HomeMy WebLinkAboutSpecial Committee of the Whole October 21 20101
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WHATCOM COUNTY COUNCIL
Special Committee Of The Whole
October 21, 2010
CALL TO ORDER
Council Chair Sam Crawford called the meeting to order at 10:17 a.m. in the Council
Chambers, 311 Grand Avenue, Bellingham, Washington.
ROLL CALL (10:17: 35 AM)
Present: Barbara Brenner, Ken Mann, Sam Crawford, Bill Knutzen and Kathy
Kershner.
Absent: L. Ward Nelson and Carl Weimer.
1. ORDINANCE ADOPTING THE 2011/2012 WHATCOM COUNTY BUDGET
(AB2010 -244)
Introduction
Dewey Desler, Deputy Administrator, referenced the budget summary, volumes 1
and 2, and the budget review binder (on file). He is available for questions. He's met with
all councilmembers to discuss the major issues and ideas.
Brenner stated add a bullet 'promote and increase personal responsibility" to the
first page of the budget summary.
Crawford asked if they can amend the summary. Desler stated this is a summary
that reflects what they're trying to achieve. It is designed for public information. It's been
distributed to the press. (10 :22:35 AM) These are the Executive's goals as he created the
budget. The administration is willing to discuss those goals.
Brenner stated some of the things the Council agreed on for the budget aren't
included, such as department consolidations. For elected officials, this is the time to freeze
wages. Next year, there will be an election and things will change. They must reduce those
wages. They must set an example. They did talk about that in the Spring. Regarding
administrative savings item four, extend vehicle life cycles without sacrificing safety. They
can't afford to reduce anymore in the Information Technology division. Other services
aren't nearly as essential as that.
Knutzen asked if there is a way to get performance -based layoffs in the union
negotiations rather than layoffs by seniority. He expects flexibility from Unions in this
economy.
Karen Goens, Administrative Services Department, stated the agreements are settled
at this time.
Knutzen stated don't hamstring the managers by giving them a staff that is less than
the best, which seems short - sighted. It's a suggestion.
Brenner asked how they would work with employees on wage freezes, if the
agreements are settled. (10 :29 :04 AM) Desler stated any discussion of labor policy should
Special Committee of the Whole - 2011/2012 Budget, 10/21/2010, Page 1
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be done in executive session. The budget proposes that all unrepresented employee wages
be frozen at 2010 levels for the years 2011 and 2012. Some Union group agreements will
be up at the end of the year, and they will engage in policies they forge now. Getting into
specific labor negotiation strategy is not appropriate for this meeting.
Crawford stated salaries for elected officials is a discussion that should be done
openly.
Juvenile Court
David Reynolds, Juvenile Court Administrator, stated the department is significantly
different. They have fewer staff. The focus is back on basic services. They have done a
good job of prioritizing services given the personnel and budget.
Significant changes include moving operations to the courthouse and eliminating
certain alternative programs. They've been able to keep their detention population low,
which is good news. Having only 20 kids in detention requires minimum staffing.
Recent arrest reports show the juvenile population is 58 percent of what it was in
1999. They deal with kids coming through the system a lot differently than they have in the
past. Probation officers started risk assessment training in 1999. They have a more holistic
approach to address youth issues. He submitted a chart (on file) and described the juvenile
at risk population and arrests and discussed local results compared to State results.
Brenner asked the percentage of recidivism. Reynolds stated that statistic would
have to come from the Court, but these rates include recidivism.
They are now accepting offenders from District Court jurisdiction, which is affecting
the population. The staff are working their caseloads well and addressing issues. It's not
that there is less work, but they are working more efficiently.
Cancelling the Teen Court program at a cost of $18,500 would cause increased work
he can't afford for staff. He is committed to finding alternative funding for Teen Court. He
described the court appointed special advocate (CASA) program.
Brenner asked how to calculate the number of people who are helped by Teen Court.
She asked the rate of recidivism of those who went through Teen Court. She appreciates
the concern about making sure CASA volunteers are good people. The guardians ad litem
are political appointees. Use as many concerned volunteers for CASA as possible. Reynolds
stated they have a new CASA program. As they gain more seasoned volunteers, they can
help with the training.
Crawford asked if there is a screening program for guardians ad litem. Reynolds
stated Superior Court manages the guardians ad litem.
