HomeMy WebLinkAboutFinance November 2 19991
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WHATCOM COUNTY COUNCIL
Finance and Administrative Services Committee
PROPOSED 2000 WHATCOM COUNTY BUDGET
November 2, 1999
The meeting was called to order at 9:00 a.m. by Committee Chair L. Ward
Nelson in the Council Chambers, 311 Grand Avenue, Bellingham, Washington
Also Present: Absent:
Robert Imhof None
Tom Brown
DISCUSSION OF THE COUNTY EXECUTIVE'S 2000 RECOMMENDED BUDGET
[ADMINISTRATIVE SERVICES, SHERIFF /JAIL, HEALTH AND HUMAN SERVICES,
PUBLIC WORKS, PLANNING AND DEVELOPMENT SERVICES, WHAT -
COMM(911) /COUNCIL OF GOVERNMENTS /ALL OTHER NON - DEPARTMENTAL
(OUTSIDE CONTRACTS)] (AB99 -429)
ADMINISTRATIVE SERVICES
Dewey Desler, Deputy Administrator, stated the Administrative Services
Department (ADS) has been organized to address issues of finance and accounting,
facilities management, human resources, and information services. There are a lot
of dedicated people associated with the management and operations of those
divisions. This next year's budget will hold the line. There are no new objectives
other than those that began in 1998 and 1999 with Council approval. They will
initiate a program allowing the County to tap other federal and state programs to
support fundamental, high - priority County objectives. Volume II of the budget,
pages two and three, list the objectives of the Administrative Services Department
(ADS). In many ways they are an update from the items to be accomplished over
the next couple of years and the items the Council has approved as policy the last
two years. He also indicated some additional services requests (ASRs) that are
either a continuation of County- sponsored issues or are important capital or
maintenance issues needed to support the county's infrastructure. He introduced
Brad Bennett (Finance), Karen Sterling -Goens (Human Resources), George Reid
(Information Services), and Mike Russell (Facilities Management) who would
address specific questions about their divisions.
Brown asked about the grant writer position. The request also includes
contract writing. He asked why that position would do both. Desler stated there is
a fair amount of work in capturing information about what is out there. Through a
contract, he wants to tap into other agencies that write grants, such as the
Northwest Regional Council (NWRC), Council of Governments (COG), or private
individuals. Grants need to be written around those things that are important to
the County. They have a strategic plan and will have a law and justice plan. They
will do the research associated with the myriad of funding programs. They will pull
Finance and Administrative Services Committee - Budget, 11/2/99, Page 1
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that information together. When the Council and the County decide to move ahead
with a program, they will contract with a firm to prepare the grant. The County will
monitor the progress and set it up. They County has not done this before. He
wanted to try this approach before hiring a professional grant writer who would
work on the County's behalf. He anticipated that an individual would work to do
the research under the County Executive's office review. The Executive's Office
would be responsible for contracting for the preparation of the grants. It would be
consistent with the high - priority items. This is an experiment. They want to try this
approach before hiring someone on staff. He personally has written many grants
when he worked with the NWRC. That is an organization that is mostly funded by
grants. If the County is successful with grant writing and needs to move into
something more ongoing and deliberate, then they might come back and ask for a
grant writer.
Nelson stated one of the objectives is increasing grants from other resources.
Desler stated the County has done a good job in getting grants in the areas of
public works, water resources, and health and human services. They have fallen
down in the areas of criminal justice. They are able to show a better case for
obtaining grant funds once the law and justice study is done. There is more work
to do to organize that function. The objective is to raise about $750,000 top
$800,000 this next year, with Council approval.
Nelson asked if they would provide programs to other departments. Desler
stated that was correct, but most of the general fund goes to criminal justice.
Nelson stated they talked about this objective with the other departments.
He asked if they would need extra money or would want to go forward with a
supplemental. Desler stated he has appreciated reviewing the strategic plan. The
County should develop strategic plans at the department level that flow to and from
the countywide strategic planning process. From that, they would develop
performance measures and benchmarks. Those things require training,
commitment, and capturing existing information that reflect on the benchmarks and
performance measures they want to measure. They would use that system of
stating the objectives, establishing which data will be collected, and determining
the performance measures they would examine. That system would be a basis for
managing and measuring the performance of County operations. To the extent in
which they need Council's approval for financial purposes, he would like to work
with the Finance Committee. He wanted to engage the councilmembers in a
program that would allow them to complete items both the Council and the
administration want to complete.
