HomeMy WebLinkAboutSpecial Committee of the Whole October 18 20121
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WHATCOM COUNTY COUNCIL
Special Committee Of The Whole
October 18, 2012
CALL TO ORDER
Council Chair Kathy Kershner called the meeting to order at 9:35 a.m. in the Council
Chambers, 311 Grand Avenue, Bellingham, Washington.
ROLL CALL
Present: Barbara Brenner, Kathy Kershner, Bill Knutzen, Ken Mann, Pete Kremen
and Carl Weimer
Absent: Sam Crawford
DEPARTMENT PRESENTATIONS REGARDING WHATCOM COUNTY 2013 -2014
PROPOSED BUDGET (AB2012 -332)
Introduction
Jack Louws, County Executive, stated the budget is mostly status quo, but does
include some capital projects, including a new phone system, a new records management
program for the Sheriff's Office, and finalizing the Assessor /Treasurer system.
He thanked the many administrative staff who worked with him on preparing the
proposed budget, specifically Dewey Desler, Brad Bennett, Marianne Caldwell, and Tawni
Helms.
The total budget for 2013 is $179 million, about $16 million less than the 2012
budget. The general fund is down slightly from the 2012 amount. The budget was built on
the budget guidelines established earlier this year. There was little controversy putting the
proposal together. The budget and the reserves will not require the County to borrow. The
County can preserve its favorable bond rating, cover emergencies, protect assets, develop
internal software program, and do some long -term projects.
They must still negotiate some contracts to conclusion, including the Medical
Examiner's contract and morgue lease, the animal control contract, and labor unions.
He and his staff will be at these meetings to facilitate discussions with the
departments. He hopes they put a budget together the Council can adopt on November 20.
Brenner asked for written comments from the departments before the meeting.
(9:42:55 AM)
Kershner announced the County's participation in the Statewide Earthquake Drill at
10:18 a.m.
Mann asked for direction on how the administration would like the Council to deal
with the binder containing the approved and unapproved additional services requests
(ASRs).
Special Committee of the Whole - Budget, 10/18/2012, Page 1
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Dewey Desler, Special Projects Manager, described the structure of the ASRs for the
years 2013 and 2014 that go beyond the current budget. They highlight key changes of
which the Council should be aware.
Kershner asked if all the department budgets are the same as in the last budget
cycle. She asked if the items in the binders are incorporated into the same budget
numbers. Desler stated they are the same budget numbers.
Kershner asked if any department is approved for more budget authority than in the
previous budget cycle. Desler stated there will be variations by each department. The
budget for most departments are at the 2012 budget level. Staff levels remain the same,
for the most part.
Brenner asked if the Council will go through the proposed budget documents in
addition to department presentations. The deficit looks like it's going up, not down. Louws
stated many items are "not to exceed" numbers, and will be adjusted. The budget lapse
isn't included. Based on cash flow projections, all the "not to exceed" estimates add up to
millions of dollars. They look at revenues and expenses overall. Including the budget
lapse, the next year is taken care of.
Brenner stated the expenditure percentages are getting larger than revenue
percentages. Louws stated capital projects make it look like expenditures are going up.
They went to project -based budgeting, which puts much of the multi -year projects into
2013. Allow the departments to go through their budgets. The Council is scheduled to look
at specific items at another meeting.
Brenner stated the Council can talk about those issues during the budget work
session on November 1.
Public Works Department
(9:51:17 AM)
Frank Abart, Public Works Department Director, submitted information (on file) and
introduced his staff. He read through his handout. The pie chart includes all expenditures,
not just operating costs.
Knutzen asked if any of the projects on the 2013 list are already complete, such as
the Hannegan Road project. Abart stated they are not complete.
Brenner asked if Point Roberts revenues include the gas tax. Abart stated it does.
Brenner asked if the County is spending more in Point Roberts than what it receives
from Point Roberts gas tax money. Abart stated it is.
The organization chart in the budget materials must be revised. They're working on
a revision. He read the department credo on the last page of his handout. He is very proud
of the department, what the staff can do, and the staff's level of professionalism. They
work well as a team, regardless of the project. He thanked the Council and Executive. He
knows they always don't agree, but that's okay. That debate is good, because it helps the
staff find ways to mitigate.
Special Committee of the Whole - Budget, 10/18/2012, Page 2
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Knutzen asked the reason for hydro- seeding in -house instead of contracting out that
service. He referenced an article by Municipal Research and Services Center (MRSC) on
practical resources for consolidating services and privatizing, and asked why the County
does the vegetation management program instead of contracting out that program. The
County should consider contracting out that service. In the past, the administration said
the guys who drive snow plows in winter also mow in the summer. There are private
contractors who would be willing to do this work. Abart asked if Knutzen wants more detail
on outsourcing.
Knutzen stated he does. In this economy, it might be less expensive. Also consider
ways to save money through prevailing wage issues. He referenced the Davis -Bacon and
Related Acts. He sent an email about these issues awhile ago to members of the Chambers
and the Building Industry Association. Abart stated he's sure the County must comply with
law, but he's willing to look at Councilmember Knutzen's suggestions.
Louws stated Davis -Bacon is a federal mandate, and there is a State law on
prevailing wages. The counties and municipalities throughout the State follow it to the
letter. The County can't do anything with that. He will look at the suggestions and work
with Councilmember Knutzen on outsourcing.
Kershner asked Councilmember Knutzen to read through his suggestions (on file).
Kershner suggested that Councilmember Knutzen meet with staff for a preliminary
discussion on the suggestions. If necessary, it can be scheduled before the Council.
Brenner stated she would like to see more department consolidation. The Parks
Department does work that is duplicated in other departments, such as maintenance and
operations. The senior centers should be in the Health Department, and plans to purchase
parks should be done by the Planning and Development Services Department. Department
consolidation would save money.
