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Home My WebLink Aboutord1994-034W L4TCOM COUNTY COUNCIL AGENDA BILL NO. 94 -261 CLEARANCES Initial Date Date Received in Council Offi e: A enda date Assigned to: 'ginator. Executive vivision Head: L_ U11Y 0 41994 WHATGOM COUNTY COUNCIL 5/10/94 Fi -'ouncil Introduction 5/24/94 Finance / Council Dept. Head: Prosecutor.. 3 Purchasing/Budget: Executive: SUBJECT- 1994 Supplemental Budget Request ATTACHMENTS: Ordinance Backup paperwork SUMMARY STATEMENT #4 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: S Is it or will it be within budget? YES NO Please explain below Budget line item number(s): , Supplemental Budget Ordinance No. 4 adds appropriation to the following budgets: 1. The supplemental request for the Administrative Services Department and Auditor's Office in the Current Expense fund transfers $97,273 (1994 appropriation) from the Auditor's Office to Administrative Services as well as appropriates $120,668 from Current Expense fund balance for the final step in reorganization of the Finance Division of the Administrative Services Department. Asecond supplemental request for the Administrative Services Department appropriates $29 ,585 from Current Expense fund balance to restore OSO FIE employee - Purchasing Manager. The two supplemental requests for the Planning and Development Services Department in the Current Expense fund appropriate $10,000 from new grant revenue for consulting services relating to the preparation of the Comprehensive Land Use Plan EIS and $25,000 from new grant revenue for wetland planning assistance. 3. The supplemental request for the Juvenile Department in the Current Expense fund appropriates $7,607 from fund balance for salary and wages owed to an employee that was on Worker's Compensation in 1993 and was compensated at 80% in error. 4. The supplemental .requests for non - departmental in the Current Expense fund appropriates: 1) $25,000 from fund balance for support of detoxication and alcohol protective custody programs in the Substance Abuse program, 2) $9,400 from fund balance for the interlocal agreement between the City of Bellingham, the City of Lynden, PUDNo.1, and Whatcom County (Nooksack Water User's Steering Committee), and 3) $456 from fund balance for the Council of Government Cascadia Corridor Task Force contribution. 5. The supplemental request for the Combined Treatment Services fund appropriates $6;797 from a private citizen gift for mental health wrap around services. 6. The supplemental request for the Transportation Services Department in the Road fund appropriates $10,000 from Council of Government grant revenue for rural transportation planning. 7. The supplemental request for the Law Library fund appropriates $28,497 from: 1) Law Library fund balance, 2) Current Expense fund transfer in (already budgeted in the current expense fund), and 3) miscellaneous rental revenue for additional operating expenditures. 8. The supplemental request for the Health fund appropriates $3,400 and $4,275 from new state Department of Health grant revenue for WIC capacity building and for tuberculosis program needs and $1 ,500 from Collaboration for Children contract child care fees for consulting services from a public health nurse. 9. The supplemental request for the Solid Waste fund appropriates $32,262 from fund balance to restore OSO FIE employee - Solid Waste Manager. ORIGINATOR'S RECOMMENDED ACTION.• Pass COMMITTEE ACTION TAKEN.• "NUNCIiL, ACTION TAKEN. 5/10194: Council Introduction 5/24/94: Council adopted the ordinance, with amendments, 6 -1 Brenner opposed I elated File Numbers: Ordinance or Resolution Number (this item only): 94 -034 ,1 Amended Per Council 5/24/94 SPONSORED BY: Consent PROPOSED BY: Executive INTRODUCTION DATE: 5110194 ORDINANCE NO. 94 -034 AMENDMENT NO. 4 TO THE 1994 BUDGET WHEREAS, the 1994 budget was approved February 8, 1994; and, . WHEREAS, changing circumstances require modifications to the approved 1994 budget; and, WHEREAS, those modifications have been assembled here for deliberation by the Whatcom County Council. NOW, THEREFORE, BE IT ORDAINED by the Whatcom County Council that the 1994 Whatcom County budget ordinance 94 -009 is hereby amended by adding the following amounts to the departments included therein: Current Expense Fund: Auditor (97,273) Administrative Services 247,526 Planning & Development Svcs 35,000 Juvenile 7,607 Non - Departmental 9,856 Total Current Expense 202,716 Other Funds: Combined Treatment Services Fund 6,797 Road Fund 10,000 Law Library Fund 28,497 Health Fund 9,175 Solid Waste Fund 32,262 Total Other Funds 86,731 Total Supplemental 289,447 BE IT FURTHER ORDAINED that the 1994 budget ordinance 94 -009, exhibit C, is amended to reflect the additional authorized positions as set forth in Attachment A to this ordinance. ADOPTED this 24th day of May ' 1994. WHATCOM COUNTY COUNCIL ATTEST: WHATCOM COUNTY.,VASHINGTON Council Clerk APPROVED as to form: Civil Deputy Pr e utor iert A. Imhof, Approved Shirley Van Zahten, Date: Sow ATTACHMENT A To ordinance titled: Amendment No. 4 to the 1994 Budget The 1994 budget ordinance 94 -009, exhibit C, is amended to reflect the additional authorized positions as set forth below: Department Requesting FTE: Additional Authorized Positions: FTE Amendment Auditor Accountant I (1) (1.0) FTE Auditor Accountant I (1) (1.0) FTE Auditor Account Clerk II (1) (1.0) FI-E Auditor Chief Deputy Auditor (1) {-$} Admin Svcs Dept Accountant I (2) 1.0 FTE Admin Svcs Dept Accountant I (2) 1.0 FTE Admin Svcs Dept Accountant III (2) 1.0 FTE Admin Svcs Dept Accounting Supervisor (2) (4) 1.0 FTE Admin Svcs Dept Accountant II (Systems /Training) 1.0 FTE Admin. Svcs Dept Administrative Assistant 1.0 FTE Admin Svcs Dept Purchasing Manager 0.50 FTE Solid Waste Solid Waste Manager 0.50 FTE Total FTE employee added: +4.00 FTE Employees NOTE: 1) This amendment to Exhibit C of Ordinance 94 -009 transfers 4 FTE employees (1) from the Auditor's Department to the Administrative Services Department (2). The Field Auditor (3) is a new, full -time position in the Auditor's Department. It provides the second internal auditor identified as being needed by the Auditor. 1994 funding for the Field Auditor (3) comes from Jan -June vacancy savings in the Chief Accountant position. Funding for the Accounting Supervisor (4) and the other transferred positions (2) in the Administrative Services Department comes from Auditor's 1994 budget appropriation transferred to the Administrative Services Department. WHATCOM COUNTY Summary of the Supplemental Budget Ordinance No. 4 Department/ Description Amount Source of Fund Finance Reorg Administrative Funds CURRENT EXPENSE FUND Auditor Finance Reorg Administrative Services Finance Reorg Administrative Restoration Services - Purchasing Mgr Planning & Development Services Professional Services Juvenile Salary & Wages Non - Departmental Nooksack Water Non - Departmental COG /Cascadia TOTAL CURRENT EXPENSE (97,273) Budget Reduction 247,526 Auditor Budget Reduction CE Fund Balance 29,585 CE Fund Balance 35,000 7,607 9,400 456 $202,716 OTHER FUNDS COMBINED TREATMENT SERVICES FUND Mental Health Svcs 6,797 ROAD FUND Rural Trans Planning LAW LIBRARY FUND Operating Expenses HEALTH FUND WIC /TB /Prof Svcs SOLID WASTE FUND Restoration - Solid Waste Mgr TOTAL OTHER FUNDS TOTAL SUPPLEMENTAL 10,000 28,497 9,175 32,262 $86,731 289 447 New Grant Revenue CE Fund Balance CE Fund Balance CE Fund Balance Private Gift New Grant Revenue LL Fund Balance CE Transfer In /Mist Revs New Grant Revenue SW Fund Balance WHATCOM COUN'T'Y BUDGET MODIFICATION REQUEST Department: Administrative Services Requested By: Tom SutbeM, Acting Director The following budget modification is requested: X Budget Transfer * X Budget Supplemental ** SOURCE: (Accounts to transfer from or funding source for supplemental) 001.2910.1000 C.E. Fund Balance $ 120,668 ACCOUNTS TO INCREASE: Auditor /Accountin 520.6110 Regular Salaries and Wages < $ 70,560 > 520.6120 Extra Help < 1,706 > 520.6210 Retirement < 6.652 > 520.6230 Social Security < 5,909 > 520.6255 Other H &W Benefits < 11,203 > 520.6259 Worker's Comp - Interfund <942> 520.6269 Unemployment - Interfund <301> Subtotal Auditor's Transfer < $ 97,273 > Administrative Services /Administration 1390.6110 Regular Salaries and Wages $ 15,510 1390.6210 Retirement 1,241 1390.6230 Social Security 1,187 1390.6249 Medical Insurance - interfund 2,070 1390.6259 Worker's Comp - Interfund 260 1390.6269 Unemployment- Interfund 78 Subtotal Cost Center 1390 $ 20,569 . Administrative Services/Finance 1500.6110 Regular Salaries and Wages $ 80,849 1500.6120 Extra Help 3,000 1500.6140 Overtime 2,400 1500.6210 Retirement 6,660 1500.6230 Social Security 6,599 1500.6245 Medical Insurance 6,072 1500.6249 Medical Insurance - Interfund 1,638 1500.6255 Other H &W Benefits 2,095 1500.6259 Worker's Comp- Interfund 1,300 1500.6269 Unemployment - Interfund 432 1500.6320 Office & Operating Supplies 2,000 1500.6329 Office & Operating Supplies 2,867 1500.6510 Small Tools & Equipment 1,500 1500.6520 Software 3,600 1500.6630 Professional Services 8,000 1500.6659 Building Maintenance Fees 9,060 Administrative Services%Finance (Cont.) 1500.6719 Postage - Interfund $ 3,500 1500.6720 Telephone 1,400 1500.6780 Employee Travel - Training 6,000- 1500.6810 Advertising 500 1500.6869 Equipment Rental - Interfund 2,400 1500.6949 Insurance Prem - Interfund 1,000 1500.7060 Repairs and Maintenance 500 1500.7110 Registration /Tuition 4,000 1500.7410 Equipment Capital Outlays 40,000 Subtotal cost center 1500 $197,372 TOTAL SUPPLEMENTAL REQUEST $120,668 PURPOSE OF TRANSFER OR SUPPLEMENTAL: (If more room is necessary attach additional sheet.) Financial services reorganization into Administrative Services Department. (See attached memo to County Executive) Capital Equipment Breakout: 6- microcomputers /emulation /software @ $3,200 ea. $ 19,200 1 -high volume copier. 9,000 1 -laser printer w print spool 2,800 1- conference table w chairs 2,500 1 -fax machine 2,500 Misc. furnishings /chairs /file cabinets /printer 4,000 TOTAL CAPITAL OUTLAY REQUEST $ 40,000 Authorized Department Executive's Date Posted: By: te: S- Z '9y * 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. 10/91 i WHATCOM COUNTY ADMINISTRATIVE SERVICES DE"�'77"' Whatcom County Courthouse 311 Grand Avenue Bellingham, WA 98225 (206) 676 -6871 Y, MEMO TO: Shirley Van Zanten, County Executive FROM: Thomas D. Sutbe�Acting Director DATE: April 29, 1994 SUBJECT: Supplemental Budget Request for'Finance Division Reorganization The final step in reorganizing the Administrative Services Department involves development of the Finance Division. This requires transfer of certain employees from various cost centers and the addition of one position for the accounting section and one position for administrative /secretarial support for the Director and the division managers. The following represents an explanation of how we are attempting to put this division together. During 1993, the County Auditor's office included eight positions to support the ongoing accounting responsibilities and one position was added to begin the internal audit function. The internal audit function was not brought on -line during 1993. These eight positions, not including the new internal audit function, supported the accounting /bookkeeping needs of the Auditor, special districts and the county's departments and agencies. The Auditor's accounting staff was not supporting centralized grant accounting, fixed asset accounting, or enterprise /proprietary fund full accrual accounting. Most of the county's recent state audits have included findings relative to insufficient grant and fixed asset accounting support. Also during 1993, the Public Works Accounting section included seven positions to support the internal accounting needs of the various public works divisions. Most all of the other departments and agencies have accountant /bookkeeping support at varying levels, depending on the complexity of the funds involved and the skills of the .personnel assigned. Many responsibilities have changed and are currently changing with the implementation of the new J.D. Edwards financial software. This reorganization proposal for the Administrative Services Department has received the support of the Financial Management Committee. Fixed asset and grants accounting issues are not being currently dealt with in this recommendation. I assume the County will eventually want to support centralized fixed asset and grant accounting, but we are not recommending taking on that project at this time. Attached is a draft of the proposed organizational structure for Administrative Services. The Auditor's office.cut 1.5 positions in the accounting section for 1994. That left 6.5 FTE's for the accounting responsibilities. We are proposing that 3 Auditor's positions currently filled, be transferred to Administrative Services, and that the fourth FTE, the vacant Chief Accountant position, be split ,July 1st, adding 1/2 'FTE to Administrative Services for an Accounting Supervisor's position and 1/2 FTE to the Auditor's office for a second internal auditor, with each position to result in a full FTE in 1995. This