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HomeMy WebLinkAboutBudget Finance October 28 20021 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 DISCLAIMER: This document contains the Whatcom County Council or Committee minutes, as approved. However, unless an attested signature page is attached, they are not the final approved minutes. WHATCOM COUNTY COUNCIL Finance and Administrative Services Committee PROPOSED 2003 WHATCOM COUNTY BUDGET October 28, 2002 The meeting was called to order at 9:30 a.m. by Committee Chair Sam Crawford in the Council Chambers, 311 Grand Avenue, Bellingham, Washington. Present: Absent: Dan McShane None Sharon Roy Also Present: Barbara Brenner DISCUSSION OF THE COUNTY EXECUTIVE'S 2003 RECOMMENDED BUDGET (ADMINISTRATIVE SERVICES, AUDITOR, PLANNING AND DEVELOPMENT SERVICES, HEALTH)(AB2002 -370) ADMINISTRATIVE SERVICES Dewey Desler, Deputy Administrator, stated the department's mission is to provide high quality support to all other parts of the government, community, vendors, and business partners. The Facilities Management Division has responsibility over the repair and maintenance of all County buildings and property. The Finance Division handles all accounting and financial reporting for Whatcom County, including payroll, warrants, and financial tax reports. The Human Resources Division handles personnel, recruiting, benefits packages, collective bargaining, and staff training. The Information Services Division keeps the County connected with data and voice communications. Information Services Division also helps keep the County up -to -date on electronic business solutions. McShane asked if the geographic information system (GIS) position is important. Desler stated the GIS system operates for many of the departments. The County intends to build a GIS system that all elements of County government can use, as well as all of the County's business partners. It will be a comprehensive solution to the concern that the GIS system will devolve into something that is uncoordinated and inefficient. The County wants to integrate all the software and systems before doing any more investment in the system. It has a lot of future critical applications for many departments. He anticipates taking existing full -time equivalent (FTE) vacant positions and not replacing them in order to recruit a GIS officer that would coordinate GIS Finance and Administrative Service Committee - 2003 Budget, 10/28/02, Page 1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 DISCLAIMER: This document contains the Whatcom County Council or Committee minutes, as approved. However, unless an attested signature page is attached, they are not the final approved minutes. activities. They would pay for the position with funding from the Road fund, Planning Division budget, and other sources. The person would work with a steering committee of department heads and managers. Initially, the person might be housed in the basement of the Public Safety Building or the Civic Center Building. McShane stated he liked that many departments would use the GIS staff person. Roy stated the GIS system seems very important to share information between departments. She asked if the GIS system would have regular departmental data, or only contain geographic information. Desler stated the system would be integrated with departmental data systems. Law enforcement systems would become more accurate and efficient. The communications systems are being modernized. Data communications are being set up within the law and justice system. Crawford asked if the sheriff deputies have laptops in their cars. Desler stated they do not, but the County is moving in that direction. Roy stated it's critical for the paperwork and data to be entered into the systems in a timely manner, but hiring data entry personnel is not necessarily the answer. The information should be entered into the system at the source. Brenner asked for information on how many counties in the state are on the centralized system. All of the jurisdictions in the state should be on an integrated, centralized system. Desler stated they have to solve the problem locally. Crawford asked how this budget addresses the issues with the jail control system. Desler stated money has been set aside in the current budget for engineering and design. When that is done, the administration will request a supplemental budget amendment. He doesn't anticipate having to use general fund money. The renovation issues are so extensive that they can use the rural sales tax. Crawford stated the County is taking prudent measures in the short -term to protect the public safety issue of inmate housing. Mike Russell, Facilities Division Supervisor, stated the system failures create problems, but the doors don't open and let the inmates out. Crawford asked where they are on the effort to create a community triage center for dealing with people who go through the law and justice system. Desler stated a variety of departments are working on the plan. There aren't detailed recommendations yet. The administration is careful about committing to new and expanded resources. Finance and Administrative Service Committee - 2003 Budget, 10/28/02, Page 2 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 DISCLAIMER: This document contains the Whatcom County Council or Committee minutes, as approved. However, unless an attested signature page is attached, they are not the final approved minutes. Crawford stated it's a matter of diverting existing resources. The jail and hospital emergency room are the only two places where someone can be taken when they are on the street. Use the triage center to assess an individual's needs. He assumed that cost would be shared most by the City of Bellingham and Whatcom County. He doesn't want to commit new money, but divert existing money to this effort. It will relieve pressure on the jail. Brenner stated the triage center would require committing new money. She completely supports the idea of the triage center and shifting funds around to create it. Desler stated the administration would provide a set of options. Crawford stated the staff person at the information desk in the courthouse rotunda could be more of an information source to people who walk in and call. He's not sure what the person is doing. He asked if there is an information sign at the information desk. George Reid, Information Services Manager, stated there is not