For many years, the Council had an annual budget process. She was assured
initially a biennial process was better. It's not better for the Council or the public. Go back
to an annual budget. Regarding on -call outsourcing services, there is no competition.
Private providers can't afford to buy equipment if they're not sure the County will call.
Knutzen referenced the MRSC article about outsourcing examples in other
jurisdictions and suggested considering partnering with other jurisdictions to save costs.
There may be potential savings by purchasing commodities in a larger scale if the County
works with the City or Port of Bellingham. Abart stated the County does a lot of cooperative
services with other jurisdictions, so they don't have to duplicate acquisition of expensive
equipment and technical staff. A lot of joint activity is already happening.
Louws stated the administration is working on a lot of things cooperatively to save
money. Examples include advanced life support (ALS) services, information technology for
planning and pictometry, law enforcement records management, and Lake Whatcom water
quality. The administration is doing everything it can to take advantage of opportunities.
District Court Probation
(10:14:23 AM)
Special Committee of the Whole - Budget, 10/18/2012, Page 3
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Bruce Van Glubt, District Court and Probation Administrator, described the history
and function of District Court Probation. Staff levels have been cut in past years. They've
been successful in becoming more efficient. Probation reduces recidivism.
Kershner announced the earthquake drill and read the State's recommendations for
response to an earthquake.
Van Glubt continued his presentation on adult probation activities and specialized
caseloads. He recommends elimination of the substance abuse assessment unit, which
includes the layoff of .7 full -time equivalent (FTE) staff position, even though the quality of
the work by the employee has been outstanding. The unit is losing money, there is
sufficient capacity in the treatment community. He will work with the local treatment
community and Health Department to close the unit. Otherwise, the Probation Department
is doing well. Staff are cross - trained. This has been a very positive budget process due to
clear guidance and because they don't have to make any further cuts.
Brenner asked the overall caseload and if it can be separated into average caseloads
for domestic violence and for behavioral health. She also asked if they plan to get rid of the
entire behavioral health assessment, or just substance abuse unit. Van Glubt stated the
plan is to end just the substance abuse unit, which is separate from behavioral health
assessment unit. Caseloads for the behavioral health unit is two probation officers with 100
cases each. The domestic violence unit caseload is about 130 or 140 cases for two
probation officers. The standard caseload for the rest of the cases is about 250 cases for
5.5 FTE probation officers. The total number of probation officer positions in the
department is 9.5.
Knutzen asked if other agencies can do the work of the closing substance abuse unit.
Van Glubt stated there is capacity within the local treatment community to do the
assessments. He doesn't know yet whether agencies will be willing to provide very low cost
or free assessments for indigent clients.
David Grant, District Court Judge, stated they began the program before there were
very many providers in the community. Now there are many providers in the community.
Louws stated the caseload has been trending downward. People are being referred
to the private assessment agencies. This cut does not cut off a service to community
members.
Van Glubt stated Whatcom County is the last county in the state that provides
assessment services. Everyone agrees they can't sustain the unit without paying clients.
The idea was great in its time.
Knutzen asked how much District Court Probation gets from the mental health tax,
and if the department is required to deal with substance abuse probationers with that
money. Van Glubt stated they are required to deal with everyone who qualifies for that
caseload, who are court - ordered for probation supervision. The only people they can
monitor by law are people who are court - ordered for supervision. The tax does not require
a mental health unit.
Weimer asked what happens to the people who can't pay for an assessment. Van
Glubt stated they're talking about that situation with the Health Department. They're
confident that Seamar or another agency will take on those assessments. They will develop
a solution as they continue to meet with the treatment providers. Assessment agencies
Special Committee of the Whole - Budget, 10/18/2012, Page 4
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earn their money from treatment, not assessment. It's in their benefit to do the
assessments so they can get people into a treatment program. He hopes to know more
after a meeting with treatment providers on October 24.
Mann referenced the ASR documentation. The FTE organizational chart in the spiral
notebook doesn't show the FTE reduction for 2013. Van Glubt stated the decision to reduce
the staff was made after his budget meeting. He needs to update those documents.
Louws stated the transition will be made February 1, 2013.
Brenner stated the term behavioral health encompasses substance abuse. She
asked how they can be separate. Grant stated the assessments are required under the
sentencing provisions for driving under the influence (DUI) convictions. The goal of these
assessments are different from the work done by the behavioral health unit. They are
talking about people who are convicted for driving while under the influence of alcohol or a
drug. An assessment and treatment are sentencing provisions.
Van Glubt stated those supervised by the behavioral health unit mostly have medical
coupons, so he's not worried about the clients in that unit.
Kershner asked about the budget increase in 2012 of 17 percent. Van Glubt stated it
was for the behavioral health unit.
District Court
Grant stated there are about 18,000 traffic citations per year. That's a small portion
of staff's time. There are about 4,000 criminal prosecutions and about 4,000 civil cases.
Small claims court meets weekly. The bulk of criminal cases is DUI, domestic related
assault, and thefts. The crimes are misdemeanors and gross misdemeanors, sentenced up
to 364 days per year.
Van Glubt stated District Court processes about the same number of cases as all the
municipal courts and Superior Court combined. There were over 26,000 court cases in
2011. That amount may be higher in 2012.
Software improvements have helped the department, including the e- ticketing
system. The staff no longer have to figure out officer handwriting. They are filed more
efficiently and quickly. The downside is that problems with those tickets are more time -
consuming to solve. In the long -run, it will help the department. It's an overall
improvement.
The other software improvement is the jury management software. It's a clear
improvement over the old system. The system is quicker and more efficient.
Challenges include responding to customer service. They have more phone calls
than one receptionist can handle. More people are call- screened to District Court than any
other department.