Imhof stated the Information Services Division brought forth items for
approval that included six full -time equivalent (FTE) employees as a one -time
expenditure. He asked what that was about. Desler stated those are positions that
began in either 1998 or 1999. The County is still at a point where they are not
prepared to recommend an ongoing operation.
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Imhof stated some of these positions are new, such as the backup position
for the information kiosk. The help desk position is a continuation. Desler stated
that is correct. The County has done an amazing job over the last 18 months in
instituting full -blown computer systems for all operations of County government. If
anything, they've gotten ahead of themselves with more equipment than they can
support.
Imhof asked how they are going to add an information kiosk backup person
as a one -time expense. The division manager, George Reid, has done a great job.
He wanted to make sure the requests are what Reid needs and that they are done
correctly.
George Reid, Information Services Manager, stated the additional FTE for
kiosk backup was approved by administration this year to alleviate a problem they
were having with getting backup support for breaks, lunch, vacation, and sick days
on the information kiosk. The Executive Office and Information Services were
losing their half -time administrative support person to do that.
Imhof asked if the backup person is hired now. Reid stated that person has
been hired. She backs up the information kiosk, the mailroom, the microfilming
area, and other areas of Information Services.
Desler stated this is a continuing position of what was begun in 1999.
Imhof stated it is being funded as a one -time expenditure. They should
make it an ongoing expenditure. Desler stated their objective was to limit the
commitment to ongoing positions. There are only one and a half ongoing positions.
Imhof stated it makes no difference if they make it ongoing or one -time. The
County is still paying them. If they don't like the position at the end of the year,
they can always eliminate the position. They should call the position what it really
is.
Reid stated the help desk position is in the same situation. It was brought
forward in 1999. That person is the single point of contact for the departments
when they have issues with hardware or software. That person also does in -house
training.
Nelson asked if they have the number of hits they get at the kiosk. Reid
stated they do not keep track of that information. It is extremely busy. In the
past, they have kept track of calls as they go to various departments, but they
stopped doing that.
Reid stated he wanted an administrative clerk. There is a clerk that spends
half the time in his office and half the time in the Executive's office. The general
office workload in Information Services is such that they need that full -time
position. He is the only division within ADS that doesn't have a full -time
administrative clerk.
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Imhof asked if the administration would ask for an additional half -time FfE if
they approve this. Desler stated they anticipate taking the half -time person away
from Information Services and combine the position with the grant writer clerk.
The individual is Gloria Davis. They want her to work half -time in the Executive's
Office and half time on the grant writing effort.
Imhof asked about the PC /LAN Tech position. Reid stated that was approved
as a one -time expenditure in 1998 and 1999. They still need the position.
Imhof asked about the programmer analysis. Reid stated they only have one
right now. If that person left, there would not be any backup. Desler requested
this because having a backup is critical. They can't continue to do this without a
backup. They often try to find fixes with consulting experts. They need to have
adequate programming backup.
Imhof asked about the webmaster position and whether a full -time position
was justified. Reid stated they had 80 web pages when they started the website.
Right now there are over 500 pages. In the strategic plan for the year 2000,
almost every department wants to expand onto the website.
Imhof asked if the County is gaining by doing this expansion. Reid stated
lots of citizens are getting information from the website rather than telephoning the
departments.
Brown stated they should be cutting positions soon, if that was the case. He
has not seen a situation where the computer has allowed them to cut positions.
They have been adding more and more positions to take care of the computer
needs.
Nelson stated they wouldn't see positions being cut with the growing
population. They are holding the line. They need specific numbers that reflect the
impacts.
Reid stated the number of hits on the page since January are approximately
46,000.
Nelson questioned whether the County has considered contracting this
service. He wasn't sure the County wanted to get tied down with a full -time
position and not have some flexibility to provide the County with new approaches
and ideas that ensure the site is effective. Reid stated they explored the cost of
contracting. The County hosts its own web server; they don't outsource it to a
third -party provider. That person publishes the content on the web page and also
coordinates web page development with the departments. If they outsource the
web page development, the County would still need to coordinate with the
departments.