Knutzen asked how many kids on the chart are homeless. Reynolds stated many
transient kids come through the county. He will get that information.
Kershner asked about alternative funding for Teen Court. Reynolds stated they just
took another 6.3 percent cut at the State, but he has other leads for funding. That program
is valued. It's not a program they can do without. It's a case of looking at mandated
services versus programs that are good, but not mandated. He simply can't afford to lose
any additional staff to maintain Teen Court. (10:49 :05 AM)
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Kershner asked the additional cost to the court system if Teen Court is eliminated.
Reynolds stated he doesn't have that information. It would require additional time from
attorneys, courts, judges, and prosecutors.
Reynolds stated the cost of Teen Court has not risen in a very long time. They do a
good job of containing costs.
Crawford asked if they still have the space for Teen Court. Reynolds stated it
operates out of the courthouse.
Public Works (10:52:01 AM)
Frank Abart, Public Works Department Director, submitted and read from a handout
(on file).
(10:56:26 AM)
Mann asked about the salary and wage levels in 2004. If staff levels now are at
2004 level, it would be interesting to compare the budgets. Abart stated he will provide
that information.
Brenner stated she would like to see more front line staff and fewer management
staff. She needs an explanation of their duties. Abart stated they can meet to discuss that
information.
Kershner asked about ASR 2011 -4601 regarding the Cedarville landfill item. Abart
described the history of the Cedarville landfill. The item would be paid from the solid waste
fund.
Crawford referenced Volume 1, pages 28 and 46 and asked about the proposed levy
shifts between the Road fund and General fund. He asked about the levy shift to the
general fund and $2 million in other decreases. That is a revenue decrease of $3 million.
Abart stated the levy shift is supposed to be offset by the use of real estate excise tax
(REET) funds. He described how total fund amounts fluctuate from year to year.
Crawford asked what citizens will see as a result of the reduced revenues. Abart
stated the department will put greater emphasis on maintaining what they have, such as
road conditions. There will be less emphasis on things such as mowing every mile of
County road.
Knutzen asked if the gas tax goes into the road fund. He asked if they are seeing
more revenue, given the Canadian dollar reaching parity. Abart stated they won't see any
increase in revenue for three months.
Crawford stated the amount of gas tax collected in Whatcom county is not related to
the amount of gas revenue that Whatcom County receives.
Desler stated the Canadian dollar is helpful in terms of sales tax, not gas tax. Gas
tax distribution isn't related to volume. Point Roberts collects a local gas tax.
There was discussion about the difference in budgeted and actual amounts in past
expenditure trends for each department; whether property taxes collected is based on the
budget amount, and; the annual budget lapse.
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District Court and District Court Probation (11:22:35 AM)
Bruce Van Glubt, District Court Administrator, submitted a handout (on file) for
District Court. He described what District Court does. They have had to reduce customer
service, but the professional staff has stepped up to the challenge of cross - training. He
described the effects of a cut in customer service, the online infraction program, the State
electronic ticketing system, and the installation of new jury software. (11:27:57 AM). The
public has a positive experience with District Court and its staff. Managing the department
is easier due to the assistance of many members of the larger team, including the support
of departments like Human Resources, Information Technology, Facilities, the Executive's
Office, and others.
He submitted a handout for District Court Probation (on file) and described what
Probation does. He described to their client base and how it compares to other
departments. They have been focusing on essential tasks and becoming more efficient.
Many parts of the system influence recidivism. Recidivism for people put on probation is
reduced by nearly 80 percent. He described the benefits to an offender and the County of
Probation.
(11:35:21 AM)
Crawford asked what the citizens will see changing as a result of fewer staff. Van
Glubt stated staff will spend less time with probation clients on non - probation issues, such
as housing. They have implemented changes already, and have been successful.
David Grant, District Court Judge, stated the judicial officers have fine -tuned their
probation recommendations with the probation staff. Those on probation will be on
probation for less time and more focused services.
Brenner asked if Night Court is going to be impacted. Grant stated they are ceasing
the night court, and will move that money over to the online mitigation program. The
statistics show they will be able to serve more people online than through night court.
Night court ended up getting more traffic issues than small claims issues.
Brenner asked that the demographic information be more specific.