leaves the Auditor with 2.5 FTE's for . special districts and internal accounting /bookkeeping /payroll support and provides 2 FTE's for the internal audit responsibility. In order for Administrative Services to continue to provide the payroll services, Transportation Services will continue to loan the Department the payroll position through the end of 1994. At that time, Administrative Services will have to finance the position. Transportation Services also will be loaning two additional positions for. internal accounting support. These positions will bring accounting responsibility for Building Maintenance, Planning and Development Services and Solid Waste with them. Again, these two positions will require self funding in Administrative Services for the 1995 budget. In addition to the transferred positions identified above, the Financial Management Committee has determined a need to add a new Systems Accountant position which will be used for J.D. Edwards financial systems maintenance, .training, management reporting and backup assistance for other accounting functions. We believe this position is crucial for adequate maintenance and support of the new financial system, which is much more complex than the software it replaced. Finally, along with this request for consolidating the financial services, I am requesting an additional FTE as. Administrative Assistant. to the Department. This new Department includes about 53 FTE's, apparently in four different locations, and will be managing nearly $7 million in expenditures.. Currently, there are only 2 positions providing secretarial /administrative assistance. I need assistance in communications with not only the department, but also the entire county employee and official base, let alone the media. I believe this proposed position is critical for the Department's success. There is no comparable Department to my knowledge, with so little administrative /secretarial support. In conclusion, this request adds only two positions, equivalent to one FTE for 1994 in Administrative Services. We intend to recommend consolidation of funds under our control for 1995 and move all employees of Administrative Services to an internal services fund. The staff on loan from Transportation Services. will then be consolidated into the Administrative Services budget and we will have to develop a county -wide reimbursement system to finance the Department's activities. Thank you for the opportunity to explain this supplemental budget request. I look forward to our discussions with the Council Finance Committee regarding the same. 1 �- �l►11NzsTRAT�� S ��V��S O EPAR --mEwr - T7 f Jao t -Tv,a E = Fromm �= rE��«`�•cve AA — �� roe« A t.A, N cr,e�cy� z - ►s -qq C -pc, 7�ST'TF WHATCOM COUNTY BUDGET MODIFICATION REQUEST Department: Administrative Services Department Requested By: Tom Sutberry, Acting Director The following budget modification is requested: _Budget Transfer * X Budget Supplemental ** SOURCE: (Accounts to transfer from or funding source for supplemental) 001.2910.1000 Current Expense Fund Balance 4$29,585 ACCOUNTS TO INCREASE: 2800.6110 Regular Salaries and Wages $24,120 2800.6210 Retirement 1,930 2800.6230 Social Security 1,081 2800.6249 Medical Insurance- Interfund 1,638 2800.6255 Other H &W Benefits 435 2800.6259 Workers Compensation - Interfund 260 2800.6269 Unemployment Ins.- Interfund 121 Total Purchasing $29,585 PURPOSE OF TRANSFER OR SUPPLEMENTAL: (If more room is necessary attach additional sheet.) See attached memo. 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. WHATCOM COUN'T'Y ADMINISTRATIVE SERVICES DEPARTMENT Whatcom County Courthouse 311 Grand Avenue Bellingham, WA 98225 (206) 676 -6871 MEMO TO: Shirley Van Zanten, County Executive FROM: Thomas D. Sutberry, Acting Director DATE: May 2, 1994 SUBJECT: Continuation of Purchasing Manager's Position a vxSa;a �!'G This is to request your favorable consideration of Administrative Service's request to add .5FT'E to the 1994 budget to restore the purchasing manager position through the end of 1994 and to make it a permanent position. If no action is taken, the position will terminate on June 30, 1994. It has become necessary to restore the purchasing manager position so that the purchasing function will continue to operate satisfactorily. The termination was planned during the budget process while trying to organize a new Administrative Services Department and centralize accounting. Budget cuts were required. It was thought that the finance manager, a new position proposed to come on line July 1, could assume the duties of purchasing manager. As we approach the time for transition, it appears that managing the accounting function will consume the attention of the finance manager, who will not have time to be able to manage the purchasing function. The county needs the purchasing manager position to fulfill the requirements of Chapter 3.08 of the Whatcom County Code, as set forth in WCC 3.08.030(B), mandating the authorities and functions of the purchasing system. If the purchasing manager position is restored, the system will continue to operate satisfactorily. If the position is allowed to terminate, purchasing productivity and control will deteriorate. There will no longer be one person skilled in purchasing matters acting as a central point for coordination of county purchases of goods and services. There will no longer be an individual specifically responsible to serve as a check and balance for all departments to make sure public monies are spent in the best manner possible, protecting elected officials from scandal caused by employee misbehavior or theft, unwise relationships with entrenched vendors, splitting orders to circumvent bid limits, or poorly conceived or incomplete bid specifications. Restoring the Purchasing Manager Position Page 2 County policy since 1967 has been to centralize purchasing as much as practical, for best operating efficiency and maximum dollar savings. If the purchasing manager position is allowed to terminate, that longstanding policy will be reversed. Purchasing services to departments and agencies will deteriorate. The purchasing function for all departments will tend to decentralize, with buying decisions being made primarily at the department level. Department managers will spend more time purchasing. Some will tend over time to get what they want from the vendor with whom they are familiar, to the exclusion of other purchasing considerations. Duplication of effort and haphazard purchasing practices will increase. There will be less consolidation of orders, less quantity discounts, less prompt payment discounts, less standardization of equipment, and less use of state purchasing contracts. More money will be spent for the same quantity of goods and services purchased. Although it may be hard to prove, restoring the purchasing manager position will likely save more money than it will cost. In equipping -the county morgue in 1993, for example, the purchasing manager saved $40,000 off the original quote from the department. Making the most of available competition routinely saves large amounts of money. The purchasing manager position is also needed to manage the formal bid and proposal process for all departments, to review and approve specifications, to write requests for proposals, and to prepare invitations to bid and recommendations for award. Also, under the provisions of WCC 1.10, the purchasing manager plays a central role in the management of county owned personal property, supervising the inventory, controlling and redistributing surplus equipment, and coordinating disposal, auction, and sale. If the position is restored, the purchasing manager will be able to provide needed assistance in facilities management, including taking an active role in planning and implementing how to provide access to programs which is required by the Americans with Disabilities Act. In summary, it is important for efficient and cost effective county operations that the purchasing manager position be restored. To allow the position to terminate would be detrimental to sound government, and would cause this government to revert back to policies and procedures that were abandoned twenty years ago. WHATCOM COUNTY BUDGET MODIFICATION REOUEST Department: Planning and Development Services Requested By: Dan Tgylorl Planning Manager The following budget modification is requested: _Budget Transfer X Budget Supplemental ** SOURCE: (Accounts to transfer from or funding source for supplemental) 2545 PLAN AND DEV SVCS * New Cost Center SEPA - GMA ($ 10,000 ) .4334 State Grants .0424 DCD - SEPA and GMA ACCOUNTS TO INCREASE: 2545 -6630 GMA - Professional Services $ 10,000 PURPOSE OF TRANSFER OR SUPPLEMENTAL: (If more room is necessary attach additional sheet.) The Department of Community Development is awarding a $10,000 grant to Whatcom County for integration of SEPA and Growth Management Act requirements. The grant will be applied towards completion of an Environmental Impact Statement (EIS) on Whatcom County's Comprehensive Land Use Plan. On 2/8/94 Council authorized the Executive to request grant funds from DCD for completion of the EIS. DCD is preparing the grant contract for signature. On 4/12/94 Council authorized the Executive to enter into a professional services contract with Henigar & Ray, Inc. for consulting services relating to the preparation of the Comprehensive Land Use Plan EIS. The contract is approved and is being signed. Authorized By: Department Head:(/ Date: Executive's Office: Date: LIZ 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. 1[17011 WHATCOM COUNT' BUDGET MODIFICATION REQUEST Department: Planning and Development Services Requested By: Dan Taylor, Planning Manager The following budget modification is requested: _Budget Transfer * X Budget Supplemental ** SOURCE: (Accounts to transfer from or funding source for supplemental) 2550 PLAN AND DEV SVCS DOE - Wetlands ( $25,000 ) .4334 State Grants .0311 Wetland Integration Strategy ACCOUNTS TO INCREASE: 2550 -6630 GMA - Professional Services $25,000 PURPOSE OF TRANSFER OR SUPPLEMENTAL: (If more room is necessary attach additional sheet.) The Department of Ecology is awarding a $25,000 grant to Whatcom County for a Wetland Integration Strategy for Whatcom County. The grant will be applied towards developing an integrated environmental resource management program that will balance long -term natural resource protection with the County's growth requirements. On 6/15/93, Council passed Resolution #93 -036 supporting an application for a Wetlands Planning Assistance Grant. A contract has been prepared and has gone forward in the April 20 packet for Council approval at the April 26 meeting. The consultant has not yet been selected. Authorized By: Department Head:-/ I Date:_ —1J1 I C)� Executive's Office: Date: /1;7 Date Posted: By: LIZ * 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. 10/91 WHATCOM COUN'T'Y BUDGET MODIFICATION REQUEST Department: Juvenile - Current Expense Fund Requested By: Gary Wood The following budget modification is requested: _Budget Transfer * XBudget Supplemental ** SOURCE: (Accounts to transfer from or funding source for supplemental) 1.2910.1000 Current Expense Fund Balance 7 ACCOUNTS TO INCREASE: 1970 Juvenile Court - Res. Care 6110. Salary & Wages 6549.00 6210 Retirement 524.00 6230 Social Security 501.00 6269 Unemployment 33.00 7,607.00 PURPOSE OF TRANSFER OR. SUPPLEMENTAL: (If more room is necessary attach additional sheet.) See Attached Documentation. Author' Y Depart m Executi Date Po zed By: ent Head: Date: .7 ll' ve's Office: �� Date: S 31 jy sted: 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. 