Grant stated the department is working with other agencies to develop a broader
mental health docket to be used throughout the county. A part -time psychologist case
manager works with behavioral health officers. They hope to hire a full -time psychologist
for case supervision over all courts in the county. They do a lot of domestic violence
protection orders. They are experimenting with new procedures to make it more likely that
Special Committee of the Whole - Budget, 10/18/2012, Page 5
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a fact - finding hearing will occur for those seeking an order. They also have developed a
new procedure for handling bail bond forfeitures. It's a lot of work. It's a new process that
affects all the bail bond agencies in town. They believe the process will pay for itself. They
are putting the new services on the website for transparency. Mitigation hearings can be
done through email rather than in court.
Van Glubt stated phone call questions about case details are complicated and take a
lot of time.
Knutzen stated he's encouraged by technology improvements. He asked if there is
an opportunity to steer those calls to email or other technology that allows these people to
do simpler things online. Most people go to court for their traffic tickets to get a reduced
ticket amount. Grant stated they are embracing email and allowing people to state their
cases to judicial officers by email. They will look into using twitter for jury pool
advisements. The department is aware of using technology to reduce workload.
Van Glubt stated people can take advantage of the online infraction program. The
biggest problem is that the State owns, maintains, and controls the statewide court
database. They don't allow any outside vendor access to the database. Court
administrators have been complaining about this problem to the State. That's what
generates a lot of the problems.
Brenner asked the percentage of people who contest their infraction. Grant stated a
statistic is that only about 15 percent of those ticketed go to court. Tickets and payments
still have to be processed, and it's time - intensive. Spokane has had success using twitter,
but they have staff to manage it.
Kershner asked who sets the fees for these offenses. Grant stated most sentences
are State - imposed statutes. There is a handful of County ordinances.
Kershner suggested allowing people to pay a fee to expedite their cases. Grant
stated all the fines and fees go to the State, and a portion is returned to the County. The
formula is complex.
Van Glubt stated every case in District Court has to be processed by a staff person.
Another challenge is with the bond forfeiture program. It takes a half to three - quarter FTE
position. He hopes to present a budget neutral proposal to the County Executive to get
these tasks done. Otherwise, they are doing okay. They're extensively cross - training staff.
They are reviewing procedures for efficiency. Essential tasks are their focus. He relies on
staff from Information Technology, Facilities, and other Administrative Services staff to help
his department succeed.
Juvenile Court
(11:04:41 AM)
Dave Reynolds, Juvenile Court Administrator, stated there have been fewer arrests
and juvenile filings from ten or 15 years ago. About 500 offenders are referred to court
annually, and they divert another 500. The numbers higher than in the past are regarding
civil cases such as at -risk youth, truancy, and dependency filings. They've changed how
they operate the court calendar. Efficiencies resulted from collaboration with other
departments. Cases are being resolved quicker. The court backlog is decreasing.
Special Committee of the Whole - Budget, 10/18/2012, Page 6
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The detention population has increased some, partly because they lost the juvenile
community justice center. The probation officers have been vigilant in looking for
alternatives to detention and other types of imposed accountability. The department is
staying within its capacity, which is 32 kids.
They continue to invest in programs that decrease recidivism. They continue teen
court with Northwest Youth Services and a court- appointed special advocate program, which
is the guardian ad litem (GAL) program.
Brenner asked the number of felonies compared to misdemeanors. Reynolds stated
the percentage of felonies is very small.
Brenner asked if there is a special program for referring kids with mental health or
substance abuse issues. Reynolds stated there is a behavioral health coordinator.
Weimer asked why there is a decrease in juvenile offenders. Reynolds stated they
began to do business differently. A risk assessment evaluation identifies needs and risk
factors and refers the offender to programs. He continually looks at data for community
needs and risks, and adjusts accordingly.
Weimer asked if the number of juveniles in detention has increased in the last couple
of years. Reynolds stated it has, since they lost alternatives. However the population has
decreased from 50 to 20 kids on average over the last 10 years. Minor changes influencing
population include kids that had been housed in the jail. The overall trend is still going
down.
Kershner asked if the residential care part of the budget is the detention center.
Reynolds stated it is. They serve all the youth in the county at the detention center,
including the cities. They have a contract with Lummi Nation, also.
Mann asked if the 1,000 cases are a count of the kids or the cases. Reynolds stated
it is a count of 1,000 cases. Some cases are regarding the same kid.
Mann asked how many are repeat offenders. Reynolds stated the majority are single
cases. Only a few are repeat offenders. Kids are coming through fewer times before they
wise up.
Brenner asked the overall population of juveniles in the county. Reynolds stated the
population is the same. There was a population dip, but it is going back up.
Brenner asked the percentage of GALS that are from the court appointed special
advocates (CASA) program. Reynolds stated 90 youth cases use volunteer GAL. They are
getting more volunteers. They do a lot of heavy screening of their volunteers.
Brenner stated the people who volunteer generally care about the kids. She's seen
professional GALS who are not very nice to kids in general. The County should use more
volunteers because the volunteers care. Reynolds stated he agrees. They supervise the
volunteer GAL volunteers, but not the paid GALs.
Weimer asked about the potential for a regional youth detention center. Reynolds
stated the discussion about a regional center is over because there is no benefit to
Whatcom County. There are not enough kids, and there are significant court costs. It's not
good to remove a child from the community, school, and family. They must make sure kids
Special Committee of the Whole - Budget, 10/18/2012, Page 7
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have services in place to be successful in the community. Law enforcement doesn't want to
spend time driving kids to and from Everett or Skagit county.
Kershner asked the age of juveniles served. Reynolds stated they serve any youth
to age 18. Court can extend a case to age 21. An offender in juvenile court may also be an
offender in District Court.