Mann stated many arrests seem to be drug or alcohol related. He asked about the
ASR for reduced amount of substance abuse tests. Van Glubt stated District Court
Probation was required to cut dollars or come up with revenue in the amount of $42,000.
Substance abuse testing was the only expense left to cut. They would increase breath
testing and do fewer urinalyses. Many clients are alcohol abusers. When court ordered,
Probation tracks substance abuse evaluations and treatment for clients.
Grant stated part of the cost is supervising defendants pre - trial. They monitor
people with past issues. They will have to do that with a more limited amount of money.
Mann asked how much interpreters cost. Van Glubt stated the amount budgeted is
$12,000 for Probation. It's much more for District Court.
Grant stated they to schedule cases needing translators at the same time.
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Public Defender (11:50 :04 AM)
Jon Komorowski, Public Defender, described the history of and reason for the Public
Defender's Office. When he assumed control of the office in 2006, they immediately
changed the office culture to a business model and looked critically at efficiencies and cost -
savings measures. He meets with the Prosecutor twice per week to discuss office issues
such as communication problems. When he took over the office, dependency cases were
moved from his office to a contractor to save money and prevent increased staff
requirements. Actual rather than anticipated conflict cases also are contracted out. They
keep more clients in the office that were previously conflicted out to a contractor. He
described other realized efficiencies in terms of conflict cases and social workers. They have
met their attrition and reduction requirements.
(11: 57 :42 AM)
Brenner asked about reduced staff.
two receptionists and one legal assistant.
higher - salaried attorneys through attrition.
position has not been replaced. He needs
function at the existing levels. He describE
Superior Court.
Komorowski stated they are reducing staff by
They have hired junior attorneys to replace
They cut law library spending. One attorney
17 lawyers and four full -time investigators to
!d the fast -track method of handling cases in
Brenner stated the Prosecutor's Office is asking for one attorney. She asked how it
affects the balance. Komorowski stated they are no longer concerned about equal benefits.
He's addressing the needs and requirements and demonstrating how responsibly they've
been running the office. They are trying to manage caseloads with a holistic appreciation of
the system.
Knutzen asked if the 17 necessary attorneys includes Mr. Komorowski and other
management. Komorowski stated it does.
Superior Court (12 :06 :50 PM)
N. F. Jackson, Superior Court Administrator /County Clerk, described the
responsibilities of Superior Court, the funding mechanism for the judiciary, and the court as
the third branch of government. The 2011/2012 budget for their department is reduced by
$57,000 for Superior Court. They were also asked to remove an additional $200,000 from
the budget. He described the reductions, including personnel reductions. According to the
State, 90 percent of the courts in other counties will be better - staffed than Whatcom
County. He described mandated services. In reference to dependency cases, which are the
most expensive cases, they have no control in not providing mandated services or in how
many cases are filed. He described the effects of reduced mandated services, such as
guardians ad litem. They have tried to curtail costs. The number of dependency cases is
quickly rising. The decision to increase the number of mental health beds at St. Joseph's
Hospital will cost them tens of thousands of dollars. That cost isn't even in the budget.
Guardian ad litem contracts are in a state of flux.
There is no contingency budget for extraordinary expenses. He requested a
contingency of $20,000 per year, in addition to a $22,000 base amount, for jury fees for
cases that take many weeks. The administration raised the base amount to $30,000 and
denied the contingency amount. Approve a contingency fund.
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He also requested $15,000 for dispute resolution center for family cases. A result of
economic downturn is the higher number of families who can't afford mediation in child
custody cases.
They also requested $21,000 to increase a .5 full -time equivalent (FTE) to a 1 FTE to
handle domestic violence and anti - harassment. The administration denied the request.
They also requested increased funding for urinalyses for drug court. They
administration decided to review the entire drug court model.
Their ASRs are valid and needed. This County should not pass an unbalanced budget
or engage in deficit spending.
(12:31:27 PM)
Mann asked the full range of dependency cases. Jackson stated it is a group of types
of cases, called Case Type 7 and include the petition filed by the State that says a child
should be removed because of abuse or neglect. They have 400 kids in the system. The
cases will frequently last 15 to 18 months. The case ends when the child is safe and in a
permanent home. Other steps may be related, such as termination of parental rights.