10/91 4, o/� ee 5 �7� W PERSONNEL DEPARTMENT An Equal Oppolyunity Employer 316 Lollic. Slreel Bellinbhaul, WA 98225 TO: Gary Wood ,( j FROM: Larry Mans ' 1 O ry t DATE: March 17, 1994 SUBJECT: Joyce Lundberg L & I Payments RM'ErMD \ MAR 2 2 1994 J vei?e Prow' cn Dew. NOTE: Worksheet not included w /suppler Enclosed you will find a copy of Karen Howard's worksheet listing all payments issued to Joyce Lundberg relative to her L & I claim. As I understand, Teamsters Local 231's grievance and Joyce Lundberg's concern is that she was not paid the difference in the amount of gross salary and L & I benefits similar to other employees who were affected by the Whatcom County Courthouse construction. Therefore, it would be advisable to calculate the difference between the two amounts. I would appreciate reviewing the calculations prior to submittal to Tom Sutberry. . LM /pl cc: Local 231 file Karen Howard 3.17r. Personnel (206) 676 -6802 Safely /Self In.urance (206) 676 -7729 C'ounly Residents (206) 399 -1310 T-A\ ( ?oo) 739 - ?5 ?1 WHATCOM COUNTY SUPERIOR COURT JUVENILE PROBATION DEPARTMENT County Courthouse - 311 Grand Avenue Bellingham, Washington 98225 -4080 GERALD K. WOOD Juvenile Court Administrator y Judges Superior Court Commissioners Steven J. Mura Frank A. Morrow David A. Nichols Charles R. Snyder Michael F Moynihan April 28, 1994 Linda Irvin r,' f ; (� E � [7 IJ Program Analyst ! �:% �� Courthouse Bellingham, Wash. 98225 APR 29 1994 Re: Joyce Lundberg SFflRILEY VANI - ANTEN .Additional Compensation 001 ;_ , :k, �:�;,1NF> EX"E"'UTIVE Dear Linda: I'm writing you because Tom Sutberry /in a casual conversation about the issuest'requested I direct the correspondence directly to you. You and I briefly discussed this approximately a week ago. Briefly, we need to compensate Joyce Lundberg for those months that she was incorrectly paid at the 80% while she was on Workers' Compensation. The wherefores and explanation for this error are accurately described in a memo to me from Trish Chomyn dated March 81 1994. The adjusted amount due Joyce Lundberg is $6,548.94, for which I have no budgeted amount in calendar year sufficient to address this amount. There is no question Joyce is due this compensation. I request your guidance as to how this shall be compensated. I personally believe it should be paid out of the self insurance fund. If that is not to be considered and I'm to absorb this in my 1994 budget, I request a supplemental budget appropriation. If you have any other solution, please advise.. Enclosed is correspondence to me from Trish Chomyn and Linda Graves that reflects our calculations and our attempts to resolve this issue. Please advise as to your recommended course of action. Ve y ru urs, GERALD K. WOOD Juvenile Court Administrator GKW:edv Enclosures Phone (206) 676 -6780 County Residents (?OM 398 -111n FAX 190M 678 -7797 MEMO TO: Gary Wood FROM: Linda Grave DATE: March 31, 1994 SUBJECT: JOYCE LUNDBERG / TIME LOSS CLAIM #2T736725 In response to your request for the balance of wages owed to Joyce Lundberg, I offer the following. The figures I refer to were provided by Karen Howard, Benefits Coordinator and from Trish Chomyn, our payroll accountant. Total actual wages due to Joyce Lundberg: $30,124.00 Less amount paid by Juvenile 1993 budget: <845.16> Actual total amount owed: 29,278.84 Less amount paid by L &I Time Loss for 1993: <22,729.90> ADJUSTED AMOUNT DUE JOYCE LUNDBERG: $6,548.94 I read Trish's memo to you, dated March 8, 1994, and while I cannot speak to her assessment of the situation prior to my coming on board, I can confirm her view of our meeting with Gail Kelley. It was my understanding from Trish that she was advised by Wendy Wefer- Clinton to continue with the current method of payment until something could be figured out as to how to handle this problem. I said, "no way!" We know there is an error here and we're going to.correct it now. (I'm confident I was echoing Trish's sentiments, as well.) Let me know if you need anything further with regard to this. WHATCOM COUNTY BUDGET MODIFICATION REQUEST Department:. 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) 1.2910.1000 Current Expense Fund Balance ACCOUNTS TO INCREASE: 4470 Nooksack Water 6630 Professional Services 9,400.00 9,400.00 PURPOSE OF TRANSFER OR SUPPLEMENTAL: (If more room is necessary attach additional sheet.) This supplemental appropriates $9,400.00 for Task Order No. 1 and No. 2 as set forth in the ( Nooksack Water Users' Steering- Committee) Interlocal Agreement Between the City of Bellingham, City of Lynden, PUD No. 1 and Whatcom County. See attached documentation. Authorized By: Department Executive's Mate Posted: BY: te: te: * 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. 10/91 Whatcom County Executive Office 311 Grand Avenue Bellingham, Washington 98225 SCAN 769 -6717 or 676 -6717 FAX 676 -6775 MEMO TO: Whatcom County Council FROM: Shirley Van Zanten, County Executive DATE: May 2, 1994 } g .. Shirley Van Zanten County Executive SUBJECT: Authorization for Task Order No. 1 and No. 2 of the Interlocal Agreement Between the City of Bellingham, City of Lynden, PUD No. 1 and Whatcom County At the Council meeting of February 22, 1994, the Council authorized the above - referenced Interlocal Agreement formalizing Whatcom County's participation on the Nooksack Water Users' Steering Committee. Although the Council packet for the February 22 meeting included copies of Task Order No. 1 and No. 2 to the Interlocal Agreement, it is unclear whether the Council authorized signing those Task Orders and their - accompanying financial participation. Whatcom County's cost share for Task Order No. 1 is estimated to be $7,100, and for Task Order No. 2, assuming ten months of work in 1994, is estimated to be $2,300 for a combined total of $9,400. I request the Council to pass a motion authorizing Whatcom County's participation in Task Orders No. 1 and No. 2 and payment of the attendant financial obligations. A supplemental budget is being prepared to cover this expenditure. SZ /pal cc: PUD No. 1 /Tom Anderson . File INTERLOCAL AGREEMENT BETWEEN CITY OF LYNDEN, PUD NO. 1, CITY OF BELLINGHAM, AND.WHATCOM COUNTY WHEREAS, Bellingham, Lynden, Whatcom County and the PUD have a common interest in protecting their water rights in the Nooksack Basin, and WHEREAS, these entities desire to work cooperatively with all parties concerned to resolve water allocation issues in the Nooksack Basin, and WHEREAS, these entities desire to work cooperatively on certain aspects of the legal research, physical data collection and research required to resolve the water allocation issues, and desire to document their cooperative efforts in this regard by entering into a formal contract, and WHEREAS, RCW 39.34 permits governmental agencies to contract with each other for such purposes, NOW, THEREFORE, BE IT RESOLVED that.the City of Bellingham, City of Lynden, PUD No. 1 and Whatcom County agree to form a Nooksack Basin water steering committee (NBWSC) with one member from each organization. 1. Purpose. The purpose of this steering committee will be to analyze potential cooperative projects related to resolving issues and problems associated with water rights and allocation of surface and ground waters in the Nooksack Basin and decide on an equitable cost sharing mechanism for each such project agreed to. 2. Task Orders. All cooperative projects agreed to will be described in a task order approved by each participant and-attached to this document as an appendix. Each task order will specify the methodology of cost sharing, the scope of work to be accomplished, the not to exceed budget, the time frame and the lead agency. The lead agency will handle billings and provide all parties with results and output of the task. The commitment to participate in and pay a share of the costs for each task will be signified by the interested participants signing-the specific task order. 3. Term. This agreement shall commence as of March 1, 1994, and continue indefinitely until cancelled by group consensus. a. A participant may drop out of this agreement by giving thirty days written notice to the other parties, subject to satisfaction of all financial obligations. b. Any participant in this agreement may terminate their participation upon failure of one or more of the other parties to comply with the provisions of this agreement after giving the defaulting party(s) thirty days written notice of the non - performance and the subsequent failure of the parties to perform in accordance with the terms herein. 4. Payments. Payments for any task order will be the responsibility of the lead agency, which in turn shall have the right to reimbursement from the other participants depending on the subsequent cost sharing agreements relative to each task. The lead agency is responsible for keeping records on each task it is doing and those records should include a monthly statement of costs and activities. 5. Contact Persons Responsible for the Administration of this Agreement. City of City of PUD Whatcom Or such hereinafter Lynden Bellingham County .' person(s) in writing. 04a< 6" R-V " Tom Anderson as each participant may indicate 6. Relationship of the Parties. The parties agree that they are each independent entities operating pursuant to the terms and conditions of this Agreement. No agent, employee, servant or representative of any party shall be deemed to be-an employee, agent, servant or representative of any other party for any purpose. Each party will be solely and entirely responsible for its acts and for the acts of its agents, employees, and servants during the term of this Agreement. 7. Indemnification. Each party; as an indemnitor, agrees to protect, defend, hold harmless and indemnify each other party from and against all claims, suits and actions arising from the intentional or negligent acts or omissions of such indemnitor, its agents or employees in the performance of this Agreement. 8. Non - discrimination in Employment and Client Services. The parties hereby mutually agree that in the performance of this Agreement, no person shall be discriminated against on the grounds of race, creed, color, national origin, sex, marital status, age, religion, or on the presence of any sensory, mental or physical handicap. no party shall discriminate against any employee or applicant for employment for the above reasons; PROVIDED, 2 the prohibition against discrimination in employment because of handicap shall not apply if the particular disability prevents the proper performance of the work involved. 9. Extent of Agreement. This Agreement contains all of the terms and conditions agreed upon by the parties. The parties agree that there are no other understandings, oral or otherwise, regarding the subject matter of this Agreement. 10. Modification. No changes or modifications of this Agreement shall be valid or binding upon either party to this Agreement unless such changes or modifications be in writing and executed by all parties. 11. Venue Stipulation. This Agreement has been and shall be construed as having been made and delivered within the State of Washington and it is mutually understood and agreed by the parties hereto that this Agreement shall be governed by the laws of Washington, both as to interpretation and performance. Any action in law, suit in equity, or judicial proceeding for the enforcement of this Agreement, or any of the provisions contained therein, shall be instituted and maintained only in the Whatcom County Superior Court, Bellingham, Washington. 12. Dispute Resolution. All disputes arising out of this Agreement between the parties shall be resolved in accordance with the Whatcom County mandatory arbitration_ rules in effect as of the date of said dispute. 13. Filing of Agreement. Notwithstanding any provision herein to the contrary and in compliance with RCW 39.34.0401 this Agreement and any modification thereof .shall not be effective until a copy hereof is filed with each City Clerk, the Whatcom County Auditor and the Washington Secretary of State, PROVIDED, that any delay in effecting compliance with this section shall not affect the stated term, expiration or renewal dates hereof. 14. Form of Execution. This Agreement may be executed in multiple counterparts. 3 IN WITNESS WHEREOF, the parties hereto have executed this agreement effective the date and year first above written. WHATCOM COUNTY 3f . Shirley Van Z nten Cy q�l County Executive ATTES Cler of h.e Council APPROVED AS TO FORM: 11andall J.-Wttts, Chief Civil Deputy Prose uting Attorney ATTEST: Secretary Subscribed and sworn to me this gfday ofQ/G+. 199. Notary Public in and for the State of Washington, residing at !=A51 My commission expires PUBLIC UTILITY DISTRICT NO. 1 OF WHATCOM COUNTY President CITY OF LYNDEN Mayor CITY OF BELLINGHAM Mayor 4 APPENDIX A Task Order No. 1. Legal background research, the tribal issues in Whatcom County. a. Lead Agency. The PUD will act as, lead agency for this particular task order. b. Scope of Work. The following three items are the intended scope of work for this task order which will be accomplished in six months: 1) Law Library and State Records. These facts are available in the state law library, state archives or state agency records. These data include all court decisions, administrative decisions and agency records pertaining to the Lummi and Nooksack Tribes. Such data will provide legal background on the Tribes and may include data regarding the Nooksack River, anadramous fish, prior claims and other significant information. The data retrieval can be accomplished by.a young attorney with good research skills. Estimate: 100 hrs. @ $75 /hr = $7,500.00 2) Boldt Decision Materials. The ever expanding case (U.S. v. Washington) originally decided by District Court Judge George Boldt has taken on a life of its own. It has been the subject of repeated hearings and sub - proceedings in which the Lummi and Nooksack Tribes have participated. The significance of the submissions made by-the Tribes (and their expert's testimony and exhibits) on the subject of fish, usual and accustomed grounds, culture, religion, and the like must be discovered and carefully reviewed. Obviously such data has relevance to the present claims advanced by the Tribes. Again, the data retrieval can be done by a research attorney after being given some. directions.' Estimate: 50 hrs. @ $75 /hr. _ $3,750.00. 