a sign that directs people to the information desk. Staff is making an effort to point people in the right direction, although they don't stop and talk to everyone who comes through the courthouse. He recently took a survey of the traffic at the information desk, which received 246 phone calls and 183 in person requests in one day. It is a very busy place. There are times when there is a lull, but it is usually very busy. Crawford stated there is an opportunity for the public to get information on which District Court courtrooms they are to report to. Reid stated the information desk staff provides that information for Superior Court. They don't have that information for District Court, but would be glad to do that. Crawford asked about computer systems security. Reid stated security is of utmost importance. They are in the process of going through a security audit. They have never had a breach from the outside. A couple of people from the inside have gone to places where they shouldn't, and they have been notified. Crawford stated the Treasurer has reported that their software programs don't interface well with each other, and suggested the need for an upgrade. Reid stated he has worked with the Treasurer's Office developer, CompuTech. Information Services staff aren't developers. They maintain the systems. He's not seen an additional services request for a new Treasurer's system, only a cash receipting system. Desler stated a meeting is scheduled to discuss the issues that the Treasurer brought up. AUDITOR Finance and Administrative Service Committee - 2003 Budget, 10/28/02, Page 3 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 DISCLAIMER: This document contains the Whatcom County Council or Committee minutes, as approved. However, unless an attested signature page is attached, they are not the final approved minutes. Shirley Forslof, Auditor, stated she is meeting objectives to provide courteous customer service and reliable records management. There will be 20,000 more transactions this year than in 2000. (Clerk's Note: End of tape one, side A.) Forslof continued to state that one reason for the increased amount of transactions is because of the increased number of refinances. One additional service request (ASR) is to put existing recorded documents on the internet. That project will take ten years of microfilm and turn them into images, and also put that on the internet. It will greatly improve customer access. Crawford asked about the 2002 fee increase. Forslof stated the Auditor operations and maintenance (O &M) fund is paid by customers who are recording documents. The users pay into the fund. That is the fund from which the ASR will come out of. The recorded documents for the past ten years will go up on the website. At the end of this year, they will have had three countywide elections. She will come to the Council for a supplemental budget request because she didn't plan on having the election in March. The current budget does not include the March emergency service election. That will cost another $100,000 that is not included in the 2003 budget. Legislation has been passed on Vote America, which will incur more costs. There will also be costs for the statewide election database. There are seven license subagents. The new vehicle license plate replacements process requires more time. As the population grows, there are more vehicles to license. There are more boats here to license than anywhere else in the state. The internal auditor is working with Moss Adams on auditing the information services system. McShane stated he's heard some complaints about the reduced number of precincts. He asked if it has had an effect on voter turnout. Forslof stated the voter turnout for the primary election was average for the last ten years. She's mailing out cards this week to all poll voters to inform them of where they are to go to vote. If the federal Vote America is approved, every voting place must accommodate people with disabilities using a touch screen device, which costs $4,000 each. They would have to have at least two devices at each polling place. PLANNING AND DEVELOPMENT SERVICES Hal Hart, Planning and Development Services Director, stated that they are focusing on the permit system and the purchase of development rights (PDR) /transfer of development rights (TDR) programs. They've continued to meet Finance and Administrative Service Committee - 2003 Budget, 10/28/02, Page 4 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 DISCLAIMER: This document contains the Whatcom County Council or Committee minutes, as approved. However, unless an attested signature page is attached, they are not the final approved minutes. the 24 -hour inspection time. The new burn permit program is being implemented. The fire marshal is working with the State Department of Natural Resources (DNR). The Planning and Development Services (PDS) Department is maintaining the permit timelines, except for critical areas ordinance (CAO)- related timelines, which requires a complex review process. The Land Use Division provided new opportunities for training, site planning, wetland identification, customer service training, and land use law. They have reviewed increasing numbers of shoreline and clearing and grading permits. They are training all staff on customer service and other functions of the office. Staff is carrying out goals, policies, and programs of the Comprehensive Plan. Staff is also providing recommendations on how they are going to achieve those goals. Everyone in the department is carrying out the Comprehensive Plan, one permit at a time. Jeff Monsen, Regina Delahunt, and he are all working together to improve inter- and intra- office communication and coordination using the Tidemark permit system. A lot of legislative changes are coming. 