 1100 6130, Council Out of Class Pay $ 785.00 !100 7190, i2euneil Miseellaneous $840. 1100 6329, Council Supply, Interfund $: ?� Total: $IMM 30,658.00 PURPOSE OF TRANSFER OR SUPPLEMENTAL: Please see attached narrative. Authorized By: Department Head: o a Reevd Clerk of the Council Date: 3.114 94 Executive's Offic . '` ��— Date: S S` Date Posted: By: Transfers affecting objects 10, 20, or 60 must be authorized by the County Executive. Transfers affecting other objects do not need Executive office approval. Supplemental requests, if approved by the Executive, will be forwarded to the County Council for authorization. WHATCOM COUNTY ADJUSTED 4/26/94 BUDGET MODIFICATION REQUEST Department: Whatcom County Council Requested By: Ramona Reeves, Clerk of the Council The following budget modification is requested: X Budget Transfer * X Budget Supplemental ** SOURCE: (Accounts to transfer from or funding source for supplemental) 1100 4341 6000 Revenue, certified copies ($!#%:� -- 3;}64:00) 1100 4369 9001 Revenue, copies, etc. ($ *)Q 4,651.00) 1100 4341 3500 Revenue, transcripts, etc. ($ 2,034.00) Total: ACCOUNTS TO INCREASE: 1120 6110 Transfer from Dana Brown -Davis salary 1100 6120 Council, extra help 1100 6630 902 Council, professional services 1100 6339 Council, printing, interfund 1100 7190 Council, miscellaneous 1100 6719 Council, postage Total: 5;849:00) line ($ 3,000.00) $ Of 8,000.00 $ 2,041.00 $ 1,394.00 $ 370.00 $ 44.00 5,849.00 PURPOSE OF TRANSFER OR SUPPLEMENTAL: Please see attached narrative. Authorized By: Department Head: R on4i Reeves . &rk of the Council Date: 3114194 Executive's Office./ Date: SS 9 q Date Posted: By: Transfers affecting objects 10, 20, or 60 must be authorized by the County Executive. Transfers affecting other objects do not need Executive office approval. Supplemental requests, if approved by the Executive, will be forwarded to the County Council for authorization. Whatcom County Council - Supplemental Budget Request No. 1, 3/94 Su pp. Descriptions -- Pufpose, and Transfer From Transfer From Transfer From Supplemental From Transfer From Item: Accounts Being Supplemented. 1100 4341 6000 1100 4369 9001 1100 434f 3500 CE Fund Balance 1120 6190 A Hire replacement for worker on family leave 1100 6120 Council Extra Help $905.00 $2,061.00 $2,034.00 $10,000.00 $3,000.00 B Pay remaining employee. for out -of -class work during co- worker's family leave 1100 6130 Council Out of Class Pa $785.00 C Refund meeting seminar revenue and reimb. for 12 c . employees' fees to cover ex p. 1100 6630 902 Council Professional Services $2,041.00 1100 6339 Council Printing $135.00' 1100 7190 Council Miscellaneous $370.00 $840.00 1100 6719 Council postage • $44.00 =` D Publish Title 20 (pay Code Pub. + copy cost 1100 6630 901 Council Professional Services $3,500.00 1100 6639 Council printing, interfund $1,500.00 E Transfer revenue to cover printing expense 1100 6339 Council Printing $1,259.00. F Furnishings, large supplies for new offices 1100 6329 Council supply, interfund $4,033.00 TOTALS.: $2,164.00 $4,651.00 $2,034.00 $20,658.00 $3,000.00 Total Transfers: $11,849.00 03/15/94, 15:21 WHATCOM COUNTY BUDGET MODIFICATION REQUEST NARRATIVE Department: Whatcom County Council Narrative Prepared By: Ramona Reeves, Clerk of the Council Please attach this narrative to the Budget Modification Requests for transfer and supplemental dated 3114,194 There are really five separate requests involved in the County Council Office's Budget Modification Requests (both the transfer and the supplemental): I. Transfers and a supplemental to cover the impact on our office resulting from an employee's family leave II. Reimbursement for costs associated with the Effective Meeting Techniques seminar (the reimbursement will enable us to pay the bills associated with the seminar) III. Supplemental to cover the cost of publishing Title 20, resulting in a savings to the Planning Department, increase in efficiency and reliability of updates to Title 20, and revenue from sales of copies IV. Revenue reimbursement to Council Office printing budget V. Furnishings for new Council Offices The next page after this cover sheet is a breakdown by source of the budget modification request. A separate narrative (responding to questions posed by the Administration regarding all requests for supplement or transfer) for each of these is attached, and labeled accordingly as I, II, III or IV. I. FAMILY LEAVE A. What circumstances created or caused the need for the budget modification? Dana Brown- Davis, a key employee in our operation, is expecting a baby in late April. She will be taking family leave (absent full time for three months, working part -time until December 1994). Marina McAllister will assume Dana's duties during the times she is absent, and will be involved almost full -time with Board of Equalization duties. Under any normal circumstances this would create a severe impact on our office workload and efficiency. However, we anticipate Board of Equalization petitions to increase by at least 100 percent this year, impacting our office in terms of foot traffic and phone calls, printing and mailing, filing and scheduling. Even if Dana were scheduled to be here full time we would be in crisis, in terms of addressing workload pressures. B. How will the affected service or program benefit from the budget change? If the budget change is approved, our office staff will be able to: Continue to produce Council packets and agendas on a schedule convenient for Council Members, the public, and Administrative