5 3) Federal Records. Unfortunately, not all relevant data is available in Washington State. The record of proceedings (which includes Indian and expert testimony and exhibits) before the Indian Claims Commission and the Court of Claims are only available in Washington D.C. The annual Commissioner of Indian Affairs reports for the 19th and early 20th centuries are available either at Interior or the Library of Congress. Indian Agency reports regarding the Nooksack and the Lummi are available at National Archives. Because of the potential significance of these materials, the litigation attorney should be involved in the initial review and selection process. Assistance can be provided by a professional research service in Washington D.C. and by a younger research attorney. These data proved to be of great significance in the Kalispel case. Estimate: 40 hrs. @ $150 /hr. _ $ 6,000.00 40 hrs..@ $ 75 hr. _ $ 3,000.00 Travel & lodging = $ 3,000.00 Copy expense = $ 1.000.00 TOTAL $24,250.00 These estimates cover time and expenses for research only. They do not include necessary costs of seeking assistance from an archival specialist in Washington D.C. C. Cost Share. The following participants have agreed to share the cost of this task order equally: City of Bellingham, City of Lynden, PUD.No. 1, Whatcom County, Ag Preservation Committee. d. PUD No. l,'as lead agency,.will sign a separate agreement with the AG Preservation Committee for the collection of their share of the costs. R Task Order Number.2 Legal services for Tom Mortimer for steering committee meetings. a. Lead agency The PUD will act as lead agency for this task. inlerbc b. Scope of Work Research, preparation, travel and me6tng time. Attendance at steering committee meetings is expected to occur once.a month, time will be approximately to hours per month. Fee schedule, $115 hour. c. Cost Share. The following participants have agreed to share the cost of this task order equally: City of Bellingham, City of Lynden, PUD No. 1, Whatcom County, Ag Preservation Committee: d. PUD #1, as lead agency, will sign a separate agreement with the AG Preservation Committee for the collection of their share of the costs. 9/ WHATCOM COUNTY BUDGET MODIFICATION REQUEST Department: Non - Departmental 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) 1.2910.1000 Current Expense Fund Balance < 456.00 ACCOUNTS TO INCREASE: 4450 Planning /Com Dev COG 7210 Intergovernmental Professional Services 456.00 PURPOSE OF TRANSFER OR SUPPLEMENTAL: (If more room is necessary attach additional sheet.) This supplemental appropriates $456.00 from Current Expense fund balance for the County's contribution to Council of Governments for the Cascadia Corridor Task Force. See attached documentation. Authorized By: Department Hf Executive's Off Date Posted: By: ate: 5 l * 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. 10/91 vW WHATCOM COUNTY COUNCIL OF GOVERNMENTS WCCOG MEMO TO: All Jurisdictions FROM: Mark Challender DATE: April 27, 1994 RE: Cascadia Corridor Budget Request The Cascadia Corridor Task Force, after several months of work and heated negotiation has determined that the Whatcom County jurisdictions fair share for funding should be $965. Below is a table listing the amounts that each of you are currently paying to the Whatcom County Council of Governments for dues. I have calculated the percent of that contribution and distributed it to the $965 for a pro -rata share. Prior to actually being invoiced for this amount I will need to receive a state auditor's opinion on the ability of the Whatcom County Council of Governments to contribute to the Cascadia Corridor Task Force, a public policy organization with an IRS tax emempt status from section 501(C)(3). B'ham/COG DUES Blaine /COG Dues Everson /COG Dues Femdale /COG Dues. Lynden/COG Dues Nooksack/COG Dues SUmas/COG Dues Whatcom Co. /COG Dues Percentage of contribution to COG 18,308.40 943.8 556.05 2,118.60 2,138.40 222.75 276.87 21,932.13 Pro -rata share of Cascadia Bellingham 39.30 379.41 Blaine 2.02 19.49 Everson 1.20 11.58 Ferndale 4.56 44.00 Lynden 4.60 44.39 Nooksack 0.48 4.63 Sumas 0.60 5.79 Whatcom County 47.17 455.35 2011 Young Street • Bellingham, WA 98225 -4043 (206) 676 -6974 • SCAN 738 -6974 • TDD 1- 800 - 833 -6388 • FAX (206) 738 -7302 WHATCOM COUNTY BUDGET MODIFICATION REQUEST DEPARTMENT: COMBINED TREATMENT SERVICES REQUESTED BY: MARCIA GUNNING The following budget modification is requested: Budget Transfer* XX_Budget Supplemental ** SOURCE: (Accounts to transfer from or funding source for supplemental) 10401 4346.5506 Gift - Private Citizen ACCOUNTS TO INCREASE: $ 6,797.0 ` 111 10401 6630.900 Professional Services: Mental Health Wrap Around $6,797.00 PURPOSE OF TRANSFER OR SUPPLEMENTAL: (if more room is necessary attach additional sheet.) Per February 11, 1994 letter from Nellie Roos (attached) she wishes to present Whatcom County Department of Combined Treatment Services with a gift totaling $14,893 to be used for Mental Health Wrap Around Services. One -half of this gift for calendar year 1994 and one -half for calendar year 1995. Authorized By: Department Head - -- Date:_ A/ G Executive's Offi'e: Date: 3 Date Posted: By: * Transfers affecting objects 10, 20, or 60 must be approved 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. \worlddc\bWgel\sup1.94 NELLIE ROOS 3604 CEDARVILLE ROAD BELLINGHAM, WA 98226 February 11 , 1994 Marcia Gunning, Mental Health Coordinator Whatcom County Combined Treatment Services North Sound Regional Support Network 1000 North Forest Street, Suite 101 Bellingham, WA 98225 -5530 Dear Ms. Gunning: This letter was prepared for me in order to document my wishes regarding the $14,893.00 that I am donating to Whatcom County Combined Treatment Services. It is my intention that this money be used to support the current consumer Wrap- Around program, as described in the Whatcom County Combined Treatment Policy for Wrap- Around Fund utilization. The goal of the Wrap Around Fund is to prevent hospitalizations and to encourage consumer independence, provide clinically appropriate services not otherwise funded, stabilize consumers until better plans or services can be provided, and /or encourage and support continuation of family ties in order to support consumer stability.. The Wrap- Around Fund is accessed through the Area Resource Coordinator. The fund is focused on consumers who are eligible for enrollment or pre - enrollment in the North Sound Regional Support Network, but can be available to pay for services and /or items which will allow consumers to be diverted from enrollment. The Whatcom County Wrap - around Fund is net intended, nor shall it be used to pay for services that already are provided through other pubiic!y funded systems. I have also authorized that a maximum of $1,300.00 (from the above $141,893-3.00) be utilized for the purchase of a computer for the Area Resource Coordinator's office. This computer will be used solely for supporting mental health services through the County Combined Treatment Services office. The computer will be Ccunty property. Signed: Neilie .=coos tness y` U T, 111 ate -A, 1r OCNA T N._34 WHATCOM COUNTY BUDGET MODIFICATION REQUEST Department: Transportation Services - Road Fund Requested By: Ed Henken, County Engineer, and Dan Taylor, Planning Manager The following budget modification is requested: _Budget Transfer * X Budget Supplemental ** SOURCE: (Accounts to transfer from or funding source for supplemental) 108010 Road Fund -- General Revenue ($ 10,000 ) .4338 Intergovernmental Services Revenue .9500 Council of Governments/Road Construction and Engineering Services ACCOUNTS TO INCREASE: 10852.6630.543410 Professional Services $ 10,000 PURPOSE OF TRANSFER OR SUPPLEMENTAL: (If more room is necessary attach additional sheet.) The Whatcom County Council of Governments is providing $10,000 to Whatcom County to augment the rural transportation planning effort to provide additional model runs to test potential network and land use assumptions. These runs will aid both the County's transportation planning and regional transportation planning requirement by the Growth Management Act. Contract administration will be through the Planning Division and contract payments will be made directly from the Road Fund. A contract with the Council of Governments has been prepared and has gone forward for Council approval at the April 26 meeting to authorize signature by the Executive. Council is also being requested to authorize the Executive to sign the professional services contract with JHK Transportation Consultants at the April 26 meeting. Authorized By: Department Head Executive's Office Date Posted: s• Date• z(o : )a Oil Date: S 31111 Transfers affecting objects 10, 20, or 60 must be authorized by the County Executive. Transfers affecting other objects do not need Executive office approval. Supplemental requests, if approved by the Executive, will be forwarded to the County Council for authorization. 10/91 w �� BUDGET MODIFICAT O COUNTY UEST ` a Department: Law Library 111 APR 1 1994 Requested By: Beula Horak _...fr�w 7A1'JF -N cour�rY Ex�oUT�v� The following budget modification is requested: _Budget Transfer * x Budget Supplemental ** SOURCE: (Accounts to transfer from or funding source for supplemental) 111.2910.1000 Law Library Beg Fund Balance 2,000 111.8301.4530 Operating Tnsfr In - Cur Ex 6 2973 P g P �� 111.4362.4190 Miscellaneous Rentals 4200 <$ 28,497 5 ACCOUNTS TO INCREASE: 111.6340 Boolcs & Publications 239497 111.7420 Computer Equipment 51000 Total $28,497 PURPOSE OF TRANSFER OR SUPPLEMENTAL: (If more roovi is necessary attach additional sheet..) Authorized By: Department. Executive's Date Posted See Attached Sheet * Trmisfers affecting objects 10, 20, or 60 must be authorized by the County Executive. Transfers affecting other objects do not need Executive office approves. ** supplemental requests, if approved by the Executive, will be forwarded to the County Council for authorization. WHATCOM COUNTY LAW LIBRARY 1994 Budget Supplemental Request Attachment. Reasons to Support the Request A. What circumstances created or caused the need for the budget modification. This supplemental request for the Law Library appropriates $6,297 from an operating transfer in from Current Expense to purchase books and publications (the operating transfer out in Current Expense is already budgeted) This is simply a technical correction needed due to a budgeting error. This supplemental request also appropriates $22,200 from Law Library fund balance to pay for 1993 overdue bills and to purchase a computer. .$23,497 appropriated in Books & Publications will cover the cost of the 1993 bills and added publications expenses unpaid because of a Law Librarian position vacancy from October 1993 - February 1994. $5,000 appropriated in Computer Equipment will purchase a computer system for library patron use. Funds for a computer were approved but not expended in 1993 due to the absence of a Librarian. This one time purchase will facilitate the retrieval of legal information in a faster and more cost effective format. Computer Equipment costs (as quoted from Whatcom County Information Services): Computer $1600 Monitor 320 Printer 310 Modem & Telephone line 200 Software 470 CD ROM Reader 2100 Total $5000 B. How will the affected service or program benefit from the budget change? By purchasing the computer and related software, a savings of approximately $5,000 will be realized as a result of canceled hardcopy subscriptions. CD -ROM and telecommunication systems facilitate efficient legal research and save. valuable library shelf space. Once the Library has the equipment., it will be possible to purchase future materials in electronic format. C. What service or program impacts will occur if the change is not approved. If this supplemental budget is not approved, 1994 bills will not be paid and more subscriptions will be canceled: Materials not available anywhere else in Whatcom County will no longer be available here. The Law Library provides an essential service to the Judges, Courts, Isar, and the public of Whatcom County. D. What. specific funding source will be used? Funding source will be the Law Library fund. Whatcom County Executive Office 311 Grand Avenue Bellingham, WA 98225 SCAN 769 -6717 or 676 -6717 FAX676 -6775 MEMO TO: Shirley Van Zanten, County Executive FROM: Linda Irvin, Program Analyst DATE: April 25, 1994 SUBJECT: Law Library Fund Budget Modification Request "Source" Revenues Shirley Van Zanten County Executive The following information should clarify what revenue "sources" will be utilized to support an additional $28,497 appropriation in the Law Library fund budget. . 1) OPERATING TRANSFER IN - CURRENT EXPENSE $6,297 According to RCW 27.24.050, Whatcom County is required to provide space for the Law Library. Consequently a transfer from the Current Expense fund to the Law Library fund for the amount of building maintenance fees is budgeted annually. Building maintenance fees for the Law Library in 1994 are $15,576. The final 1994 budget for the Current Expense fund appropriated $15,576 as an operating transfer out to the Law Library fund. The final 1994 budget for the Law Library fund, however, appropriated $9,279 as an operating transfer in from the Current Expense fund. To correct this budgeting error, the Law Library fund budget modification request appropriates an additional $6,297 as an operating transfer in from the Current Expense fund to make up the difference. 