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Nelson asked the intent of increasing the position from half -time to full -time.
Reid stated there is enough work for a full -time person. Phase one of the project is
to publish the content that is on the website now. Phase two of the project is to
process forms and make reservations online. Phase three is e- commerce.
Desler stated the person is full -time now. The existing budget has half of the
person's time as an on -going position and half the time is a one -time expenditure.
They want to continue the same arrangement. The request is to continue the one-
time expenditure.
Imhof asked about the Public Works Local Area Network (LAN) Tech position
and asked if Public Works pays for it. Reid stated that is correct.
Brown asked if that is a new position. Desler stated it is new.
Brown asked how they are getting by now. Reid stated they are very short
staffed. The service level is no where near where it needs to be due to the
demands on a short staff. That is why they are seeing this many ASRs in this
budget. Departments are very patient with them, for the most part. There is
documentation from the law enforcement community and others that his division is
understaffed and needs more help.
Imhof stated that in the budget documents next year he wanted it indicated
whether positions are new or continuing.
Brown stated he had serious concerns about building this up so much.
Councilmember Hoag asked of the Public Works LAN Tech position was paid
for by road funds. Reid stated that was correct.
Hoag asked if the flow chart in the budget reflects the new positions being
requested. Reid stated it doesn't.
Nelson asked if Year 2000 (Y2K) compliance is completed. Reid stated they
are going live with the financial systems on the weekend of November 20th. They
still have some clean -up work to do on the law enforcement system. All mission -
critical applications will be tested and run before January 1, 2000.
Nelson asked about e- commerce and if it will be completed this year. Reid
stated it would not.
Imhof questioned whether it would be started. Reid stated they are trying to
start it now.
Nelson stated they would discuss the Human Resources Division next.
Imhof stated the reclassification of the position in the Human Resources
Division is from Senior HR Representative to Assistant Manager.
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Brown asked how it offsets itself.
Karen Sterling - Goens, Human Resources Manager, stated they are trying to
move toward a team model. The Human Resources staff has a big disparity
between the manager and the rest of the staff. She is trying to push responsibility
down the chain and also develop the expertise of the HR representatives who serve
the departments. They decided not to call the position an assistant manager but an
associate manager. Right now, there are seven ranges between the manager and
the senior human resources representative. She is proposing to make the position
four ranges below the Division Manager. For several years they've been paying a
premium for negotiation services. That would fund part of the reclassification. The
other portion would come out of professional services. They've been developing in-
house expertise and don't have to rely on outside consultants. They can reduce the
amount of legal costs they need. They have been able to do more training in-
house. They brought the affirmative action plan in- house.
Imhof stated the money saved by not having these contracts would be
helpful toward this.
Brown asked about the Human Resources Assistant. Goens stated that
position was held by Bonnie LeVan.
Hoag stated that if they reclassify the position, there would only be one
Senior Human Resources Representative. She asked if that would be sufficient and
if they would have to later ask for another Senior Human Resources Representative.
Goens stated they would not.
Nelson stated they would discuss the Finance Division.
Brown stated that so far the paper usage has increased and staff has
increased since they added computers.
Nelson stated the public perceives that. His concern was how they are
reducing the workload.
Desler stated the debate for the last forty years is to what extent they apply
technology and whether it reduces jobs. The County is at the top of the heap
because they've made an investment in that environment. If the County is going to
continue to act as a responsible partner with so many businesses and people in the
county, they need to continue with e -mail, internet, and efficient software. They
are able to respond to increasing demands for service based on changes in the
dynamics in the community and the growth in the community with the existing staff
and new technology. That is their objective.
Nelson asked for the rate of growth of County FTEs now compared to ten
years ago.
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Brad Bennett, Finance Manager, stated the graphs don't reflect one -time
positions. He distributed the information earlier about the hours of extra help used.
That has grown.
Hoag asked if the one -time FTEs are temporary. Bennett stated an FTE is an
approved and ongoing position. The one -time positions do not show up as an FTE.
Nelson asked for an analysis of that information. Bennett stated they could
provide information on the man -hours of temporary help.
Nelson stated it is important to know whether technology is saving the
County money. One of the measurements is in how the staff is improving the
workload. The only measurement is whether or not technology has helped to
reduce the number of full -time positions.