staff; attend and take minutes at Council meetings; continue to process, in a timely fashion, resolutions and ordinances; handle administrative and day -to -day work; respond in the most minimal sense to Board of Equalization inquiries; and have someone at the front counter to greet the public and answer phones. C. What service or program impacts will occur if the change is not approved? If the change is not approved, the Council Clerk's staff will operate under an unreasonably stressful, depressing and demanding conditions. Council packets and agendas will be unavailable to Council Members, the public and Administrative staff until Fridays or Mondays (one day late); our office phones will operate under voice mail at least 75 percent of the time (now at 5 percent of the time); minutes preparation will be months behind; Council Members will not have staff at most committee meetings; citizens, staff and Council Members will need to wait an inordinate amount of time for Council staff to respond for requests for copies, information, or assistance. D. What specific funding source will be used? I propose to transfer most of the necessary funds from revenues received by this office. A small amount will be transferred from Dana's salary line item, and a small amount is needed in the form of a supplemental budget from the Current Exense Fund balance.. .II. MEETING SEMINAR A. What circumstances created or caused the need for the budget modification? As Clerk of the Council I felt it would be important and useful for Council Members and' staff to attend a seminar led by an expert in effective meetings and parliamentary procedure. Our budget was unable to bear the cost of hiring this expert to do the seminar for our small group, so I booked a meeting room and opened the seminar to other organizations who paid a fee for each person attending. The seminar took place Friday, March 4, and was a complete success. The $70 per person fee covered most of our costs. We did not charge other County employees who wished to attend because of the expense to the County in terms of transferring funds (12 county employees attended). In addition, the fees that would have been charged for the 13 Council employees were not collected; we feel that the staff hours spent in preparing the seminar, advertising, and some other costs offset that portion. We do need- to transfer the money received in revenue, plus the $840 for non - Council employees who work for the County and who attended the meeting, in order to pay our bills associated with the seminar. B. How will the affected service or program benefit from the budget change? We will be able to pay our bills. The Council Office budget as it stands cannot bear the cost of this seminar. C. What service or program impacts will occur if the change is not approved? The Council Office would have to dip into other accounts in order to pay the bills, and this would create a severe hardship on our budget. Ultimately we would need to request a supplemental budget to replace the money used to cover the seminar costs. D. What specific funding source will be used? Most of the money required ($2,590) will come to us from revenue generated by the seminar. The remaining $840 required at this time will come from the Current Expense Fund, to reimburse us for the cost of providing the seminar free of charge to 12 county employees. The Council Office budget will bear the cost for sending its own 13 representatives. III. PUBLISH TITLE 20 A. What circumstances created or caused the need for the budget modification? An up -to -date version of Title 20, the Official Whatcom County Zoning Ordinance, has not been printed since February 1992. In that time at least one dozen ordinances amending Title 20 have been adopted; they are not reflected in the Title 20 document. B. How will the affected service or program benefit from the budget change? It would be more efficient, cost - effective, and timely to have Code Publishing Company reprint Title 20 initially and then update it on a semi - annual basis. This would involve no additional staff time, as the Council Office already sends all ordinances and resolutions to that company on a quarterly basis. The County would have this valuable reference document up -to -date on a quarterly basis. County Planning staff would no longer be burdened with the task of updating Title 20. For the first time a complete index to Title 20 would be available. And Title 20 would be available on computer diskette. C. What service or program impacts will occur if the change is not approved? Planning will continue to have the responsibility of updatingTitle 20, and placing a continuing burden on staff. Title 20 will have no index. It will not be available on computer diskette. It will continue to be out -of -date on a regular basis. D. What specific funding source will be used? A supplement from the Current Expense Fund will cover the one -time . republication cost of $3,500. The Council'Office, using a $1,500 supplement, will print copies of Title 20 and offer them for resale. Revenues should offset all of the $1,500 printing costs and possibly some of the $3,500 allotted for the republication costs. IV. PRINTING REIMBURSEMENT A. What circumstances created or caused the need for the budget modification? We charge fees to'cover the cost of copying and printing whenever we can. These fees offset the impact to our budget resulting from high demands for printing. I am asking for the reimbursement of some of the fees collected this year from