2) LAW LIBRARY BEGINNING FUND BALANCE $22,000 The Law Library fund budget modification request also proposes to appropriate $22,000 from beginning fund balance.. According to preliminary figures from the Auditor's Office, the Law Library fund had $22,231 in lapsed appropriation at year -end 1993 (see attached report). 3) MISCELLANEOUS REVENUES $200.00 The Law Library is expecting an additional $200.00 from Whatcom Community College. Based on popularity of the Legal Research class, the College has added additional classes to their schedule and has requested additional rental time of Law Library facilities. cc Budget File 33410 WHATCOM COUNTY 49 WDITOR Budget Status Report 02/03/94 )26 By Fund 12206200 For the Twelve Months Endin4 December 31, 1993 Current Y -T -D Approved Budget L-otdl. Amount Description Month Expense Budget Changes Budget Available L11 Law Library Fund - 6719 Postage - Interfund , Postage - Interfund 6.15 29 29 22 6719 Postage - Interfund 6.15 29 29 22 6720 Telephone Telephone 497.37 (497) 6720 Telephone 497.37 -(497) 6760 Miscellaneous Communication Miscellaneous Communica 876 876 876 6760 Miscel.l.aneous Communication 876 876 876 6780 Travel -Educ /Training TraveL- Educ /Training 125 125 125 6780 Travel.- Educ /Training 125 125 125 7159 Administrative Cost ALLocati Administrative Cost ALL 431.50 863.00 863 863 7159 Administrative Cost ALLocati 431.50 863.00 863 863 7420 Computer - Capital. Out Lays Computer - Capital. Out Lay 3,400 3,000 3,000 7420 Computer - Capita{ Outlays 31000 31000 3,000 ---- L11 Law Library Fund - - - - -- 431.50 -- - - - - -- - - -- - - - --- 40,395.10 -....- - -- -- - - - - -- -- -- -- _ 62,627 ----------- -- 62,627 ----- - - - - -- 22,231 WHATCOM COUNTY BUDGET MODIFICATION REQUEST Department: HEALTH Requested By: Frank James, M.D. The following budget modification is requested: _Budget Transfer * XX Budget Supplemental ** SOURCE: (Accounts to transfer from or funding source for supplemental) 15308.4333.105701 Consolidated Contract / WIC �$3400� ACCOUNTS TO INCREASE. 15308. WIC 7410 Computer laser printer $1900 6329 Supplies $ 400. 6120 Extra Help $1100 PURPOSE OF TRANSFER OR SUPPLEMENTAL: (If more room is necessary attach additional sheet.) WIC Capacity building funds will provide for a computer printer on the first floor of the State Street office and eliminate the need to go upstairs to obtain copies. Additional waiting room and educational supplies will be purchased. The extra. help dollars will be used to cover leave time. Authorized By: Department Head: Executive's Office: Date Posted: AV * Transfers affecting salaries, benefits, or capital accounts (6100, 6200, 7300 and 7400) must be authorized by the County Executive. Transfers affecting other objects do not need Executive office approval. $* Supplemental requests, if approved by the Executive, will be forwarded to the County Council for authorization. 2/94 t��rta 1':194 13:4, 20S-5036-3890 EFT OF HLTH PGHS G)IC STATE OF WASHINGTON DEPARTMENT OF HEALTH COMMUNITY AND FAMILY HEALTH Olrmpie, Washlp$ ton 98504 -7880 To: Kelli Molasld Whateom County Health, Department WIC program From: Suganya Sookalingam Fax: 206 - 676 -6729 Date: March 14, 1994 We have some funds that we are distributing to all WIC agencies. The funds are based on the new caseload. This translates to: 1700 x $2.00 — S3,400.00 The allocation for the new caseload of 100 adds up to 58,167 at $98.00 prorated for 10 months. The breakdown by time - period is as follows: Jan -Jun - $5,784 Jul -Sep = $2,892 Oct -De4 = $2,891 Please let me know under what categories you would like this funds placed. I wiU amend your contract as soon as I receive your information. PAGE 02 *NoFfE 4/.22/94 THIS SUPPLEMENTAL BUDGET REQUEST IS FOR THE NEW FUNDS TOTALING $3400. THE $816.7.. FOR NEW CASELOAD WAS INCLUDED IN THE HEALTH DEPARTMENT BASE BUDGET REQUEST. J. DAHL �L ..,..... ._...-.......-.. �.._.......-..... ................,.- ....�....... ....._.., .._...a,••,.. - ................- .- ....- ,... -. ,......v ,..�.v....,�;r.., .... ...�.... .....,,.nr ,_ __ �Ya+18rsnrw.w++ae`M•4A:q."� AfYtµY y,.6:>y1.vt F:w.. .. WIC 4 Year Plan to fii,.-ease Caseload to 2000 Date New Caseload • Total Caseload • New Revenue For Year New Fee Revenue Total Revenue Increase Clerk FTE's Salary Cost Increase Certifier. FTE's Salary Cost Increase RD FTE's Salary Cost Total Cost Difference Revenue- Salary Oct 92 75 1400 1781 1.170 2951 .2 898 .1 469 .2' 1570 2937 ' +14 Jan 93 100 1500 9500 3250 12750 .2 3593 .2 4092 .1 3193 10878 +1872 July 93 100 1600 4750 1625 6375 .2 1797 .2 2046 .1 1597 5440 +935. Jan 94 100 1700 * *1500 * *3250 12750 .'2 *3593 .2 *4092 .2 *63216 14071 -1321 July 94 100 1800 _ . * *4750 * *1625 6375 .2 *1797 .2 • *2046 .1 *1597 5440 +935 Jan 95 100 1900 * *9500 * *3250 12750 .2 *3593 .2 *4092 .1 *3193 10878 +1872 July 95 100 2000 * *4750 * *1625 6375 .2 1797 .2 2046 .1 1597 5440 +935 * Salaries not yet negotiated, calculated at 1993 rate. k* State reimbursement rate not established. Calculated at current rate: 'Iliis,plan does not include benefit costs as it is impossible to predict how these small increments in FTE's will be filled. Excess revenue in Column 13 will be used toward this - xpense. WHATCOM COUNTY BUDGET MODIFICATION 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) 15311.4334.0492 Consolidated Contract /Public Health Services <$4,275> Tuberculosis Control ACCOUNTS TO INCREASE: 15311. Tuberculosis 6120 Extra Help (Public Health Nurse) $3,425 6320 Supplies $ 200 6510 Tools and Equipment $ 500 6790 Travel $ 150 PURPOSE OF TRANSFER OR SUPPLEMENTAL: (If more room is necessary attach additional sheet.) The Health Services Act of 1993 includes funding for "Urgent Public Health Needs" in local health jurisdictions. Tuberculosis is a priority health need in our community. One activity identified as critical is consultation and technical assistance for health care providers in order to assure up- to-date quality care in our community. This project will provide tuberculosis training and technical assistance to nursing homes and. private physicians office staff in tuberculosis screening, as well as general tuberculosis consultation and training. Authorized By: Department Head: Executive's Office ?- / � Date Posted: By: * Transfers affecting salaries, benefits, or capital accounts (6100, 6200, 7300 and 7400) 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. 2/94 04/22/1994 16:01 206- 586-3890 APT OF HLTH.PCHS WIC PAGE 01 STATE OF WASHINGTON DEPARTMENT OF sHEALTH Qiyr�pi rM n s04 MEMO: Jars Dahl, RN. MA, Nursing Director Whatcom County Health Dep FROM: Chris Jones, lViwager i Consolidated Contract SUBJECT: FUNDS FOR 'T'B PROGRAM This m Xrin confirms that during the next ten working days your Consolidated Contract will be amended to add $4,275 for a project to reduce the incidence of Tuberculosis in Whatcom County. If you have any questions, please call me at 753 -6063. "40-, a WHATCOM COUNTY BUDGET MODIFICATION REQUEST Department: HEALTH Requested By: Frank James, M.D. The following budget modification is requested: _Budget Transfer * XX Budget Supplemental ** SOURCE: (Accounts to transfer from or funding source for supplemental) 15305.4346.2396 Maternal/Infant Other Fees /Child Care < $1500> ACCOUNTS TO INCREASE: 15305. Maternal/Infant 6630 Professional Services (Public Health Nurse) $1500 PURPOSE OF TRANSFER OR SUPPLEMENTAL: (If more room is necessary attach additional sheet.) Consultation to Child Care providers is an important population -based public health service to protect the health and safety of children and promote positive, nurturing child care environments. Expertise in Child Care consultation is no longer available in our agency due to the resignation of a public health nurse who has been nationally recognized for her work in Child Care. This short term proposal will allow us to contract for the expertise to continue current programs and provide the training needed to develop the expertise within our agency. (A contract for service through May 1995 will be included in our 1995 budget request.) Authorized By: Department Head: Executive's u,� Date Posted: By: J53 i 2y * Transfers affecting salaries, benefits, or capital accounts (6100, 6200, 7300 and 7400) 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. 2/94 PROPOSAL FOR CONTRACT FOR CHILD CARE CONSULTATION SERVICES Scope of work: 1) Consultation and training activities for Child Care Team will be provided 2 -4 hours /month 2) Consultation visits will be provided to child care programs 6 -8 hours /month (see attached schedule) 3) Attend 1 2 -hour Collaboration for Children Consultant Pool meeting /month Duration: This contract will be in effect September 1994 through May 1995. Fees: The consultant will be paid at the rate of $25.00 per hour. Schedule of visits: September. January Opportunity Care Opportunity Care Kids " World Donna's Dolls Donna's Dolls YMCA YMCA Head Start October February Donna's Dolls Kids' World YMCA Donna's Dolls Head Start YMCA Head Start November March Jeanne Esser Jeanne Esser Loving Space Loving Space Donna's Dolls Donna's Dolls YMCA YMCA Head Start Head Start December April YMCA Donna's Dolls Donna's Dolls YMCA Head Start Head Start May Donna's Dolls YMCA Head Start TEMP 3/21/94 PROPOSED BUDGET FOR CHILD CARE CONSULTATION SERVICES September 1, 1994 - December 1, 1994 REVENUE 4 visits /month @ $50 $ 200 (Collaboration for Children) 2 visits /month @ $25 $ 50 (Contracts with Centers) 3 hrs /month @ $25 $ 75 (Head Start Contract) 2 hrs /month @ $25 $ 50 (Collaboration for Children Consultant Meeting) Total /Month $ 375 TOTAL FOR 4 MONTH PROJECT $1500 EXPENDITURES 15 hrs /month PHN @ $25 /hr $ 375 TOTAL FOR 4 MONTH PROJECT $1500 *Consultation for January-May 1995 (revenue and expenses) will be included in the 1995 budget request. ollaboration for hildren Whatcom County Health Department Contractual Services for Health Consultation Collaboration For Children Amount of total Day-ment is not to exceed: $10.425M Whatcom County Health Department Collaboration For Children Projec Manager Th pportunity Council Executive Director A community planning project for comprehensive early childhood care and education in Whatcom County Lead Agency: Phone: The Opportunity Council 734 -5121 ext. 223 314 E. Holly St 384 -1470 ex[. 223 Bellingham, Wa 98225 Fax (206) 676 -2142 HEALTH CONSULTATION SERVICES COLLABORATION FOR CHILDREN Health consultation will be provided by public health nurses from the Whatcom County Health Department to twenty child care providers participating in the Collaboration for Children project, January 1994 - June 1995 (excluding June, July, August). The following activities and schedule are proposed. +� "UPDATE YOUR CHILD'S SAFETY" - This afternoon of a combined immunization clinic (at a centrally- located child care center) and car seat inspection will be offered to ten of the programs in May and ten in June. Many childhood illnesses and auto crashes cannot be predicted, and they are the two greatest causes of death and illness for children. This activity, then, could be viewed as an, "immunization" against the risks of illness, injury, and death. Prior to the "Update" day, a public health nurse will review immunization records, inform parents of which immunizations are needed, and publicize the upcoming event. For "Update" day, parents of children in the participating programs will be invited to one of the child care centers to "protect their children from auto injury and illness. " Public health nurses will be available to give the needed immunizations and to check car seats to be sure they are installed' properly and in good repair to protect from injury. This activity will provide an easy opportunity for parents to take care of two of the most effective health promotion efforts for children. It also will make immunization review and update easy for providers and will assure them that car seats parents provide for their use are safe. Large Group Activity /Presentation - A second activity or presentation for two large groups of providers will be planned for 1995. The topic or focus of this activity will be determined in consultation with the participating child care providers. * On -Site Health Consultation - a public health nurse will be I assigned to each of the twenty participating programs to make three on -site visits throughout 1994/95 (one visit every 6 -7 months) . Prior to the first visit, the nurse will send an introductory letter as well as a survey for the provider to return indicating concerns or topics she /he would like the health consultant to address. For programs with more than one staff member, the consultant will offer the option of presenting desired information during a staff inservice. * Telephone Consultation will be available throughout the length of the project. =94 .2018143 BUDGET January 1, 1994 - June 30, 1995 "Update for Safety" X 2 6 public health nurses /site 3 hours /site (includes travel and set -up time) X 2 sites 36 hours Cost per hour X $50.00 $1800.00 Group Activity /Presentation X 2 scheduled for 1995 36 hours X $50.00 $1800.00 On -site consultation to. 20 child care providers @ 2 hours (includes travel and prep. time) X 3 visits 120 hours Cost per hour X $50.00 6000. 