Superior Court
(11:22:22 AM)
Reynolds stated he took over the operations in January. One change is to increase
cross - training of staff. Superior Court lost a lot of staff in the last several years. Staff has
stepped up to cross - train, which helped to have improved teamwork and efficiency. They
evaluated the workflow to be more efficient. They evaluated how to use technology,
updated the calendar system for Juvenile Court to include all case filings in Superior Court.
That will create efficiencies within the department. In May, they started accepting credit
card payments for court costs. There is no cost to the County for accepting credit cards.
They average about 12 payments per month. To date, they've collected $13,000 in
payments. The service results in people being more successful with the courts. He looks
forward to other changes, including using technologies for electronic filing. They also
changed the family law facilitator process from a drop -in schedule to an appointment
schedule. The Clerk's office now accepts all payments, rather than delivering them to the
Finance Division. They make changes and identify efficiencies carefully.
Brenner asked how there is no credit card cost to the County. Reynolds stated the
person pays a seven percent fee, not the county.
Knutzen asked if staff for family court services are cross - trained. Reynolds stated
family court treatment is specialized.
Knutzen asked about adding another judge. Reynolds stated the legislature has to
authorize the additional judge. Once authorized, an ASR will be submitted.
Knutzen asked the average timeframe for civil cases. Reynolds stated civil cases
have the biggest delays. The timeframe depends on the type of case.
Kremen asked if a fourth Superior Court judge would result in corresponding
reductions that could be used to offset some of the additional costs. Reynolds stated that is
true. There would be a reduction in costs for a judge pro tempore and other areas of
savings.
Louws stated Judge Snyder sent a letter to the State with a proposed
implementation date of 2015. They are looking at the impacts, costs, and savings of a
fourth judge. It is in progress, but not in the near future.
Kremen stated electronic filing makes a lot of sense for efficiency. He asked if the
seven percent is a transaction fee, or pays for something else. Seven percent seems
exorbitant. Reynolds stated it guarantees the County will get the payment. It wouldn't
work for electronic filings. They are exploring other options that have a much lower rate,
such as debit cards. People wouldn't have a choice for electronic filings. If electronic filing
is the only option for a person, the fee must be reasonable.
Special Committee of the Whole - Budget, 10/18/2012, Page 8
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Mann asked if there is anything the Council can do to help the State take action to
approve the fourth judge. It's important. Reynolds stated contact Judge Snyder to find out
what the State would need. The County pays half the salary for the judge and the cost of
staff for the judge. The state pays for all the benefits. The State can authorize a
placeholder position if County money isn't available.
Louws stated the Council budgeted funds to look into the space needed for a fourth
judge. He will work with the legislative delegation to let them know that the County is in
favor of a fourth judge.
Brenner asked if court commissioners are partly subsidized by the state. She would
like to know the County's cost for a court commissioner versus the county's cost for another
superior court judge. The County can hire another court commissioner if it's cheaper than
half the cost of another Superior Court judge. Reynolds stated the County pays 100 percent
of a commissioner salary and benefits, which is about $165,000. The County's cost for half
the salary of a superior court judge is about $80,000, and the State pays all the benefits.
Louws stated the letter identified the actions of the majority of the Council by
approving the dollars. He didn't commit that the Council, on an individual basis, is either
for or against a fourth judge. It is a discussion they will have to have in the future.
Kremen stated a commissioner doesn't have the same purview as a Superior Court
judge.
Brenner stated she would like to know what those differences are.
Auditor
Debbie Adelstein, Auditor, stated the office is operating steadily. Licensing revenues
are up a small amount. Recording is up a little bit. They are down two staff members, but
the number of recording transactions also went down. Now that those transactions are
increasing again, she hopes to take advantage of e- recording technology, and won't need
more staff. Elections are steady. Four propositions are on this ballot. A number of
petitions have been submitted on a number of issues. ASR's will be funded from the
Auditor O &M fund.
Mann asked for an explanation of the two larger ASR's for election costs. Adelstein
stated they don't know how much elections will cost. She bases the budget on there being
three elections per year. They've absorbed some of those costs in the general operating
budget, and the ASR is for elections over and above general estimates. She described the
specific cost of an election. The ASR estimates recovering $170,000 of the costs. The net
effect is an additional cost of $25,000. State and federal governments don't have to pay for
their elections. There is no reimbursement. There are additional costs in even -year
elections.
Knutzen asked about the ASR for professional services in the amount of $20,000,
and whether the new software is not an ongoing cost. Adelstein stated that is regarding the
structure of the recording server. They would like to improve security of document
recording system. That is the fee the supplier will charge to solve the problem. It's a one-
time cost. The system was updated a few years ago. Any request of the vendor seems to
cost $20,000 to $50,000. These kinds of things are not included in the maintenance
contract.
Special Committee of the Whole - Budget, 10/18/2012, Page 9
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Louws stated the Council had discussed allocating $6,000 to expand the voter
pamphlet information. The ASR for that cost came through. The Executive's budget doesn't
include that ASR, but the Council can formally include it in the budget.
Adelstein stated both candidates running for the Secretary of State position made it
a priority for the State to produce a primary voter pamphlet. That position doesn't
guarantee it will happen, because the legislature has turned it down in the past.
Kremen stated that if the legislature sees that counties are willing to pick up the bill,
they aren't going to fund it. It is the State's obligation. Don't let the State off the hook for
their responsibility. These are statewide positions. It's bad policy for counties, who don't
have the financial wherewithal to fund even the mandated State requirements.
Brenner stated the people who are hurt by non - publication are the voters. If the
State funds it, the County can take that line item out. Only a few counties have funded it.
The cost is minor compared to its importance.
Kremen stated that if the public thinks it's important, they need to pressure the
State government to fund it.
Adelstein introduced her new Chief Deputy Diana Bradrick, and described her
background in Island County.
Assessor
John Romaker, Chief Deputy Assessor, stated the ASRs are for projected retirements
over the next couple of years.