the revenue accounts, in order to meet expected demands on our printing budget. B. How will the affected service or program benefit from the budget change? The printing budget will continue to be in good shape. We expect demand on our printing account to increase due to several factors: The larger size of Council packets due to recent policy changes; a high number of copies needed to be made for appeals of Council decisions; high demand for Council resolutions and ordinances,_ for which we receive no reimbursement. C. What-service or program impacts will occur if the change is not approved? We could manage with our current printing budget until July, when the currently allocated funds would be gone. D. What specific funding source will be used? This money comes entirely from revenue generated by this office for this purpose. I expect we will make several similar requests throughout the year, as printing - related revenue continues to come in to the County's coffers. V. FURNISHINGS FOR NEW COUNCIL OFFICES A. What circumstances created or caused the need for the budget modification? When we arrived in our new offices at 311 Grand Avenue, we discovered that the filing cabinet space is inadequate for storage of our current, permanent records, and for the Council Members' individual offices. Additionally, we require a dot matrix printer for our JD Edwards printouts (we were sharing one with other departments at the Annex), and a "loaner" is not available from Information Services. We also need shelving for the library area in order to move our public copies of ordinances, resolutions and,other documents into a usable arrangement. B. How will the affected service or program benefit from the budget change? We will have minimal, adequate storage space for current files and our library materials. We also will be able to utilize the JD Edwards system. C. What service or program impacts will occur if the change is not approved? Council Members will have no file storage space, or will have to choose between having guest chairs in their small offices or file cabinets. We will be unable to complete the required print -outs for our payroll and bookkeeping tasks. Our library materials will be in disarray on the floor or in boxes. One thing.to note: If at all possible we will use shelving from County surplus to meet our library needs. At the time this document was prepared none was available. There are no lateral file cabinets available through surplus to meet our filing needs. D. What specific funding source will be used? Current expense general fund. WHATCOM- COUNTY BUDGET MODIFICATION REQUEST Department: Hearing Examiner Current. Expense 001 Requested By: Ed Good The following budget modification is requested: _Budget Transfer * X Budget Supplemental ** SOURCE: (Accounts to transfer from or funding source for supplemental) 1.2910.1000 Current Expense Fund Balance (18,885) ACCOUNTS TO INCREASE: 1600 Hearing Examiner 6630 Professional Services 17,160 6659 Building Maintenance Fees 525 7420 Computer Capital Outlays 1,200 Total 18,885 PURPOSE- OF TRANSFER OR SUPPLEMENTAL: (If more room is necessary attach additional sheet.) See Attached Authorized Department Executive's Date Posted Transfers affecting objects 10, 20, or 60 must be authorized by the County Executive. Transfers affecting other objects do not need Executive office approval. '�"�` supplemental requests, if approved by the Executive, will be forwarded to the County Council for authorization. A. What circumstances created or caused the need for the budget modification? Increased number of land use applications requiring public hearing. B. How will the affected service or program benefit from the budget change? This added service will allow more hearings to be.heard per month thus reducing an individual applicant's waiting time._ Presently, the Hearing Examiner process is the fastest part of the land use application process. However, -the volume of cases extends the waiting period and recent ordinance changes produced an increase in land use applications requiring public hearings By using a Pro Tem Hearing Examiner to increase the number of hearings per month, processing time could be reduced to approximately 6 weeks, which is the historical average. Request of $11,000 based on 5 hours per hearing at the- rate of $55 /hr (preparation, hearing, writing decision, site inspection) for 4 hearings per month for 10 months Additional request - allows for work space for Pro Tem Examiner based on square footage allowance of 75 square feet at $7.88 per square foot. C. What service or program impacts will occur if the change is not approved. Unacceptable delays in processing land use applications. D. What specific funding source will be used? Current Expense Fund balance VaIATCOM COUNTY 1994 BUDGET ADDITIONAL SERVICES REQUEST - Additional Non - Personnel FUND: 001 DEPARTMENT /DIVISION: Hearing Examiner COST CENTER: 1600 Type of Request: Equipment Requested Acquisition Date: January 1994 Description of Request: Fax Machine Additional Appropriations Requested Object Description Amount 7400 Machinery & Equip. 