Bennett stated it would be helpful each year to have information on the
temporary positions. Bennett stated the union agreement says one can work up to
120 days without becoming a union member.
Imhof listed the positions that are one -time funded. Desler stated they
would lay out that information in future budgets. There are one -time positions
throughout the various County departments. As they prepare the budget, they
continue only the positions that have been previously approved. They are not
trying to grow the budget with additional staff. They will lay out the information so
they can see which positions are ongoing and which positions are one -time.
Brown stated he used to use computer technology. He described a scenario
in which there were two people using e -mail. One was the Assistant Secretary of
Transportation who was emailing back and forth with another person to straighten
out a detail. Finally, they quit e- mailing each other and settled their problem face
to face in a short amount of time. That is what happens with these processes. They
get so tied up with using the system that they forget that real conversation will
solve a problem in a hurry. Also, he watched his Department of Transportation
(DOT) budget get eaten up and not produce anything when they started using
computers. They would lose thousands of dollars per month from roadwork to
inner office support that wasn't accomplishing anything. There is a side to this they
have to monitor.
Hoag stated that Desler mentioned not keeping pace with business partners.
She asked what they are doing on the computer that the County needs to keep
pace with. If the County is always trying to stay on top, the County is investing
money on things that are obsolete. There is a balance as to how far and how soon
the County should grow. Desler stated they use the website as a method of
providing information to the public.
(Clerk's Note: End of tape one, side A.)
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Desler continued to state it is a given to expect e -mail systems. It is about
pushing information as rapidly as possible from the person who produces it to the
person who receives it, in ways that take advantage of high -speed communications
and applications of technology. There is tremendous growth of software use to
mechanically leverage all of the tasks that have to go on in the operation. They
deal with thousands of people and millions of pieces of information. They have to
figure out the most effective way to process, store, share, and distribute
information.
Nelson stated there were several one -time requests for Facilities
Management. There was a huge amount that wasn't approved. He assumed these
were things that could be put off. He asked about the H /VAC system at the
Northwest Annex. Desler stated these are not unimportant items. He proposed
they bring forward many of these items in a comprehensive supplemental budget.
They will be proposing major changes to the health center building. He wants to
have a major plan for that. They may not keep the Forest Street Annex building.
There are other things he is trying to get done in a less expensive manner. The
items recommended are a small portion. They are trying to be cautious about
spending money.
Nelson asked if there was anything he would change from what was
recommended.
Mike Russell, Acting Facilities Manager, stated he agreed with the
administration's recommendation.
Hoag asked what is planned for the automated parking system. Russell
stated they are putting in a system that will issue a ticket to be placed on the
dashboard. It monitors who parks and who pays. People are abusing the system
right now.
Hoag asked if this system still would work if they upgraded the parking
system. Russell stated it would still work.
Hoag asked if they could issue something so County employees don't have to
pay to park on County property. Russell stated they could issue a window sticker.
Hoag asked about the request to replace windows. Russell stated there are
windows in the old part of the building that needs to be replaced.
Hoag stated last year they approved installing double pane windows in the
Auditor's office. Russell stated they've improved the energy usage by the windows
that have been installed throughout the County and the updated computer system
that runs the H /VAC system. All the improvements they've done have shown a
payback.
Hoag asked what the energy savings would be received with the new
windows. Russell stated he could get her that information.
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Hoag asked about replacing carpets in the basement. Russell stated the
amount requested is half the replacement cost. Olympic Pipeline is going to pay for
the other half. The carpets are stained and worn. As long as they can get half the
money from Olympic Pipeline, it would be to the County's benefit.
(Clerk's Note: The committee took a short break.)
SHERIFF /JAIL
Dale Brandland, County Sheriff, spoke to the questions in Nelson's memo.