Brenner stated there is a lot of work at Superior Court. She first brought forward the
idea of a CASA program 15 years ago. They spend a lot of money on guardians ad litem.
CASA programs can be very successful. Until recently, the program never happened.
Certain people became guardians ad litem that shouldn't have. Some costs are controllable
based on how the service is provided. They should have a higher percentage of CASA
volunteers by now. She asked what happened to the committee that was formed.
Charles Snyder, Superior Court Judge, stated they started the CASA program
because the State was willing to give them funding to start it. There has to be a program
supervisor. There are State standards for CASA volunteers, which limits the number of
cases they can hear. There are a certain number of volunteers per supervisor. There will
always be costs for supervision and training. They are training volunteers as quickly as they
can.
Brenner stated the point is that they would have saved money if they had started
this a long time ago. She doesn't know if there are alternatives to services. She asked why
they didn't get recommendations from the committee. Snyder stated the Court Efficiency
Committee met and looked at many things. Many of the things they looked at have been
implemented. (12:38:25 PM)
Brenner stated she wants to see their recommendations. Snyder stated things were
done over time. There were no formal recommendations. The committee came forward to
the staff who run the programs. They've made changes based on discussions. There is no
formal set of recommendations because the committee doesn't have the authority to
address some of the things it looked at. They addressed things like court - staffing, which
are decisions made by the judicial branch.
Jackson stated the administration proposed these contract changes during the
committee process. That was implemented.
Brenner stated the committee had every right to make recommendations. She never
got their recommendations. She wants their formal recommendations, even if the
recommendations address things that aren't their purview.
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Auditor
Shirley Forslof, Auditor, described her responsibilities as County Auditor. Her biggest
budget reduction was eliminating the internal auditing division. It is the only function that
didn't affect direct public services. She will have to figure out another way to do internal
auditing. The State is doing some performance auditing. Other changes were transfers to
the general fund from the Auditor's operations and maintenance (O &M) fund and collecting
the excise tax and distributing documents electronically.
Brenner asked if the new Assessor /Treasurer software system has realized
efficiencies. Forslof stated it isn't implemented yet.
Brenner asked if internal auditing is required. Forslof stated it is in the County
Charter. She will have to figure out how to perform some type of a function like that. The
State Auditor is now doing performance auditing in addition to financial auditing.
Crawford asked about changing the Charter. Forslof stated it could be clarified.
Brenner stated try to keep the internal auditing service. Don't do away with it.
Forslof stated she will have to review how that function can be performed.
Kershner asked for an explanation of things that were internally audited. Forslof
described recent audits.
(Clerk's Note: The Committee took a lunch break from 12:52 p.m. to 1:56 p.m.
Councilmember Knutzen did not return.)
Assessor (1:56:12 PM)
Keith Willnauer, Assessor, stated the Assessor /Treasurer computer system transition
has been ongoing for a year. Things in the department are different from they've ever
been. The transition has been all they've been focused on. They are in critical condition,
but solely due to the transition. It's exacerbated by the economy and County budget
situation. Given all these factors, his goal is to present as conservative a budget as
possible. They have taken substantial cuts. The transition will result in a post- transition
benefit. They will still be in transition in 2011. He anticipates being in post- transition in
2012, with all associated efficiencies and benefits.
Crawford asked the status of two positions that are going away. Willnauer stated
those two employees are already gone. They've been at less than 30 employees for more
than two years. He prefers that they reinstate the administrative assistant position.
Brenner asked if the Assessor /Treasurer software system will make things more
efficient when it's done and implemented. Willnauer stated it will. There will be post -
transition savings. Given similar transitions in other counties, he can commit to saying
there will be eventual savings. However, there have been impacts from this transition
period. (2:12:50 PM)
Kershner asked if the administrative assistant position is critical to stabilization.
Willnauer stated the loss of that position was excruciating. Most of the impact of transition
is in the administrative side of the department.
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Treasurer (2:15 :15 PM)
Steve Oliver, Treasurer, submitted a handout (on file). Tax rolls have tripled, and
the number of his employees has been reduced. They've gained efficiencies largely through
technology advances. For the next two years, the proposed staffing level is 13 FTE's, a
reduction of two FTE's. They fund 2.5 FTE's outside of the general fund. He requested one
more FT-E. Charges and fees collected more than cover the cost of the Treasurer's Office,
without including any tax revenues.