1,200.00 TOTAL 1,200.00 Program Goals /Justification: Hearing Examiner presently using shared equipment with County Council which will be unavailable after Council moves to Courthouse. Page 16 A. What circumstances created or caused the need for the budget modification? Unavailability of staff to record hearings, and to produce transcript for matters on appeal: Court reporter would create record for each hearing held by the Hearing Examiner. Appellants would obtain necessary transcripts for appeal from court reporter and submit with appeal materials. Hearing Examiner's Office would not be responsible for - typing transcript. B. How will the affected service or program benefit from the budget change? Since there is no staff available in the Hearing Examiner's Office to type lengthy transcripts, this work must be sent out to typing services and then returned to Hearing Examiner for verification. This requires nearly as much work by HE staff as preparing the transcript in the first place. Having a court reporter provide a certified copy of a hearing transcript allows for greater efficiency and significantly less preparation time. Additionally, it removes the county from the billing /collection process. C.. What service or program impacts will occur if the change is not approved? Appellants will have to transcribe hearing.tapes themselves or hire someone to transcribe tapes. There can be no guarantee of accuracy of a transcript under these circumstances. D. What specific funding source will be used? Court reporter fee of $35 per hour for attendance at a hearing (one hour minimum) can be levied as part of the initial land use applica- tion fee for those matters requiring a public hearing. For those hearings taking longer than one hour the additional per hour charge could be directly billed to the applicants or if no process for billing and collection is established, the additional fees would be paid from current expense funds. Transcription fees would not be processed by the county at all. The appellant would pay the court reporter directly. Requested $6,160 budget supplement is calculated by: 4 hours per week at $35 per hour for 44 weeks (remaining in 1994) CORPOLONGO & QUELCH, INC. 1111 West Holly, Suite C Bellingham, WA 98225 (206) 671 -6298 February 2, 1994 ED GOOD, HEARING EXAMINER 1000 North Forest Bellingham, WA 98225 COURT REPORTER SERVICES BID HOURLY CHARGE . . . . . . . . . . . . . . . . . $35.00 Transcript separately available for appellant to.*order at his cost. Services included: (1)' Reporter appearance and reporting (2) Reporter capable of producing instant working notes at $25.00 per reported hour, in ASCII or hard copy form. Yours Very Truly, ROBIN M. QUELCH, CSR, PR CORPOLONGO & QUELCH, INC. REALTIME REPORTING SPECIALISTS WHATCOM COUN'T'Y BUDGET MODIFICATION REQUEST Department: Executive - Non - Departmental - Current Expense Fund 001 Requested By: Linda Irvin The following budget modification is requested: _Budget Transfer * X Budget Supplemental ** SOURCE: (Accounts to transfer from or funding source for supplemental) 4250 Emergency Communication -911 4334.0421 State Grant - DCD Enhanced 911 Planning (25,000) ACCOUNTS TO INCREASE: 4250 Emergency Communication -911 7210.0421 DCD Enhanced 911 Planning 25,000 PURPOSE OF TRANSFER OR SUPPLEMENTAL: (If more room is necessary attach additional sheet.) This supplemental appropriates Department of Community Development (DCD) E911 planning funds for enhanced 911 service. The appropriation contracts DCD funds to What -Comm for the purposes of E911 planning. Authorized By: Department Head Executive's Date Posted: `/ By: ate: Z*1, * Transfers affecting objects 10, 20, or 60 must be authorized by the County Executive. Transfers affecting other objects do not need Executive office approval. ** Supplemental requests, if approved by the Executive, will be, forwarded to the County Council for authorization. @1LU U j1'IgH 2 3 1993 BARBARA GOODING Direclor 5TAre n O i N t � S i� n2 Jy. �yt 1 H ? STATE OF WASHINGTON DEPARTMENT OF COMMUNITY DEVELOPMENT EMERGENCY MANAGEMENT DIVISION 4220 E. Martin Way Post Office Box 48346 • Olympia, Washington 98504 -8346 (206) 459 -9191 • (SCAN) 585 -9191 March 22, 1993 TO: County Commission /Council Chairs FROM: Bob Oenning Statewide E911 Coordinator SUBJECT: Availability of Enhanced 911 Planning Funds I am pleased to announce that the Department of Community Development is making available E911 planning funds to counties that need financial assistance in developing their E911 implementation plans and budgets. Allocations of up to $25,000 per county . are available for this purpose. Prior to distributing. these funds, RCW 38.52.540 requires that the Department develop an' administrative rule, or WAC, specifying the purposes. for which state E911 funds may be expended. Such a WAC has been drafted and was filed under the emergency rules with the Code Revisor on March 17th. As such, it becomes effective immediately. A permanent WAC will be adopted within 120 days. In order to begin .distributing planning monies, we are asking that each county wishing to receive a planning allocation send a letter from the county commission /council formally requesting the funds and attesting to the following conditions. The county is not currently providing enhanced 911 service; The funds will be used solely for necessary expenses associated with the preparation of an enhanced 911 implementation plan and budget; E911 service will be provided countywide at a minimum, and the county will consider the possibility of providing E911 service on a consolidated or regional basis with other counties as a means to most efficiently and effectively provide the service; County Commission /Council Chairs March 15, 1993 Page Two • A county 911 excise tax of 50¢ per access line per month is in place or an equivalent revenue source has been earmarked for E911 Implementation; and • The county will provide periodic progress reports on plan