Desler stated they don't normally include retirement ASRs. The cost is built into a
line item for employee separation in the non - departmental section of the budget.
Kershner asked about the staff budgeted in the past for implementation of the new
Assessor /Treasurer system (ATS).
Louws stated the ATS final implementation will produce savings in productivity. That
increased productivity is timed with the planned retirements. In the future, the Assessor
will look at staff efficiencies in the department. He dedicated an Information Technology
position in 2013 to push that implementation of software to its final stage. They are at 80
percent of implementation now. Components of the system still must be finalized.
Romaker stated they are wrapping up the third full cycle of assessing valuation using
the new system. The first year was difficult. In years two and three, they have taken
advantage of the new efficiencies they can gain from the system. They are becoming more
efficient.
Mann asked about going to annual assessments. Romaker stated they went to an
annual update of evaluations in 2010. They perform physical inspections on one -sixth of
the county each year, but they statistically analyze the other areas each year. All parcels
are investigated for change each year.
Mann asked if there has been a decrease in the amount of complaints about sudden
large changes in valuations. Romaker stated they are now modifying values on the entire
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county every year, which is more opportunity for the community to see their valuations
change. They are experiencing an increase in petitions.
Kershner asked if the switch to an annual inspection was mandatory. Romaker
stated it is was a done in a moment of opportunity. Assessor Willnauer can provide more
information on that decision.
Treasurer
Steve Oliver, County Treasurer, stated the budget is status quo. Technology
projects have been going on the past few years. He's realized FTE reductions attributable to
the new ATS. A new module will be installed next year. It will allow Title Companies to
submit real estate excise tax (REET) transactions electronically. This will save a
tremendous amount of effort in the Treasurer's Office, Assessor's Office, and Auditor's
Office. The real estate market has been slow, so it's a good time to do this project. At
some point, the real estate market will come back, and the activity will pour back into the
Assessor, Treasurer, and Auditor Offices. With this technology in place, they won't have to
take on new staff in the future to deal with the increases.
Kershner asked if they are handling the ferry passes. Oliver stated they process the
needs -based Lummi Island ferry tickets.
Brenner asked about working toward the ability to take credit card fare payments on
the ferry. Oliver stated there are costs associated with it. It will create more costs that
have to be covered by the ferry system. There are options to explore. It's not been raised
as a priority in his office.
Brenner stated most of the people who use credit cards will be tourists. Sometimes
they don't have cash. It's a priority for her.
Kershner asked if the Treasurer's Office processes credit cards for the court system.
Oliver stated they manage the contracts that are associated with those processes.
Kremen asked the percentage charged. Oliver stated it's approximately two to two
and a half percent.
Mann stated part of the purpose of the seven percent charge by the contractor
collecting court fees is because they are guaranteeing those payments for folks who aren't
the most credit - worthy or responsible.
Kremen stated they should only charge that extra cost to people who are delinquent
or don't pay.
Mann stated it costs money to go after the people who aren't paying. They aren't in
business for free.
Brenner stated a lower fee for the payments will result in more people paying.
Mann stated it's a business. The County is not charging seven percent. It's the cost
of their business.
Brenner stated it's not a regular business. These people are in trouble.
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Knutzen asked if there is an ATM machine at the ferry for people who don't have
cash. There should be a notice that the ferry doesn't accept anything but cash. If people
can't pay, the ferry crew just lets the passenger go.
Kershner stated the problem is ferry riders are already on the ferry when they find
out they can't pay with credit card.
Knutzen stated there should be some notice on a sign that the County only accepts
cash. He asked what happens.
Brenner stated the ferry crew lets the riders go.
(Clerk's Note: The Committee took a break from 12 :15 p.m. to 1:35 p.m.)
Planning and Development Services
(1 :36 :16 PM)
Sam Ryan, Planning and Development Services Department Director, stated the
department has had some successes, including getting the Rural Element to the Growth
Management Board, hiring a new Long -Range Planning Division manager, and hiring a new
fire inspector. She hopes the new Long -Range Planning Division Manager facilitates better
communication between the Planning Commission and the Council, including staff
interaction with the County Council. Goals for 2013 include improvements to permit center
customer response.
Brenner asked if they are losing money at the permit center. Ryan stated that loss
is about flooding. A Public Works Department River and Flood Division staff person now
comes to the department to do the flood reviews. They are developing a fee to cover that
cost.
They are going to implement the task list function in the Tidemark system, which
should help improve efficiencies in terms of tracking permits and timeliness. They are
beginning to create a group to do a Title 20 code rewrite, which will eliminate
inconsistencies and make it easier to read and implement the code. Staff are working on
pieces of the 2016 Comprehensive Plan update. They are striving to be leaner, contain
costs, and find better ways to help the public.
Brenner referenced the Planning and Development Services Department
development - related fees and asked about the decreased revenue of more than $200,000.
Ryan stated it's a more realistic forecast.
Brenner asked if the Planning and Development Services Department civil penalties
are for people who aren't paying. Ryan stated they are.
Knutzen asked about improving customer service efforts. Ryan stated the staff have
applied to go to a free class in Olympia, but were not selected for 2012. She hopes to be
selected in 2013.
Louws stated he's pleased the Planning and Development Services Department made
an effort on its own initiative. Staff are taking their jobs seriously and doing a good job.
The staff are being proactive in delivering good customer service. They're doing the best
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job they can in a complicated environment. He thanked Ms. Ryan and her staff for taking
initiative and working hard.
Knutzen stated he would like there to be better inter - departmental communication,
so citizens aren't run from department to department. Business owners have issues with
regulation. There should be better regulation among the County, Port of Bellingham, and
State Department of Ecology. Produce a webinar for people to learn how to get their stuff
in order so they don't have to keep coming back.
Kershner referenced the ASR about reimbursement for Comprehensive Plan update.
She asked what those numbers mean.