00 Phone consultation to 20 child.care providers @ 1 hour Cost per hour Supplies (handouts, records, etc.) Consultant.Pool.meetings - 3 meetings @1 hour X 3 nurses Cost per hour TOTAL . 20 hours X $25.00 500.00 $100.00 9 hours X $25. 00 $225.00 510425.00 WHATCOM COUNTY HEALTH DEPARTMENT Community Health Center - 509 Girard Street P.O. Box 935 Bellingham, Washington 98227 -0935 SCAN 738 -2167 FAX 676 -7646 FRANK E. JAMES, M.D. Health Officer MEMO TO: Shirley VanZanten, County. Executive FROM: Frank James, M.D. , Health .Officer DATE: April 21, 1994 RE: May Supplemental Budget Request El? ` V �'r APR.2 2 1994 31111i WHATCOM COUNTY BUDGET MODIFICATION REQUEST WEIVEB APR 2 Department: Planning and Development Services - Solid Waste Fund 401 Buildings & Codes Admin. Requested By: Nate Brown The following budget modification is requested: _Budget Transfer * X Budget Supplemental ** SOURCE: (Accounts to transfer from or funding source for supplemental) 401.2910.1000 Solid Waste Fund Balance ACCOUNTS TO INCREASE: 401101 Solid Waste Operations 6110 Salary & Wages (0.50 FTE) 25,392 6210 Retirement 2,032 6230 Social Security -1,942 6245 Medical Insurance 1,638 6255 Other H &W Benefits 351 6259 Worker's Comp - Interfund 6269 Unemployment- Interfund 127 32,262 (32,262) 780 PURPOSE OF TRANSFER OR SUPPLEMENTAL: (If more room is necessary attach additional sheet.) To provide continued Solid Waste program direction at a level required by the diversity and complexity of. Solid Waste issues.. The Solid Waste program requires a minimum level of staffing of much greater than one FTE. (See attached work program). Authorized By: Department Head Executive's Office Date Posted: By: Aq 5/31 't Transfers affecting objects 10, 20, or 60 must be authorized by the County Executive. Transfers affecting other objects do not need Executive office approval. ntnt Supplemental requests, if approved by the Executive, will be forwarded to the County Council for authorization. 10/91 SOLID WASTE DIVISION 1994 PROGRAM AND ACTIVITY WORK PLAN Activities 1. Comprehensive Solid Waste Management Plan 2. Comprehensive Hazardous Plan Status 1. Work to update the County's 1990 Comprehensive Solid Waste Plan began in 1992 with the goal of completing a draft document before July 1993. With the dedicated assistance of the SWAC Comp Plan Subcommittee, a draft plan, prepared by consultant Epicenter Associates, was ready for review in late 1992. Questions primarily related to MSW composting, Bellingham Recomp contract, and the Flow Control Ordinance delayed further progress. After re- drafting, the Plan began SWAC Subcommittee review in October 1993 and still is ongoing. 2. The Hazardous Waste Plan was adopted in 1991 and was amended in late 1993 with the State required addition of a Used Motor Oil Amendment. Department of Ecology approved the amendment in December 1993. 1994 Tasks 1. Comprehensive Solid Waste Management Plan Routine /On -going > Schedule CSWMP for annual review and revisions by staff and SWAC > Interpret and enforce Plan's objectives and recommendations in reviewing new and existing solid waste programs, facilities, and policies S ecial > Complete Update of CSWMP including: SWAC, public, Executive Committee, Ecology, and WUTC reviews; SEPA requirements; and Council adoption (Nov. 1994) 2. Comprehensive Hazardous Waste Plan Routine /On -going > Schedule CHWP for annual review and revisions by staff and SWAC > Interpret and enforce Plan's objectives and recommendations in reviewing moderate risk waste programs, facilities, and policies Activities 1. Cedarville Landfill 2. Y -Road Landfill 3. Point Roberts Landfill 4. Old Landfill Facilities Status 1. Phase II closure improvements were completed in Fall 1993 at the Cedarville Landfill; more than $100,000 below Engineers estimation. Phase I closure work was done in 1991. This completes all closure work at County owned landfill facilities. The work included a synthetic cover system, a gas control system, and drainage improvements. The facility is now under a minimum 20 -year post closure maintenance period which carries approximately $160,000 of annual expenses such as leachate treatment, groundwater and gas monitoring, and cover and drainage maintenance. The County issued.an RFP in 1993 for a gas recovery system. Two responses were received and negotiations are underway. In 1993 the State of Washington placed new permit requirements on landfills having stormwater discharges. Solid waste 1994 Rork Plan Page 2 2. Final closure improvements were completed at the Y -Road Landfill in 1991. The post closure period is underway. Final closure improvements were completed at the Point Roberts Landfill in late 1991. The post closure period is underway. 4: There are at least eight old landfills beside the above mentioned ones which have attachment to Whatcom County by ownership or operation. 1994 Tasks 1. Cedarville Landfill Routine /On -Qoine > Coordinate groundwater monitoring programs (quarterly) > Coordinate landfill gas monitoring program (semi - annual) > Oversee leachate hauling and treatment operations > Conduct site. inspections (weekly) > Coordinate maintenance work as necessary Special > Implement gas recovery project to convert landfill gas into electricity (Dec. 1994) > Prepare stormwater prevention plan and secure new discharge permit (Sept 1994) > Conduct bid process (RFP) for 1995 groundwater monitoring services, including agreement (Dec. 1994) > Prepare Groundwater Sampling Plan required by Health Dept. (completed Feb. 1994) 2. Y Road Landfill Routine /On -Qoinz > Conduct periodic site inspection > Coordinate maintenance work as necessary Special > "Prepare stormwater prevention plan and secure new discharge permit (Sept. 1994) 3.. Point Roberts Landfill Routine /0n -eoin2 > Conduct periodic site inspection' > Coordinate maintenance work as necessary 4. Old Landfill Facilities Routine /On -eoin2 > Conduct periodic site inspection > Coordinate maintenance work as necessary Activity Waste Transfer and Recycling Facility Operation Status The Point Roberts Waste transfer facility replaced the landfill in 1986 and is equipped with containers to receive mixed waste, construction/demolition waste, and scrap metal. Also the on -site burning of woody vegetation ceased in 1993 and the material is now stock -piled and chipped. Efforts have been made for converting to a private operation without success. Solid waste 1994 Work Plan Page 3 1994 Tasks Routine /On- .jzoine • Manage the $150,000 transfer operation including personnel, equipment, service contracts, planning, and customer relations • Explore and implement, if feasible, new -recycling opportunities at the facility Speci • Solicit for proposals for a private operation (Nov. 1994) • Conduct a bid process for waste hauling services if privatization fails • Begin accepting refrigerators for CFC removal <'R�gste<Redzictignaxrd::Re „::,R ;: Note: This Program has received two prestigious honors in 1993. In May, the state Department of Ecology selected Whatcom County for its Best Large Government Program Award. Later in October, the National Recycling Coalition, North America's trade association, voted Whatcom County with its Most Innovative Local Market Development Award. Activities 1. Education and Promotion 2_ Business Technical Assistance and Market Development 3. Source - Separated Organics Composting and Processing 4. Special Waste Reduction and Recycling Projects Status 1. The WR/R Education and Promotion program is contracted to Environmental Resource Services as a result of a request for proposal process. This program provides a variety of informational outlets to households and businesses on how to reduce wastes prior -to production and to recycle generated wastes. The program serves as an information clearinghouse and a base for a comprehensive strategy of outreach throughout the County. This well- seasoned program is the cornerstone for the County's other waste reduction and recycling endeavors. The Curbside Recycling Promotion program is contracted to Sound Resource Management Group as a result of a request for proposal process. This program provides information to curbside customers on preparation techniques, materials available to recycle, and general background on why to participate and encouraging customers to do so. Delays in the implementation of parts of this program are attributable to revisions in program revenues and a pending change in the basic makeup of curbside materials. 2. The Business Technical Assistance and Market Development program is segmented in the three arrows of the recycling mobius logo. The' first arrow represents collection of recyclables and is provided by the Commercial Waste Evaluation program. The Second Arrow Project develops economic development opportunities within the County for waste resources. The Third Arrow Project provides procurement assistance for businesses interested in completing the recycling loop. All three segments are contracted and are the result of separate request for proposal processes. The Commercial Waste Evaluation program, contracted to Environmental Resource Services, has conducted over 600 evaluations. The program has resulted in significant reductions in generated waste and a basis for clients to the private sector recycling collection industry. Evaluations include a meeting with the business manager, examination of disposal records and generated wastes, and a customized list of recommendations for the business to voluntarily implement. The Second Arrow Project is contracted to Next Step Association and has analyzed over 50 manufacturing opportunities- These possibilities have been short- listed to 15 projects which are in varying stages of development. Glass and mixed scrap paper are two priority materials. It is expected that changes in glass collection and marketing as a result of this project will save County ratepayers approximately $150,000 per year. Additional savings will result for ratepayers and businesses as these 15 projects continue to completion. It is also expected local job development and cash retention will occur. Solid waste 1994 Work Plan Page 4 The Third Arrow Project is also contracted to Next Step Association. Four procurement events over the last year has provided quality information to over 500 of the most influential procurement individuals in their field. These events included . automotive, construction, printing and design, and janitorial products. In addition, over 120 businesses and 40 governments have had face -to -face discussions about changing procurement behaviors to add recycled products. 3. The Solid Waste Division's approach to source - separated composting and processing is multi- faceted. High priority waste reduction activities include the Master Composter/Recycler volunteer training program, home compost bin distribution for yard and food wastes, and worm bin distribution to schools and non - profits for food wastes. Commercial source- separated yard debris collection and composting is in its startup phase. The Solid Waste Division is also investigating a pilot project for the collection and processing of an expanded source - separated mix of organics that may include yard, food, and soiled paper materials. In conjunction with the Second Arrow Project and in response to the pending burning restrictions, work will continue in developing alternatives to burning wood and landclearing debris. The Master Composter/Recycler program is provided through an inter -departmental arrangement with WSU- Cooperative Extension. Two -to -three training classes are held each year and graduates volunteer for a variety of community education and promotion projects revolving around home composting. A major curriculum revision has occurred this year to accommodate the interest of an expanded "waste reduction and recycling" focus. Precycling and household hazardous waste education will be part of the first -year training. ,Over 2100 home compost bins were distributed in 1993. This program has received high anecdotal remarks from the public. A followup survey was distributed in early 1994 to derive more accurate waste diversion information as a result of this program. A followup program will be designed from the survey results. Approximately 200 worm bins (acquired at no cost through an Ecology assistance program) have been distributed to schools and non - profits. In combination with the County's education and promotion program and the Master Composters, a special instructional session accompanies the bin. Resultant worm castings give a high quality soil conditioner for school projects. As a result of a series of SWAC meetings in 1993, a request for proposal was issued for commercial composting of yard and woody debris. Private sector interest has been limited to a small yard waste curbside collection program in Lynden, Nooksack, Everson, and Sumac and the drop site and processing operation at Recomp. It is expected a larger collection program will be initiated for the greater Bellingham area by Sanitary Service Company in late springlearly summer. The Bellingham Community Compost site for yard and woody debris has been phased out and will convert to a transfer station with materials diverted to Recomp for composting. The funding for the conversion and operation of the transfer station is arranged through an interlocal agreement with the City of Bellingham and the County. Use of the Lakeway and Woburn site will be free to the public. Drop off at Recomp or use of the yard debris curbside system is provided for a fee. In cooperation with a possible 20 -30 companies, governments, and organizations, the Solid Waste Division is exploring the options associated with a pilot collection and processing program for organics. Funding interest has been shown by Proctor & Gamble, American Forest and Paper Association, and Schaeffer Containers. The intent of the project is to identify cost- efficient collection and processing strategies to further increase the diversion of organic wastes from residential and commercial sources. Different rate and collection methods may also be pursued. Wood and landclearing debris alternatives will be provided through the siting and operation of private- sector processing and marketing facilities. 