development to the E911 Office. As indicated, each county is able to request.up to $25,000 for the development of their E911 implementation plan. This $25,000 allocation will be considered an initial "draw" upon the total state funding available to each county for E911 implementation. Any remaining balance in this initial $25,000 planning allocation to your county, once your plan is developed and approved. by the E911 Office, may subsequently be applied to any other component- specified in the WAC such as addressing, equipment, data base development, etc. If your county wishes to receive these E911 funds, please send us a letter'of request with the assurances outlined above. Upon receipt of your request, we will prepare a short contract between your county and DCD that will allow us to distribute the funds once the contract has been signed. If you have any questions about the program or the process, please call me at (206) 923 -4911 or Ken .Back at (206) 923 -4914. cc: County E911 Coordinators E911 Advisory Committee RO:KB:elh WHATCOM COUNTY BUDGET MODIFICATION REQUEST DEPARTMENT: COMBINED TREATMENT SERVICES REQUESTED BY: JOHN HOOPER The following budget modification is requested: Budget Transfer* XXX Budget Supplemental ** SOURCE: (Accounts to transfer from or funding source for supplemental) Washington State Traffic Safety Grant ACCOUNTS TO INCREASE: Revenues: 10413.4334.0350 — State Grants /Traffic Safety $2,000.00 Appropriations: 10414.6610.950 - Traffic Safety Prevention $2,000.00 PURPOSE OF TRANSFER OR SUPPLEMENTAL: (If more room is necessary attach additional sheet.) Combined Treatment Services has been awarded 2 Mini - Grants from the Washington State Traffic Safety Commission. These Grants will be used for prevention activities in our community. (See attached detailed work statements) Authorized B Department Executive's Date Posted: y: Head Date: 3--18 J Offic �/` �� Date: 5/5/7 By: f Transfers affecting objects 10, 20, or 60 must be approved by the Comity Executive. Transfers affecting other objects do not need Executive Office approval. ** Supplemental requests, if approved by the Executive, will be forwarded to the Comity Cotiucil for authorization. \world k\Budget%TSf G RAM'.RSf WHATCOM COUNTY - COMBINED TREATMENT SERVICES _ Mental Health/Substance Abuse ,jurthouse Annex - 1000 N. Forest St., Suite 101 Bellingham, WA 98225 -5596 PEGGY MOTES BALL Director Dear Traffic Safety Commission: The Youth Task Force and the Traffic Safety Team of Whatcom County are hoping to send students to the SAFTYE Conference again in March. Last year the students that were able to attend played a major part in our prevention efforts by learning how to perform such activities as Ghost -outs and Mock DWI crashes. Both of those activities and more have been successfully used by the students in their schools and we are hoping to duplicate that success. In order to send students this year, we would like to request two (2) mini- grants of $500.00 each, one to pay for the vans, and another to cover registration for our students and advisors. We are confidant that the students we want'to send can only benefit from the conference and give back something to their communities, but they can only do it with your support. . Thank you for your time and understanding. If you have any questions please call us at (206) 676 -6829. We look forward to hearing from you! Sincerely, James Marx Jimmy Rogers Joe Fuller Substance Abuse Member Traffic Member Traffic Prevention Coordinator Safety Team Safety Team Phone 676 -6829 FAX 738 -2490 SCAN Prefix 769 I '1%*-6 -6439 QlylO.{NEaT EAT! SERVICES Mental Kealth/Sutistanca'Abuse Courthouse Annex - 1000 N. Forest St., Suite 101 Bellingham, WA 98225.5596 PEGGY MOTES BALL Director U E ( 0 .i ' `_1 J 1 b 1 '_' N 0. f)1.! 7 f. �: 1 y .. SAF'rYE CONFERENCE COST NEED: 1. Registration- SAFTYE CONFERENCE 16 students, 4 advisors a, $25.00 each ^. Van Rental 2 vans @ $250.00 each MATCH; 1. We will be paying for other direct costs such as: Meals for traveling to and front the conference, mileage for two vans, and other expenses that evolve. Page 2 $ 500.00 $ 500.00 $350.00 OK TO USE MINI GRANT FUNDS FOR THIS PROJECT, NOT TO EXCEED $1000. !.I Bill Cooper Program Manager Phone 676 -6829 FAX 738 -2490 SCAN Prolix 769 CHARLES F. HAYES Director _ r 1 r r r.t�� STATE OF WASHINGTON WASHINGTON TRAFFIC SAFETY CON- IM1SSION 1000 S. Cherry St., PO Box 40944 • Oiympia. VV'ashington 98504 -0944 February 4, 1994 James C. Marx Whatcom County Combined Treatment Services Courthouse Annex 1000 N. Forest St., Suite 101 Bellingham, Washington 98225 Dear Mr. Marx: The Traffic Safety Fair outlined in your January letter is consistent with prior discussions we have had concerning youth involvement in the Guide - Meridian Corridor Safety Project. Accordingly the Washington Traffic Sa =ety Commission will provide a mini -grant in the amount of $1,000.00 (One Thousand Dollars) to support the activities outlined in your letter. Those activities include the following: o Conducting a Traffic Safety Fair at a public location (Currently planned for the Costco parking lot) ih the _proximity of the Guide - Meridian Corridor o Production of bumper stickers and radio commercials o Supplies, postage, printing and posters Payment may be either through a billing from your agency or directly from the providers of the above products and services. In either. 