Brad Bennett, Administrative Services Department, stated other local governments
participate and contribute to the cost.
Ryan stated the Cities of Bellingham and Ferndale reimburse the County the largest
amounts. The other Cities' reimbursements are proportionately less.
Kershner asked if the professional services amount is the total cost of the program.
Ryan stated the total cost of the program is spread out over three to four years.
Kershner asked if the amount of $98,900 for 2013 is the amount of additional funds
requested for the Comprehensive Plan update. Ryan stated it is.
(1 :49:27 PM)
Bennett stated the $98,000 is in the budget.
Brenner asked if the money will be spent on professional services. Louws stated it
lRiillM
Kershner stated the cost is an ASR. It isn't in the current budget. They are going to
add about $100,000 per year for the Comprehensive Plan. She asked if it comes from the
general fund. Ryan indicated it does.
Kershner asked if the Puget Sound Water grant ASR is a way to record that the
County receives the grant. Ryan stated it is.
Brenner asked about a County- sponsored class for employees on working better with
people. Louws stated the Human Resources Division has a series of classes they're working
on for next year. He anticipates that class will continue next year.
Health
(1:52:00 PM)
Regina Delahunt, Health Department Director, stated accomplishments include the
managing the veteran's program and it's associated fund, management and use of the
behavioral health sales tax fund, and implementation of two new housing programs.
Brenner asked if the staff would show the Council what these accomplishments have
actually gotten done. Delahunt stated she would give the Board a presentation, including a
report on the veteran's programs.
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She continued describing accomplishments, which included the community health
assessment and the community health improvement plan, the community transformation
grant program, the nurse - family partnership program, an integrated parent -child program
and the Women, Infant, and Children (WIC) program, and healthcare transformation work
going on in the community.
The communicable disease program responded to the pertussis outbreak, placed an
opiate outreach professional within the needle exchange program, and completed treatment
of a multi -drug resistant tuberculosis case without it spreading to anyone else.
The environmental health program implemented the onsite septic system (OSS) loan
program, an online food worker training and testing system, an online OSS homeowner
training program.
The administration of the Health Department completed the Washington state public
health standards review and fully met 91 percent of the standards. They completed and
implemented a departmental strategic plan and developed a performance management
system for the department, including quality improvement and specific performance
measures for all programs in the department.
Their priorities for 2013 and 2014 are in the Executive's proposed budget. A high
priority is implementing the community health improvement plan, ensuring coordinated
services for families and young children, addressing substance abuse in the community, and
working to make sure health care is reformed in Whatcom County. Another priority is
improving program performance within the Health Department and earning national public
health accreditation. It is a new program in the U.S. that provides many benefits and will
make Whatcom County competitive for grant funds. Another priority is staff relocation for
more effective management and services.
The 2013 -2014 budget is relatively status quo. There are no ASRs. They are trying
to work very efficiently and effectively. They are down 14 FTEs since 2010. Improvements
she described have to do with the efficiencies, because they don't have the luxury of extra
staffing.
There are savings related to consolidated services as they get into 2014. They
propose to revise the OSS operation and maintenance fee structure to provide a more
sustainable system. They will minimally increase some environmental health fees. It's
been about four years since they increased fees. They compared fees with the costs and
fees in comparable health jurisdictions. The revenues in the budget are today's estimate.
It's difficult to say what will happen in the future.
Kershner stated it looks like the Health Department receives only ten percent of its
budget from the general fund. Delahunt stated that's correct. The Health Department
receives about $2 million from the general fund for an $18 million budget.
Knutzen asked about reducing FTEs last year. Delahunt stated one was the care
coordinator in the program for children with special health needs.
Terry Hinz, Health Department, stated they also reduced an environmental health
position and a clerical position. The community health care coordinator FTE will end
between 2012 and 2013.
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Brenner referenced page 25 in Volume I and the ongoing revenue changes regarding
the OSS filing fee and the OSS septage and filing fee. She asked if those revenues are
down because the City is removing its funding.
(2:07:31 PM)
Bennett stated the fees the County charges now will decrease, and the operations
and maintenance (O &M) fee will begin.
Delahunt stated they are replacing the fees they have now.
Brenner stated the Council hasn't voted on it. She would like to see how many filing
fees there are. Bennett stated there are about 3,500 fees.
Brenner stated she wants to know how much it really costs to file the document and
how much it costs for a computer system to process it. Something is wrong if the computer
system is so antiquated that it costs $35 for a person to file. Delahunt stated the fee pays
for much more than the computer system, including the staff time, who licenses the O &M
specialists and reviews all of the raw submittals to make sure they're correct.
Brenner stated licensing of an O &M specialist is between the County and specialists.
When a specialist gets licensed, they pay a license fee. The septic O &M fee should not pay
for that. Delahunt stated the specialist also reviews all the raw submittals and tracks
maintenance items for correction.
Brenner stated there needs to be a charge for the staff time it takes to do that work.
They should not charge everyone $35 just to file their system, which may be in perfect
condition and not need all that work. Charge a base fee to pay for filing, and then charge
more to people who cost the County more. Delahunt stated many things have to be
accomplished to have a program in place. It's not just entering data into the system. The
cost of the program includes more than that.
Brenner stated it should be good enough for a system owner to file after taking the
online class. This is only a filing fee, but it's become a catch -all for all kinds of things. A
fee is for a service that a person gets. It's not for paying for someone else's stuff. She
would like to know what it costs for someone to hand in the form and have it filed.
Kershner stated Councilmember Brenner can propose a payment system, and the
Council can consider it.
Weimer referenced the OSS loan program. Revenue shows $750,000 less coming in,
which was a one -time grant from Ecology. Delahunt stated they are moving that money out
of the general fund and into another fund so staff can track the money more appropriately.