2003 will be a busy work year. In 2003, they hope to complete the inventories that they did not complete in 2003. Goals for 2003 include handling new State mandates regarding the Forest Practice Act, the economic development element of the Comprehensive Plan, the shoreline update, and the critical areas ordinance update. Despite the new mandates, they will handle the workload internally by reorganizing. He will monitor the land use and building process timelines. A new emphases area is protecting their natural heritage, such as waterways, and protecting farmlands. Coordination with other departments other cities will be key in 2003. They continue to build upon their achievements. Brenner suggested that Planning staff attend the Building Industry Association (BIA) erosion control seminar. She asked if staff goes outside for training, or if someone is brought in. Hart stated it is a combination of both. Brenner asked if the County Council is considering the economic impact to every ordinance, as mandated by the charter. Hart stated they have not up to this date, but there is a clear message to begin doing that. In 2003, he hopes to involve more stakeholder groups so he can document costs. The County will also be engaged in 2003 in economic development of various areas. McShane asked how the Planning Department would handle not replacing the building inspector cellular phone. Sam Ryan, Building Services Manager, stated they would find out next year when one goes down. She anticipates a phone going down next year due to normal wear and tear. Finance and Administrative Service Committee - 2003 Budget, 10/28/02, Page 5 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 DISCLAIMER: This document contains the Whatcom County Council or Committee minutes, as approved. However, unless an attested signature page is attached, they are not the final approved minutes. McShane asked about not getting funding for land use cameras and laptops. Hart stated they use them a lot. They like to have pictures of the activity going on at a site. The cameras tend to wear out. If they don't have the money, they will use the cameras more judiciously next year. They can borrow one from the Planning Division. He explained how the laptops and digital cameras are used. Roy asked if they are asking for a replacement item or a new item. Roland Middleton, Land Use Division Manager, stated the Land Use Division has one laptop currently. It is shared among the Land Use Division staff. The field staff does not currently use the laptop. The division has two digital cameras that the staff uses extensively. He anticipates that they will have to replace them. The ASR was for more cameras than what was approved. They have one digital camera for 20 people in the Land Use Division. McShane asked if there is enough Planning Division staff to deal with the upcoming work program. Hart stated they are prepared for the work program as it is now. If anything is added, they will need additional help. The Council will need to define the work plan soon. Sylvia Goodwin, Planning Division Manager, stated they never have enough staff to deal with all the issue, but the division will be in good shape if she can fill the watershed programs senior manager position. That position was funded last year. She hopes to fill it soon. She hopes to also fill a TDR /PDR /Open Space coordinator position, which was funded as an extra help person. The County can only hire an extra help person for 120 days at a time. It's not going to provide continuity in the program. That is the requirement of the union contract. (Clerk's Note: End of tape one, side 8.) Crawford asked why that position was funded as extra help and not as an FTE employee. Desler stated he would like to look into that issue. Brenner stated this position has a beginning, middle, and end. She would rather contract out the work. If the County Council is going to add a position, she would rather it be an enforcement position that they know they need on an ongoing basis. McShane stated this program will be an ongoing thing. Ryan stated her only request that wasn't approved was for microfilming, but she's worked that issue out with the administration. Middleton stated he put in an ASR for extra help. He has been adding more and more interns and extra help during the summer time. He's back to the early 1990's in terms of workload. Work isn't tapering off during the winter. There is Finance and Administrative Service Committee - 2003 Budget, 10/28/02, Page 6 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 DISCLAIMER: This document contains the Whatcom County Council or Committee minutes, as approved. However, unless an attested signature page is attached, they are not the final approved minutes. just as much work. His staff wants the Council to not change any regulations for two years, but that's not realistic. He will try to make it through with just the extra help this year. Brenner stated she hears complaints that the County does not enforce issues. Middleton stated he prioritizes the enforcement. District Court and the collection agencies are seeing a lot of the enforcement issues. They are doing a lot of enforcement, but not all potential enforcement. Enforcement issues are addressed in time, depending on the priority. His two staff persons receive hundreds of complaints that they have to deal with. HEALTH Regina Delahunt, Health and Human Services Director, stated the Council, as the Board of Health, has gone through the annual work plan and changes for next year. All the ASR's were approved, and some of those changes include federal funding. McShane stated the State funding will expire in July. There are a lot of other grants coming in. He asked what positions and services would be impacted by the loss of State money. Delahunt stated many of the other grants are programmatic, for a particular program. Some of the dollars are set aside for general public health support. If the department doesn't get the funding, then the programs and services go away. Communicable disease is an example. The effects are spread across all programs across the department. The loss is of about $1 million. Crawford asked what the budget decreases are from. Delahunt stated the budget decreases reflect several short -term grant funds for things such as environmental studies that ended in 2002. She is working with the administration on solving the facilities and office space needs of the Health Department. Desler stated that is a high priority for the administration. ADJOURN The meeting adjourned at 11:34 a.m. Jill Nixon, Minutes Transcription ATTEST: WHATCOM COUNTY COUNCIL Finance and Administrative Service Committee - 2003 Budget, 10/28/02, Page 7 1 2 3 4 5 6 DISCLAIMER: This document contains the Whatcom County Council or Committee minutes, as approved. However, unless an attested signature page is attached, they are not the final approved minutes. WHATCOM COUNTY, WASHINGTON Dana Brown - Davis, Council Clerk Sam Crawford, Committee Chair Finance and Administrative Service Committee - 2003 Budget, 10/28/02, Page 8