'case the billings. must clearly specify the product and the amount of that product provided. The amounts bided do not need to exactly match the amounts shown for the various commodities and services in your January letter, but in any case the total amount billed cannot exceed the $1,000.00 of- this mini - grant. All billings need to be submitted to the WTSC no later than April 15, 1994. Washington Traffic Safety Commission Mary er Program Manager cc Charles F. Hayes, Director Nancy Cleeves, Fiscal Officer Whatcom County Combined Sme ub-stance tmentServices ' s C. Marx Abuse Prevention Coordinator G Dear Traffic Safety Commission: The Traffic Safety Team of Whatcom County will be coordinating a "Traffic Safety Fair" coming up this march, which will act as part of the Meridian Corridor Project. At this fair, we will be having many demonstrations, such as a Mock DWI Crash. Request: In order to make this fair a success, we request a grant for $1,000.00 for the following: * 1,000 2 color bumper stickers (.36 each) "Empty Grave" picture $360.00 *Set up Charge $ 40.00 *Press Charge $ 36.00 * Shipping $ 14.00 total = $450.00 *Taping of two radio commercials $200.00 *Misc.( food & supplies(postage, printing, poster materials)) $350.00 total = $550.00 Total Requested Fitnds S1,000.00 Match: Up to this point; we have a match for the following: *Costco donation of hot -dogs $100.00 *Coca -Cola donation of pop $200.00 *We have had other offers for donations that are not confirmed at this point $ ? Thank you for your time.. Any questions, call us at 676 -6829 and ask for James Marx. We look forward to hearing from you! Sincerely, _ James C. Marx Joe Fuller Substance Abuse Member- Traffic Prevention Coordinator Safety Team WHATCOM COUNTY BUDGET MODIFICATION REQUEST Department: HEALTH Requested By:Frank Tames, NID The following budget modification is requested: _Budget Transfer * X Budget Supplemental ** SOURCE: (Accounts to transfer from or funding source for supplemental) 15331.4334.0495 ** Consolidated Contract /Youth Tobacco Prevention <$14,485> * *NEW Cost Center Code ** 15301.4334.0495 Consolidated Contract /Youth Tobacco Prevention <$2,089> ** * *A portion of the Youth tobacco Prevention consolidated contract grant money is allocated to administrative overhead, cost center 15301. Additional administrative appropriation is not needed, the revenue is budget for documentation purposes only. ACCOUNTS TO INCREASE: ** 15331.6330 Professional Services $10,400 .6120 Extra Help : Clerical $ 2,000 .6329 Supplies $ 5,085 .6810 Advertizing $ 1,000 .6710 Postage $ 500 .6790 Travel $ 500 * *NEW Cost Center Code PURPOSE OF TRANSFER OR SUPPLEMENTAL: (If more room is necessary attach additional sheet.) Legislation passed in 1993 provides for a new tax on facilities that sell tobacco products. This money has been allocated to local health departments for youth tobacco prevention activities. The Health Department will contract with a health educator to provide program development and coordination. Specific prevention activities will build on the work of COMMIT - the recently concluded community tobacco intervention program. It is anticipated these will be annual ongoing funds. Authorized By: Department He Executive's Off Date Posted: 0%- * Transfers affecting salaries, benefits, or capital accounts (6100, 6200, 7300 and 7400) must be authorized by the County =:T. "_ STATE OF WASHINGTON DEPARTMENT OF HEALTH Olympia, Washington 98.504 • (206) 753 -7520 • FAX 580 -5440 DATE: February 9, 1994 TO: Jan Dahl Director of Personal Health Services Whatcom County Health Department FROM: Stephen M. Bowman, M.H.A., Manager /17 Youth Tobacco Prevention Program Office of Heart Disease•and Cancer Prevention RE: Allocations for Youth Tobacco Prevention Activities As a follow -up to our conversation, this memo is to provide you with funding allocation levels for youth tobacco prevention activities in your health district/department. - For. the current year through June 30, 1994, $22,088 has been allocated to your county/district. For the next funding cycle (July 1, 1994 -- June 30, 1995), your estimated allocation is $21,060. Please note that the final allocation for the next funding cycle is contingent upon receipts collected and deposited into the Youth Tobacco Prevention Account. If you have any questions, please do not hesitate to contact me at (206) 753 -4312 or Scan 234- 4312. I look forward . to receiving your statement of work, deliverables and budget detail. Thank you for your assistance. t • TO: Stephen Bowman, MHA Manager, Youth Tobacco Prevention Program Office of Heart Disease and Cancer Prevention State of Washington Department of Health Olympia, WA 98504. FROM: Jan Dahl, RN Director of Personal Health Services DATE: February 16, 1994 RE: Budget and Statement of Work for Youth Tobacco Prevention Allocation I. Statement of Work for 1994 Consolidated Contract. A. - Develop a local Youth Tobacco Prevention Coalition. B. Participate in regional planning and activities with Liquor Control Boards and other Health Department Youth Tobacco Prevention Programs. C. Develop a Health Department Tobacco Control Team to coordinate efforts in Maternal Smoking Cessation, WIC second -hand smoke initiative, ana adolescent STD clinic. D. Develop a Tobacco Control Resource Center. .E. Provide education materials to schools. F. Provide family practice and pediatrician health care professional education and materials to prevent and intervene with youth tobacco use. G. Develop a youth task force to provide peer counseling, education and compliance checks. FUND.TOB 2118194 TT. Budget A. Professional Services Contracts' May - Dec 1994 Jan - June 199. T