Weimer asked how much of the $750,000 is left. Hinz stated they haven't spent
much of that grant yet. They've drawn down about $50,000 so far. They will spend the
majority of it when they begin the deferred payment loan program through the Opportunity
Council.
Delahunt stated they first had to build a matching fund to spend the $750,000.
Brenner stated a citizen who got one of those loans is very happy because
everything is fixed.
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Executive's Office
(2 :15:34 PM)
Louws stated his office is run well this year. He has a great staff. He has taken on
the job of Administrative Services director. Dewey Desler is employed halftime as special
projects manager to work on the budget, emergency management, Swift Creek, and the
jail. They have saved about $60,000 in the Executive's budget. The major change he
proposes is using $40,000 for professional services to make efforts in Olympia and at the
federal level. He's working with the City and Port on jointly providing monies to hire a part -
time lobbyist in Olympia. The Council will have to approve that contract. The Council
doesn't have anyone in Olympia to feed necessary information to the administration.
The rest of the budget is predominantly the same. Tawni Helms will continue
assisting administrative staff, and Arden Landry will take on more public communication
with the media and community. Assignments will be consolidated to focus the vision about
relating to the community. The net result is a savings of about $18,000.
Mann asked about designating a staff person who can respond via social media to
debunk misinformation in the community. Louws stated staff have been talking about
whether it's appropriate for Whatcom County to have a Facebook presence. If so, the use
must be a fact -based window to provide information, but not to get into a dialog with users.
He will ask Arden Landry to look into those options. Whatcom County is not ready for a full -
time communications director specifically assigned to those tasks. She currently keeps him
informed of media in the county and notifies him of potential problems. In 2014, he would
like to redo the website presence. It should be more interactive. Departments are starting
to integrate technology. The engine running the website is not robust enough for a lot of
that integration.
Mann asked about streaming Council meetings live on the internet. The technology
two years ago would have made it expensive. Now, it wouldn't be as expensive. When
people come here for the first time, they are generally impressed that the Council is made
up of real people struggling with real issues. It is another medium for people to see what
the Council is doing. Louws stated the Council can figure out what those costs are. They
will need someone to run the audio and video. The meetings without the camera are
generally more productive, in his opinion. If the Council wishes to do that, he will engage in
the conversation.
Brenner asked about how the Executive's staff is budgeted. Louws stated part of the
staff are funded through the Administrative Services Department.
Brenner stated administrative services should be consolidated into the Executive's
Office. Desler stated he respects the desire to be transparent. One reason for the structure
is the Executive's office is paid for from the general fund. Many things going on with
Administrative Services Department can be paid for by other funds.
Brenner stated the structure as it is makes it looks like the Executive's Office has
less staff than it really has, and the Council Office is extravagant. It's difficult to determine
who in the Executive's Office is paid from which fund. Louws stated they need to allocate
the costs related to the services.
Kershner stated the Hearing Examiner is separate from the Council.
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(2:32:28 PM)
Brenner stated the Board of Equalization isn't separate. Louws stated State law
doesn't allow Council costs to be allocated from the administrative services fund. The
Council must be funded completely by the general fund.
Desler described the history of the County's funding structure. Certain
administrative functions that all of the departments share are funded by all the funds in the
organization.
Knutzen asked if the professional services line item of $40,000 includes the $6,000
for the voter's pamphlet. Louws stated the Council must allocate that amount to the
Auditor's budget.
Knutzen stated he agrees with Executive Louws about streaming Council meetings
live.
Brenner stated she also agrees with Executive Louws about live streaming of Council
meetings. She asked the difference if someone watches a meeting live versus watching
when it's aired the next night.
Mann stated it provides more opportunities for someone to watch it whenever it's
convenient.
Miscellaneous Non - Departmental and Advisory Boards, Commissions, and Committees
Desler submitted information (on file) and stated non - departmental items are a large
part of the budget. He referenced the non - departmental section of Volume 2 of the budget,
specifically page 78. Review that list of items.
(2:40:51 PM)
Kershner referenced and asked about item 4038 Green Power. Desler stated grant
money comes from Northwest Clean Air Agency for that item. That $5,600 allows the
County to indicate that 100 percent of its power is from a green power source.
Kershner asked if Northwest Clean Air Agency collects fees from businesses and
industries in the county, and then gives $5,600 to Whatcom County to buy clean power.
Desler stated it does. The County is mandated to give the Northwest Clean Air Agency
about $30,000. The Agency gives the County money back for various projects in the
county. They also collect money from other industries.
Tawni Helms, Executive's Office, stated the County gets a credit for green power.
They project it will cost $5,600 per year. The Agency gives the County $28,000, which pays
for things in addition to green power.
Brenner stated the County pays the $5,600 to an energy company. Helms stated
that's correct. It's one of many things the Northwest Clean Air Agency paid for.
Kershner asked if the County comes out ahead on this. Desler stated the Northwest
Clean Air Agency doesn't have to give the County anything. He referenced line 4290, which
is the assessment the County pays to the Northwest Clean Air Agency. The Agency grants
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the County $28,000 per year to pay for certain environmental and energy- saving things.
The County is assigning $5,600 of that grant to green power.
Kershner asked where the rest of the grant money is assigned. Helms stated they
haven't yet completed a grant for 2013 and 2014. They have used it to support the
activities of the Conservation Resource Analyst, but that position is now gone.
Desler stated the Council will see a grant request and contract for 2013 and 2014.
Kershner stated the net effect is that the County pays the Northwest Clean Air
Agency about $2,500, but they tell the County where to spend the money.
Brenner stated the County could use that money for solar panels. Helms stated they
have to submit a grant application that describes what the money will be spent on.
Brenner stated she's sorry to see they're not doing anything for the Friendly Visitor's
Program or the Small Potatoes Gleaning Project. Desler stated the Small Potatoes Gleaning
Project money was added to the money to the Food Bank.