Crawford asked if the penalty charges are all due to late taxes. Oliver stated they
are.
Brenner asked if tax payments are coming in later, given the economy. Oliver stated
the law is the law. Unless the legislature makes changes to property tax laws, delinquency
is treated the same as it always has been. Across the state, they are not seeing a
statistically significant increase in delinquent property taxes.
Technology and contracted services contribute to the efficiency of the Treasurer's
Office. Keep funding countywide technology initiatives. They need to lobby the State to
allow them to operate more efficiently. He described examples of efficient partnerships.
Brenner asked which services at risk provide more revenue than the cost. Oliver
stated sales tax auditing and passport processing create enough revenue to cover their
costs.
Brenner asked for ideas about the needs -based ferry tickets. She asked if they can
contract with a nurses association to let them decide who gets the needs -based tickets.
Oliver stated there are issues with the existing program. There are issues with how they
qualify people for the program, Health Insurance Portability and Accountability Act (HIPAA)
requirements, and verifying information.
Crawford asked if they remodeled the counters. Oliver stated they did.
Planning and Development Services (2 :32 :17 PM)
Sam Ryan, Planning and Development Services Director, stated she is available for
questions. They had a target reduction of $800,000, which they met by implementing
layoffs. Last year they reduced all expenditures, and they couldn't reduce any more.
Revenues are down a bit from last year.
Mann asked about any ASR's that were not approved. Ryan stated they are doing
things differently and know things have to change. They are re- assigning work amongst the
staff.
Crawford asked if the layoffs that have already occurred got them to the target for
2011 and 2012. Ryan stated it meets the target unless there is a severe decline in
revenues, which she doesn't anticipate.
Mann asked how many of the 24 planners are in each division. Ryan stated they are
all planners, with different specialties. Because of the layoffs, they are going to take the
staff and provide front counter cross - training in the next six months. They will be redoing
the long -range work program at a staff meeting on November 8. She will provide
information on the exact breakdown.
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Brenner stated front desk staff should tell callers their name, without asking, and
then ask the caller to remember the name. Ryan stated they can pull up a parcel number
and see who has accessed it.
Crawford stated he works with the Planning staff regularly. He's impressed with
their knowledge. Ryan stated it will only get better.
(Clerk's Note: The Committee took a break from 2:45 p.m. to 2:49 p.m. )
Prosecuting Attorney and Law Library
Dave McEachran, Prosecuting Attorney, described what his office does.
(2:57:26 PM)
They have met all budget reduction goals. They are down 4.5 positions, including
three support staff, a felony attorney, and a .5 FTE of another attorney. They are reducing
a civil attorney to a .8 FTE. The fast -track process with the Public Defender's Office has
been very efficient. He described the process.
With the tightened budget, they've been looking at ways to increase their revenue,
such as handling bail revocation more aggressively and increasing infractions.
Brenner asked how bail is reimbursed if the County must spend money to catch the
offender. McEachran stated they can keep their costs for going after the offender.
Mann stated the County spends a large percentage of its budget on law and justice.
Much of it revolves around alcohol and drug cases and dependency cases. He asked what
they can do better to alleviate those causes in the community. McEachran stated they are
doing lots of positive things. The reduction in juvenile court is huge. They are getting
involved with families at risk to break the cycles. It's important to put resources to
juveniles.
Kershner asked how to raise revenue through infractions. McEachran stated it refers
to speeding tickets. He's asked the Court to set a separate, stacked calendar for contested
cases. Their waiting for an ethical determination to do that.
Brenner stated make Western Washington University pay for their infractions.
They're not held to the same standards as the deputies.
Desler stated the budget is built with $100,000 in revenue from infraction fines.
Given the way courts have been operating, the court will dismiss the infraction offense and
fine. People are starting to understand they can commit an egregious offense and get off.
McEachran stated they should hear soon about the ethical decision.
OTHER BUSINESS
There was no other business.
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ADJOURN
The meeting adjourned at 3:15 p.m.
Please contact the Council Office to obtain an
official, signed copy:
360- 676 -6690 or council &o.w hatcom .wa.us
Dana Brown - Davis, Council Clerk
Sam Crawford, Committee Chair
Special Committee of the Whole - 2011/2012 Budget, 10/21/2010, Page 10