understood the funds not expended before July 1993 could be carried over to the second funding period. FLJND.TOB 2/18/94 1) Health Tobacco Educator /Community Organizer (400 hrs in 1994, 400 hrs in 1995 x $25 per hour) $10,000.00 $10,000.00 2) Clerical Support (200 hours in 1994; 200 hours in 1995 x $10 per hour) $ 2,000.00 $ 2,000.00 3) Youth Educator Honorarium (20 presentations in 1994 and 1995. x $20 each) $ 400.00 $ 400.00 B. Educational Materials $ 5,085.00 $ 5,085.00 C.. Travel $ 500.00 $ 500.00 D. Media Advertising $ 1,000.00 $ 1,000.00 E. Postage $ .500.00 $ 500.00 F. Administration $ 2;089.00 $ 2,089.00 TOTAL $21,574.00 $21,574.00 T understood the funds not expended before July 1993 could be carried over to the second funding period. FLJND.TOB 2/18/94 WHATCOM COUNTY BUDGET MODITICATION REQUEST Department: HEALTH Requested By: Frank .Tames. MD The followirig budget modification is requested: — Budget Transfer * X Budget Supplemental ** SOUR E: (Accounts to transfer from or funding source for supplemental) 15332.4333.9136 Consolidated Contract /Bicycle Helmet <$2,547> ACCOUNTS TO INCREASE: 15332 .6630 Professional Services $1,000 .6320 Supplies 1,547 PURPOSE OF TRANSFER OR SUPPL + MAL: (If more room is necessary attach additional sheet.) These funds will allow for expansion of the bicycle safety education program into Whatcom County Schools. Professional services dollars will be used to extend the contract of the current coordinator to develop, modify or obtain curriculum materials, contact county school districts, arrange for teacher training. Authorized By: Department Head: Date: t l5 Executive's Offi e: d� Date: '5A Date Posted: By: $ Transfers affecting salaries, benefits, or capital accounts (6100, 6200, 7300 and 7400) must be authorized by the County Executive. Transfers affecting otber objects do not need Executive office approval. $$ supplemental requests, if approved by the Executive, will be forwarded to the County Council for authorization. 2194 9TArp a� • C4 y� lass STATE OF WASHINGTON DEPARTMENT OF HEALTH INJURY PREVENTION PROGRAM Olympia, Washington 98504 -7832 • (206) 753 -4112 • FAX (206) 753 -9100 March 3, 1994 Jan Dahl Director of Nursing Bellingham - Whatcom County Health Department P. O. Box 935 Bellingham, Washington 98227 Dear Jan: This letter is in regard to the funds for the bicycle helmet promotion project that were unspent during 1993. The unspent funds of $2,547 can be brought forward into 1994 for the purposes of developing and making available •a school -based curriculum on bicycle safety. These funds must be expended by September 30, 1994. I will initiate a consolidated contract amendment to this effect. Sinc rely, Ilene F. Kasten, MPH Program Manager WHA.TCOM COUNTY BUDGET MODTKCATION REQUEST Department: HEALTH Requested By: Frank Tames, M.D. The following budget modification is requested: _Budget Transfer XX Budget Supplemental ** SOURCE: (Accounts to transfer from or funding source for supplemental) Federal Grant /AIDS Title 11 Consortium /Case Management 15312.4333.9118 ACCOUNTS TO INCREASE: <$ 11,000> 15312 .6120 Extra Help (Case management) $10,400 .6320 Supplies 300 .6780 Travel 300 PURPOSE OF TRANSFER OR SUPPLEMENTAL: (If more room is necessary attach additional sheet.) Funds from tile' RYAN WHITE CARE ACT Title 2 for AIDS care services have been recieved for supplementing case management services. We will supplement current services, develop case management expertise in other agencies with the long range goal of eventually transition case management services to a community base organization. Authorized n•f• Department Executive's Date Posted: ; asy: S5 * Transfers affecting snlnries, benefits, or capital nccoinks (6100, 6200, 7300 and 7400) uuist be authorized by the County Executive. Trs nsfers affecting other objects do not need Executive office approval.- ** Supplemental requests, if approved by the Executive, will be forwarded to the County Council for authorization. 2/94 NORTH COUNTIES HIV /AIDS CARE CONSORTIUM Title II Case Management Proposal PROBLEM: An increasing number of persons with HIV infection have relocated to Whatcom County. Case management service levels are not adequate to meet the increased demand for service. PROPOSAL: Increase case management services to maximize client's health and benefits Specific Services:. - Assistance in obtaining early primary care - Assistance in obtaining financial assistance - Assistance to assure the continuity of health insurance - Coordination of services including mental health, housing, volunteer services, and other early intervention services - Increase Health Department referrals to and from other local and regional agencies through improved networking - Assure availability of culturally sensitive and linguistically appropriate services LONG TERM GOAL: transition most or all case management services to community based organizations Region 3 AIDS Service Network 3020 Rucker Avenue, Suite 300 Everett, WA 98201 -3971 (206) 339 -5211 serving Island, San Juan, Skagit, .Snohomish and Whatcom Counties FAX 339 -5212 March 3, 1994 Jan Dahl, R.N. Whatcom County Health Department 509 Girard Street Bellingham, Washington 98227 RE: RYAN WHITE TITLE II HIV /AIDS FUNDS This is to inform you of the decision of the North Counties H1V /AIDS Care Consortium to allocate $11,000 of Ryan White CARE Act Title II funds to Whatcom County Health Department for HIV /AIDS case man- agement services in federal fiscal year 1994 -1995 (April 1, 1994 -March 31, 1995). Your contract will