4. Additional activities that support the Waste Reduction and Recycling Program include: Local Innovation Projects (LIP service contracts); assistance to further promote reusable material exchange facilities and programs; and a variety of administrative support functions. LIP Service is a small -scale technical and funding assistance program to work with community individuals and organizations to explore creative ideas in waste reduction and market development of recyclable materials. After two years of study and site investigations, 1993 proved to be successful for reusable material exchange facilities. Re Store, a 6000 square foot collection and retail center opened in July at Kellogg and Guide Meridian, is ahead of business plan projections for cash flow.. As word -of -mouth traveled throughout the state, Re Store has been'a magnet of interest from other counties interested in similar operations. As a direct or indirect result of a request for proposals in November 1992, County Construction Recyclers has enhanced its collection and processing of construction and demolition debris and conditional use permits have been issued to two private- sector retail operations that will collect and sell materials from CCR. SaUd Waste 1994 Work Plan Page S Administrative activities include compiling and disseminating information, coordinating and sharing Program functions with other jurisdictional recycling coordinators and state agencies such as Ecology and the Clean Washington Center, providing community presentations on request, and overseeing private - sector recycling operations. 1994 Tasks 1. Education and Promotion Routine /On -noinz > Coordinate education consultant work scope and provide ongoing direction and approval of work products including: hotline operation, media releases and announcements, Waste Watcher column, public presentations, school classroom activities, brochures and publications, displays and events, information centers, Children Museum displays, precycle shopper program, Waste Wise Business awards, and holiday waste awareness program > Coordinate curbside promotion consultant work scope and provide ongoing direction and approval of work products including: residential, multi - family, and commercial curbside promotion strategies such as advertising, direct mail newsletters and flyers, media releases, and canvassing 2. Business Technical Assistance and Market Development Routine /On -going > Coordinate waste evaluation consultant work scope and provide ongoing direction and approval of work products including: on -site evaluation services, evaluation follow -up, special projects, and program promotion > Coordinate manufacturing of recycled materials consultant work scope and provide ongoing direction and approval of work products including: local market development research; developing target list of clients; implement technical assistance to targeted clients with aid in recyclable supply information, siting, pre - processing and manufacturing options, and financing > Coordinate buy - recycled consultant work scope and provide ongoing direction and approval of work products including: develop and implement programs to a target list of recycled goods, promotion events, and business and government clients; maintain product databases; and assist clients in procurement policy development Special > Emphasis will be placed on completing plans for both glass and fly ash utilization, setting up strategies for mixed scrap paper, construction and demolition materials, and organics (as stated under "Organics ") and pursuing the concept of enterprise zones for recyclable material manufacturing > Completing key government procurement policies and strengthening the construction, print, and paper material task forces 3. Organics Routine /On - ,eoinQ > Coordinate Master Composter/Recycler program and provide ongoing direction and approval for work products including: training session development, promotion, and implementation, Master Composter/Recycler volunteer activities, coordination with home compost and worm bin distribution programs > Oversee the distribution of remaining home compost and worm bins > Coordinate Second Arrow activities to include technical assistance to prospective wood, landclearing, yard, food and other speciality source separated materials processing and marketing facilities Special > -Investigate replacement sites for the Lakeway and Woburn Compost Demonstration Area and coordinate the move if found necessary; monitor and adjust Master Composter/Recycler program curriculum as it changes throughout the year > Complete survey of home compost bin users and research variations in the distribution program to better address household needs including anaerobic yard and food digesters > Assist the Health Department and the SWAC Compost Regulation Development Subcommittee in the promulgation of compost product quality regulations and standards > Assist collection companies in yard waste curbside program design and promotion . > Monitor the conversion of the Lakeway and Woburn yard and woody debris transfer station and assist .when appropriate > Facilitate the development of compost processing facilities and local compost markets as collected volumes increase > Organize a working group of interested companies, governments, and organizations to pursue the feasibility of a pilot collection and processing program for an expanded list source- separated organics; investigate cost - efficient rate, collection, and compost marketing options SdGd Waste 1994 Work Plan Page 6 4. Special Waste Reduction and Recycling Projects Routine /On -point > Coordinate 5 -15 LIP Service consultant work scopes and provide ongoing direction and approval of work products; provide technical assistance to contracted and non -contracted applications > Coordinate reusable material exchange consultant work scopes and provide ongoing direction and approval of work products as refinements to this program are developed > Continue research and information dissemination, community presentations, agency coordination, and oversight of private - sector recycling operations Special > Study and implement alternatives to current recyclable collection, processing, and marketing activities to provide the most cost -efficient and convenient system to the ratepayers > Investigate County- promoted or -owned intermediate recycling processing facilities to provide material feedstock with high specifications to local manufacturing. Processing facilities would be privately operated through a _request for proposal process. aerate R1s . W r FF rogram: °:Io e;:;; > >::: >:::- < >:::.:::< Activities 1. Household Hazardous Waste Education and Promotion 2. Commercial Technical Assistance 3. Disposal of Toxics Program 4. Special Wastes Status 1. The Household Hazardous Waste Education and Promotion program is contracted to Environmental Resource Services as a result of a request for proposal process. This program provides a variety of informational outlets to households on how, in this order, to prevent or reduce hazardous wastes and to properly recycle or dispose of wastes that are generated. Main educational vehicles include media releases and advertising, presentations to community groups and schools, display tables, and information distribution such as brochures and flyers. 2. Through an inter - department arrangement with the Health Department, a small quantity technical assistance program started in mid 1993. The program is designed to encourage small businesses to reduce and properly manage hazardous substance through voluntary inspections and evaluations together with dissemination of waste reduction, recycling, and disposal information. A survey team was formed to gather information into a database from businesses five targeted categories. Surveys were completed in the Blaine, Lynden, and Femdale areas. The Bellingham area is scheduled for 1994. In -depth technical assistance audits are available upon request. Several audits were conducted in late 1993 an& the promotion efforts will increase future participation. Various information brochures were prepared and distributed to several hundred targeted businesses in 1993. 3. The Disposal of Toxics program is a joint County and City of Bellingham function which provides a means for households and small quantity generators to dispose of small amounts of hazardous waste. The City is responsible for the DOT operation which began in the mid- 1980's. Currently, household hazardous waste is accepted at no charge and businesses with small quantities are charged an at -cost handling fee. Besides the DOT facility, four used motor oil and anti -freeze drop - off stations have been built in 1992 and 1993 at strategic locations at Lynden, Birch Bay, Deming and Bellingham. The DOT facility experienced a substantial customer use and waste volume increase in 1993 partly in response to the enhanced awareness derived from the education and 'promotion efforts. The facility was identified in both city and County to be temporary in nature with the recommendation to site a new one. The siting project started in the fall of 1993 with the City taking the lead responsibility for performing the work. A consultant was selected and is nearly finished with the siting process. The next steps will concentrate on the permit process%of the selected site and followed with property acquisition. .After design and bidding, construction is expected to start and finish in 1995. Solid Wasre 1994 Work Plan Page 7 4. Laws and regulations focus'attention on certain hazardous substances requiring implementation of speciai'oa ad'irg ;*r�;�isicns. .Last year the requirements to remove refrigerants from refrigeration and air condition equipment before dispcs =: ?!:.s u an issue and resulted in significant Division involvement. More work will occur in refrigerant removal in 199-. efforts for diverting batteries and used oil filters from the disposal stream will occur. Future attention will be Lia eced to medical wastes generated in doctors, dentists, and veterinaries' offices and clinics. 1994 Tasks 1. Household Hazardous Waste Education and Promotion Routine /On -eoine > Coordinate consultant work scope and provide ongoing direction and approval of work products including: community education, classroom and group presentations, media releases and announcements, point -of- purchase information, point- of-disposal information, store displays, brochures and publications, hotline services Ssoecial > Oversee distribution and educational outreach associated with non -toxic household cleaning kits 2. Commercial Technical Assistance Routine /On -going > Coordinate with the Health Department in completing the database of businesses generating moderate risk waste > Monitor the information derived from the database and on -site technical assistance visits for future program purposes > Develop programs which will improve the way businesses handle their moderate risk waste 3. Disposal of Toxics Program Routine /On -Qoin2 > Coordinate the operations of the DOT facility and used motor oil stations with the City of Bellingham to provide the best and most effective program > Monitor the program's effectiveness to determine the need for any modifications Special > Work with the City to complete the siting, permitting, land acquisition, and design engineering processes for the new DOT facility (Dec. 1994) 4. Special Wastes Routine /On -Qoin2 > Monitor to insure adequate provisions are available for refrigerant removal and coordinate new opportunities if necessary Special > Explore options for improved handling medical waste from doctors, dentists, and veterinaries (Dec. 1994) > Evaluate battery recovery program to determine means to improve recovery rates (Dec. 1994) .:................... Adret o" Activities 1. Funding/Budget 2. Contracts and Agreements 3. Universal Collection District 4. Flow Control Ordinance 5. Coordination 6. SWAC Support 7. Research and Information Outreach 8. Policy 9. General Solid Waste 1994 Work Plan Page 8 Status 1. The 1994 -95 Coordinated Prevention Grant (CPG) request providing $635,000 of grant monies over the biennium period was approved by Ecology in January 1994. A portion of these monies is a subcategory of old Referendum 39 unspent monies available for Counties to use before 1997. Also there is an expectation that Ecology will invite local government agencies to submit requests for the unspent 1992 -93 CPG grant monies later this year unless the legislature moves the monies into the General Fund. The 1994 Solid Waste Fund budget was reviewed and accepted by the Executive Committee and finally approved intact by the County Council in February 1994. The 1995 budget process will begin in July. The Division is currently overseeing 12 major professional and service contracts with 2 or 3 others expected during the year. These include groundwater and landfill gas. monitoring, leachate hauling, Point Roberts waste hauling, waste reduction and recycling education, technical assistance, and promotion, manufacturing and marketing of recycled materials, hazardous waste education, Comprehensive Plan assistance, and Disposal Agreement assistance. During the course of the year, a variety of mini contracts will be entered into to assist implementation of the Solid Waste Program. Going into 1994, the County was involved in 8 interagency and private agreements relating to solid waste management. These involve Bellingham services, drop box leases, leachate treatment, Master Composters, and hazardous waste technical assistance. At least 3 other agreements are anticipated to be executed in 1994. Additionally, there is oversight on the interlocal agreements with the seven Whatcom County cities. 