Mann stated Friendly Visitor's program has probably become self- sustaining.
Knutzen asked if the County traditionally donated $28,000 to the Food Bank, and
then increased it for a construction project. Desler stated there was a proposal to develop a
project with the Food Bank. Money would have run through the City of Bellingham.
However, Mayor Pike did not want to do that project because it wasn't general fund money.
That project was discussed, but suspended.
Kershner stated they requested $50,000 for operations, and additional money for the
building. Desler stated the County has funded the Food Bank in the amount of $50,000 for
five or six years.
Mann stated it's interesting they're focusing on $10,000 and $15,000 items when
there are multi - million dollar items.
Kershner asked about the decrease for the emergency medical system (EMS).
Marianne Caldwell, Administrative Services Department, stated ongoing amount for
EMS was $1.9 million. Because the City has an annual budget process, it asked for $2.3
million, so the County did a budget supplemental for $2.3 million. A supplemental is not an
ongoing appropriation, so it reduces until there will be another request for 2013 -2014 that
will bring the amount up higher.
Louws stated the amounts are going up. The City is giving the County bills that raise
the amount. In 2013 -2014, the County's attached reserved funds will be reduced. He and
the Mayor are aware of what's going on. In 2013, they hope to put things back on a more
stable financial course.
Desler stated this is a program for which they haven't quite finished negotiations.
Other programs still being negotiated are animal control and the medical examiner.
Kershner asked if the County must pay any bill the City sends to the County for EMS,
or if the County has a contract maximum. Louws stated the County is responsible to pay
whatever the bill is. One reason it's been difficult keeping the program going is because the
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County doesn't have a seat at the table to decide on the direction and costs associated with
the program. The City is aware the County needs more control. He and the Mayor are
developing language to give the County and City budget limits, which will force the system
into meeting the budget targets rather than meeting operational costs.
Mann stated he would like information about jail expenses, the status of that fund,
and what the funds are being used for. Desler stated the Executive, Sheriff, and others are
working to bring recommendations to the Council about how to pay for the next steps of
property acquisition and pre - architectural planning.
Mann stated he also wants information on the operation of the current jail and the
jail tax. Desler stated all the current issues with the jail are stable and funded in this
budget. They are constructing the details of their recommendations.
Mann stated it would be nice to have a long -term vision or plan for real estate excise
tax (REET) funds.
Prosecuting Attorney and Law Library
(2:57:06 PM)
Dave McEachran, Prosecuting Attorney, stated they've lost ten percent of staff over
the last several years, but have compensated with efficiencies, including the fast track
system for uncomplicated felony cases. There have been two homicide trials this year.
Cases are relying more and more on technology, such as DNA and video surveillance. He
described the cases. These technologies provide enhanced public safety in the community.
The budget will keep the department on track. The department will be fine through this
period.
Brenner asked what happened to the "third strike and your out" law. McEachran
stated that only applies to certain violent crimes.
Brenner asked if any of the people involved in the homicide trials were gang
members. McEachran stated they are loosely related.
Knutzen referenced the initiative to legalize marijuana and asked what happens if
State law conflicts with federal law. McEachran stated it puts State employees in the
position of violating federal law. He's a State law officer and will follow whatever the law is.
This could make things very difficult because they don't know exactly what will happen. If
the initiative passes, they've have to figure out how to handle it.
Brenner asked if other states have legalized medical marijuana. They're still in the
federal cross - hairs. McEachran stated Washington State also legalized medical marijuana.
That is not the same as wholesale legalization. The problem with this bill is that it makes
the State a purveyor of marijuana. State employees operating under State law will violate
federal law.
Brenner asked how the County Council feels assured that it will be covered with it's
civil cases when the Prosecutor's Office is busy with the criminal cases. McEachran stated
the civil division handles all the civil issues. If overextended, he will let the Council know
and ask for relief. Civil cases are important to him and all the civil attorneys.
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Louws stated there is an ASR from the Law Library for $22,000 that is denied. He
denied the request because the Bar Association should contribute more to the expense of
the library. If the Council decides to implement the ASR, he doesn't really object. He
would like to know if the Bar will begin to contribute their share of the budget.
Brenner asked if the County used to get financial assistance from the Bar. Louws
stated the County has. He is asking for an increase in the contribution.
McEachran stated the County receives revenue from the law library. They've
transitioned to a more electronic library. The Bar has helped with funding in the past. He's
asked the Bar president to begin funding at the previous level of $6,000. He's waiting to
hear the Bar's response.
Attorneys and the general public use the library. Every year, the library receives
funding at the end of the year to keep its electronic subscriptions. With the ASR, they can
keep services as they are now.
Virginia Tucker, Law Librarian, described the use of the library. Consistently, three -
quarters of the queries are from non - attorneys, which take far more time. These are people
doing their own legal work. About 85 to 90 percent of her time is spent with non - attorney
citizens. It's tough for a person to be his or her own attorney. In the past, the Bar donated
$6,000 per year. The last few years its donation has been $3,000 per year.
Mann asked if Ms. Tucker is an attorney. Tucker stated she is not an attorney. She
is a librarian. She described her background.
Kershner asked if the County charges for use of the law library. Tucker stated there
is an allotment to the Law Library, collected from filing fees, which is mandated by statute.
McEachran stated he will let the Executive and Council know when he hears from the
Bar about increasing its contribution.
Brenner stated it can be done as a supplemental if it doesn't make the budget.
ADJOURN
The meeting adjourned at 3:18 p.m.
The Council approved these minutes on November 20, 2012.
ATTEST:
WHATCOM COUNTY COUNCIL
WHATCOM COUNTY, WASHINGTON
Please contact the Council Office to obtain an
official, signed copy:
360- 676 -6690 or council@7.o.whatcorn.wa.us
Special Committee of the Whole - Budget, 10/18/2012, Page 20