be administered by this office, which is serv- ing as lead for the North Counties HIV /AIDS Care Consortium. These are federal indirect funds which come to us via the Washington State Depart- ment of Health. Final approval of the allocation from the appropriate State and Fed - eral authorities is expected shortly. Agreements should be ready for sig- nature by the end of this month. Sinc rely, Alexander P. Whitehouse Regional Coordinator Established under authority of the State of Washington. Administered by Snohomish Health Dlstrlct, Everett, Washington WUNMOM COUNTY BUDGET MODIFICATION REQUEST Department: Executive JPhysical Plant (Fd. #328) Requested By: Tom Sutberry The following budget modification is requested: _Budget Transfer * X Budget Supplemental ** SOURCE: (Accounts to transfer from or funding source for supplemental) 328.2910.1000 Physical Plant Fund Balance $22,378 ACCOUN'T'S TO INCREASE: 32800.8351.501600 Operating Transfer Out /ER &R $22,378 PURPOSE OF TRANSFER OR SUPPLEMENTAL: (If more room is necessary attach additional sheet.) See attached ER &R budget modification request form. Authorized By: Department Head: ry. Date: X3/0 g Executive's Offi U�`" Date: s/s Date Posted: * Transfers affecting objects 10, 20, or 60 must be authorized by the County Executive. Transfers affecting other objects do not need Executive office approval ** Supplemental requests, if approved by the Executive, will be forwarded to the County Council for authorization. WHATCOM COUNTY BUDGET MODIFICATION REQUEST Department: ER &R/Transportation Services Fund 9 501 Requested By: Jeff Monsen/Tom Sutberry The following budget modification is requested: _Budget Transfer * X Budget Supplemental SOURCE: (Accounts to transfer from or funding source- for supplemental) 501600.8301.32800 Operating Transfer In/Phys.Plant $22,378%' 501600.9191.32800 R.E. Trans.In/Phys. Plant �210,000� 501600.9101.32600 R.E. Trans.In/R.E.E.T. 85,000 501.2910.1000 ER &R Fund Balance 16,882' TOTAL $334,260} ACCOUN'T'S TO INCREASE: 501600.6110. Reg. Salaries & Wages $315136 .6210 Retirement 29492 .6230 Social Security 2,382 .6249 Medical Insurance 2,184 .6255 Other H &W Benefits 561 .6259 Workers Comp - Interfund 349 .6269 Unemployment - Interfund 156 .7350 Buildings & Structures 210,000 .7380 Other Improvements 85,000 TOTAL $334,260 OPURPOSE OF TRANSFER OR SUPPLEMENTAL: (If more room is necessary attach additional sheet.) This supplemental /transfer request is submitted to allow for the hiring of a temporary employee (thru year -end 1994.) to complete various facility projects: (1) originally budgeted in the Real Estate Excise Tax fund ($40;000 for Central Ave. parking lot and $45,000 for pit parking area); (2) originally budgeted in the Physical Plant Fund ($115,000 for Northwest Annex Improvements and $95,000 for the completion of space for Administrative Services Department); and (3) projects budgeted in'the ER &R fund ($86,000 for removal of underground storage tanks, $55,000 for Lottie St. parking, and $35,000 for service station demolition and paving). Authorized By: Department Head: Executive's Date Posted: Date:- .31160 Transfers affecting objects 10, 20, or 60 must be authorized by the County Executive. Transfers affecting other objects do not need Executive office approval. '�* Supplemental requests, if approved by the Executive, will be fonvarded to the County Council for authorization. Whatcom County s ra Administrative Services Department 311 Grand Avenue Bellingham, WA 98225 (206) ,q MEMO TO: Shirley Van Zanten, County Executive FROM: Thomas D. Sutberry,- Acting Director, Administrative Services DATE: March 18, 1994 SUBJECT: Explanation of ER &R Supplemental Budget Request � 4 d 1 The purpose of the $334,260 supplemental budget request for ER &R is to provide an additional- $39,260 in salary and benefits appropriations to add a temporary 2 /3rds FTE for the remainder of 1994 to complete the identified facility projects totaling $471,000. 57% of the additional costs for project administration will be paid from the Physical Plant Fund and the other 43% will be paid from the ER &R fund. It is our intent that the temporary 2 /3rds FTE will end at the end of 1994. Jeff Monsen and I have agreed to move the project appropriations from each of the identified sources into the ER &R fund for centralization and ease of administration in accounting for the project costs. We will work together closely to. ensure timely, completion of the projects identified. Your cooperation in forwarding this request to Council is .appreciated. M 1 2 3 4 INTRODUCED BY: Consent PROPOSED BY: County Clerk DATE: 4/12/94 ORDINANCE NO. 94 -026 AUTHORIZING AN INCREASE IN THE COUNTY CLERK'S CASH DRAWER /CHANGE FUND WHEREAS, the County Clerk's office collects numerous fees, accepts many payments on accounts owed and sells numerous forms, and, WHEREAS, it is frequently necessary to provide change for the above transactions, and, WHEREAS, the existing County - Clerk'.s Cash Drawer /Change Fund in the amount of $50.00 is too often insufficient to meet the daily change requirements, NOW THEREFORE BE IT ORDAINED by the Whatcom County Council that the Whatcom County Clerk's Cash Drawer /Change Fund is hereby increased to the sum of ONE HUNDRED DOLLARS ($100.00). PASSED this 26th day of April , 1994. WHATCOM COUNTY COUNCIL WHATCOM COUNTY WASHINGTON ATTEST: Clerk of the Council APPROVED AS TO FORM: Civil Deputy Prosecuting Attorney Ch irperson ( •APPROVED ( ) VETOED V -U"Z.L Shirley Van Zante , Coun xecutive Date: -7_Z 7' ! T Page 1