3. The Universal Waste Collection and Recycling District was established in 1991 mandating collection service, with provisions for exemptions, for all households and businesses in unincorporated Whatcom County. The number of households and businesses is approximately 28,000. To date about 75 % compliance has been achieved, which includes processing over 4000 exemptions. The completion of the district database and its maintenance requires resources not presently available in the 1994 budget, but some work will be undertaken this year to increase compliance.. 4. The Flow Control Ordinance, adopted in June 1991, directed the Solid Waste Manager to negotiate disposal agreements with Recomp and County Construction Recyclers. The focus was to negotiate the Recomp agreement first. Initial delay resulted in interim agreements being executed in December, 1991 with both disposal operators to collect the disposal surcharge needed to finance the Solid Waste Fund. Continuing delays have resulted from Recomp's bankruptcy and the subsequent transfer of ownership and the city of Bellingham's option to extend its disposal contract with Recomp. A time schedule has been prepared outlining tasks necessary to submit the proposed Recomp Disposal Agreement to the County Council in May 1994. Negotiations with the CCR agreement will foIIow afterward. Issues with the Flow Control Ordinance regarding waste handling priorities and cost containment have surfaced and a review for revisions is likely to occur. 5. The Division is responsible for overall coordination of the solid waste management system involving planning, program implementation, and enforcement with all other County departments, local, state and federal agencies, and private entities. Coordination areas will. include comprehensive planning, the waste collection, processing, and disposal systems including their related rates, recyclable material marketing and procurement, permits, regulations, litter control, and information reporting. 6. Division provides technical support to the Solid Waste Advisory Committee and various subcommittees formed to assist with major projects. 7. The research area includes evaluation exercises to determine the effectiveness and necessity of various program elements and information gathering to help establish new activities and policies. Information outreach is accomplished by two semi- annual newsletters containing a variety of solid waste features and distributed to all County households. Media releases and interagency networking are other means. 8. Issues arise within the area of solid waste each year in which the Division is involved in the review and or development of policies and rules for consideration. Last year, the Division was involved in the burn ban question and adopting recycled content procurement policies for several government agencies. Solid Waste 1994 Work Plan Page. 9 This year's scheduled work includes revising solid waste elements of the County's Title 20 Zoning Ordinance, development of an ordinance required by state law for uncovered /unsecured loads of wastes brought to disposal sites, and illegal dumping enforcement. 9. Supervision, public relations, training, departmental coordination, and office maintenance are some of the functions under general administration. 1994 Tasks 1. Funding/Budget Routine /On -goin z • Oversee revenue and expense items of the adopted budget • Prepare annual Solid Waste Fund budget • Administer the 1994 -95 biennium CPG to insure compliance Special > Prepare grant application for special grant solicitation for remaining 1992 -93 CPG monies 2. Contracts and Agreements Routine /On -min.¢ • Administer 12 professional and service contracts • Administer numerous mini professional and service contracts /agreements • Administer 8 interagency and private agreements > Coordinate 7 Interlocal Agreements within Whatcom County cities • Evaluate effectiveness of certain professional contracts Special • Submit Disposal Agreement with Recomp (May 1994) > Submit Disposal Agreement with CCR (September 1994) • Re- negotiate leachate disposal agreements with CCR and Olivine, if necessary (June 1994) • Conduct RFP process for 2 or 3 waste reduction and recycling service agreements (if necessary) Universal Collection District Routine /On -going • Maintain the collection district database by updating waste- hauler customer information adding new households, processing new exemption applications, making changes related to ownership and exemption status, and filing. • Perform administrative tasks related to database information such as handling infractions, requests for information, and overall coordination with waste haulers, regulating agencies, and general public. Special > Work to complete as much of the remainder of the database as resources allow. This includes notifying non -complying households and businesses to subscribe to waste collection or apply for an exemption, responding to inquiries, processing exemption applications, and inputing new waste hauler subscribers (Dec. 1994). 4. Flow Control Ordinance Routine /On -.coin z > Monitor and enforce the Ordinance requirements, including proper disposal of County waste, review of proposed solid . waste facilities for exemption applicability, and review of proposed disposal sites for designation consideration > Administer Recomp Disposal Agreement > Administer County Construction Recyclers Disposal Agreement Special • Negotiate Recomp Disposal Agreement (May 1994) • Negotiate County Construction Recyclers Disposal Agreement (Oct. 1994) Sblfzi Warn 1994 work Plan Page 10 5_ Coordination Routine /On -going > Coordinate with Building and Codes to provide solid waste related responses to development permits > Coordinate with Parks Department for Birch Bay summer waste collection program and use of Point Robert drop box facility > Coordinate litter and illegal dumping complaints with various County and State agencies > Provide technical assistance to office recycling program > Coordinate and provide support to the Executive Committee > Work with City officials to coordinate overall solid waste management system > Network with neighboring counties to cooperate in solid waste projects whenever feasible and share information > Participate in State- forums and regional meetings regarding solid waste issues > Coordinate with the Department of Ecology for a variety of solid waste management issues, the Northwest Air Pollution Authority for air emission concerns, Washington Utilities and Transportation Commission for disposal rate issues, and Clean Washington Center for recycling manufacturing and marketing issues > Coordinate with in -county waste haulers, disposal operations, recycle processors, and industry waste generators to maintain solid waste management system > Coordinate with Health Department on local regulation issues affecting the solid waste management system. Special > Coordinate involved agencies to review existing litter and illegal dumping complaint responses and enforcement actions to determine what measures are needed for better control. 6. SWAC Support Routine/On -Qoin e > Schedule meetings, coordinate agenda, gather and prepare information on various solid waste issues, be a knowledge source at meetings, and prepare meeting minutes 7. Research and Information Outreach Routine/On -QOinQ > Prepare and distribute, to all County households, the Solid Solutions newsletter semi- annually > Conduct annual weight studies on the waste and recyclables put out for collection > Assemble the waste data reported by waste collectors, processors, and disposal operators > Work with media to broadcast information on various solid waste topics and issues > Research available information related to developing new programs > Evaluate existing programs and activities by using techniques such as conducting surveys, interpreting reportable information, or in -depth assessments. Survey of the compost bin program in now underway. S ecial > Work. with Recomp to conduct a waste composition study (Dec 1994) > Conduct a pilot study to weigh waste at the curbside for future consideration of garbage -by- weight collection rates (Dec. 1994) 8. Policy Routine/On- Qointe >• Review the need for policy creation or change related to solid waste issues > Develop drafts of various solid waste related policies, laws, and regulations as required Special > Work with Planning Department to revise certain solid waste facility elements in the Title 20 Zoning Ordinance (Dec. 1994) > Develop ordinance for dealing with uncovered/unsecured loads of waste brought to transfer and disposal sites (April 1994) > Develop litter and illegal dumping control ordinance as determined from a task force evaluation > Begin developing solid waste disposal contingency arrangements with existing disposal sites as insurance against emergency occurrences Solid Waste 1994 Work Plan Page 11 9. General Routine /On -eoine > Provide supervision of Division function and personnel, including office operations, performance objectives, program priorities, and training > Participate in departmental staff meetings > Attend and give reports at County Council meetings > Respond to miscellaneous telephone and personal contacts > Prepare written correspondence to various entities and individuals related to the broad area of solid and hazardous waste management > Maintain knowledge of current news and information on managing solid waste by reading trade publications and networking with other counties and cities > Be informed and provide recommendation on federal and state legislative actions relating to solid and hazardous waste issues > Attend various civic and community meetings as a resource on solid waste issues Special > Coordinate a Washington Chapter of Solid Waste Associations of North America quarterly meeting in Bellingham (Oct 1994) %SWMATMwR"LM.% SOLID WASTE DIVISION 1994 PROGRAM AND ACTIVITY TIME BUDGET Program/Task Solid Waste Manager WR/R Coordinator 1. Solid Waste Management Plan Routine /On -goin p IS S (30 in future years) (80 in future years) Special SO 160 2. Hazardous Waste Plan Rourine /On -going 30 S subtotal: 1 95 170 1. Cedarvffle Landfill Routine /On -going 100 Special 140 2. Y Road Landfill 80 Rourine /On -going S Special 20 3. Pt. Roberts Landfill Routine /On -going IS 4. Old Landfill Facilities Special Routine /On -going S 3. Organics subtotal: 285 -0- 1. Transfer Facility Operation Routine /On -going 80 20 Special SO _ subtotal:- 130 20 1. Education and Promotion Routine /On- ,going S 80 2. Business Technical Assistance and Market Development Routine /On -going 10 180 Special IS 180 3. Organics Routine /On -going S 100 Special 30 140 4. Special WR/R Projects Routine /On -going S 120 Special is 180 . _ subtotal: 85 980 <` ?:.: . O 70 Special 5 1. Household Hazardous Waste Educational Promotion 80 Routine /On- .going 5 Special 2. Commercial Technical Assistance 40.140 Routine /On- goinr, 20 3. Disposal of Toaocs Routine /On -going 25 Special 80 4. Special Wastes Routine /On- .goin.g I S Special IS ■ kotaL. 160 1. Funding/Budget Routine /On -going 70 Special 5 2. Contracts and Agreements Routine /On- .going 80 Special 180 3. Universal Collection District Routine /On -going 40.140 Special 20-ISO 4. Flow Control Ordinance Routine /On -going 60 S� cral Included in l/2) 5. Coordination Routine /On -going 200 Special 20 6. SWAC Support Routine /On-goine 120 7. Research and Information Outreach Routine /On -going 20 Special IS 8. Policy Routine /On-going 40 Special SO 9. General Routine /On -going 440 Special 40 subtotal: 1400 -1630 30 10 10 50 100 20 100 100 110 20 120 60 40 40 160 860