The first question asked what has been done to utilize other resources to expedite
the goals and objectives established by the department. The Sheriff's Office has
used volunteers in many areas of the department, including records and
administration. The Citizen Advisory Committee has been involved in different
projects for the Sheriff's Office. They depend heavily on part -time help. If they
did not have the ability to use part -time help, they would not be able to operate on
a day -to -day basis, especially in the records area. They also have worked with
grants. They have brought forward several grants. They consolidated a series of
grants so they could put together a command vehicle. Undersheriff Deane Sandell
has creatively done away with some forfeited vehicles and consolidated those
resources so they could have a van that is used to carry supplies such as ballistic
shields and helmets. That has been a big help as well. The goals and objective for
the past year have been met. The main goal was the redesign of the policy and
procedure manual. In conjunction with that was the completion of the accreditation
process. The County Sheriff's Office will be accredited this year. It involves 220
separate standards that the department has to meet. The accreditation process put
a great deal of stress on the department's administration. It involves auditing cash
accounts in the organizations. They have found some things during the
accreditation process that can be improved in the evidence area.
Nelson asked about the reduction in response time to emergency calls. He
asked what they've been able to accomplish to reduce response time. Brandland
stated they've not seen a big reduction in response time. They've not put a policy
in place to reduce response time. The response time is situational. They have a
good response time to emergencies. The accreditation reviewers felt they have a
fairly good response time. If one lives in Glacier, it takes 38 minutes to respond.
Nelson suggested that an objective be figuring out how to measure response
times.
Deane Sandell, Undersheriff, stated the problem is that they can go into the
databases and provide an average time, but they can't break it out into code
responses. The average time would be meaningless. There isn't a good
mechanism to break those out.
Brandland stated they have discovered issues in the department they have a
problem with. One of the issues is response times. Another problem is canceling
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calls. They don't have a computer number they can refer to in order to track
cancelled calls.
Sandell stated they have continued to prioritize the patrol in emergency
response, at the expense of crime investigation.
Nelson stated the other issue is that the study will be coming forward. They
will have a better evaluation of the entire system.
Dawson asked about the benefits of accreditation. Brandland stated there is
no financial benefit, however they have headed off a lot of liability issues. They
have changed the way they do business. Those are the main benefits.
Hoag asked where the overtime is listed in the budget. Brandland stated the
overtime is divided into several categories. Patrol and investigations have their
own line items. The Jail also has a separate line item.
Hoag asked about the amounts of other administrative services and charges.
She asked about the large increase in 1998. Sandell stated there was about
$420,000 added to what the County pays for administrative overhead cost
allocation and for inter -fund insurance premium. It was either a catch -up or an
accounting procedure. It was $420,000 that they didn't pay.
Bennett stated prior to 1998, the current expense fund paid for
administrative costs and there was no recovery of administrative costs in grant
situations or in jail billings. They went through and came up with an allocation
method to allocate the general administrative costs to operating departments,
based on relevant criteria. In addition, they contacted the risk pool and got their
formula for distributing costs related to risk management. A portion of the costs is
distributed based on number of employees and vehicles. They took that model and
distributed the insurance expense.
Hoag asked if that was the same thing in the Patrol Division, where there
was an increase of almost $700,000. Brandland stated personnel were added.
Hoag asked about the money allocated to the Paradise Valley deputies.
Sandell stated it is still in the 1999 budget. It has not been spent. It is in one of
the capital line items. They spent some money to go forward with that at Paradise,
before they lost the building's viability.
Brandland stated those people are working at the east end of the County.
Brown stated originally there were two plus two employees for the Nooksack
Casino. One of those ended up as a sergeant. Those positions should still be in the
budget. Brandland stated they are still ongoing.
Hoag asked if the Sheriff's Deputies are getting cardio - pulmonary
resuscitation (CPR) training. Sandell stated they all are receiving the training.
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Hoag asked about the money the Council budgeted for the remote stations.
Brandland stated it is still there. He understood the $12,000 was to be used for
technology to connect the main patrol staff with the staff at Paradise.
Hoag stated the $12,000 was for two remote stations, one in the
Nooksack /Everson area and one in the Custer area. The Council approved it. She
suggested those locations. She questioned whether there was any plan to
implement that pilot project. People contact her all the time to ask her for that
sersvice. Brandland stated he would address the issue of satellite stations.
Nelson suggested Hoag get together with the sheriff to discuss the issue.
Brown stated there is a possibility for a joint operation with the Department
of Transportation (DOT) in the Deming /Highway 9 area. They are putting in a
brand new facility. An office space for the sheriff in that facility is a possibility.
Brandland stated the satellite station issue is an issue that he and his staff have
struggled with. They do satellite stations. There is one each in Point Roberts,
Newhalem, and Baker Lake. Those stations exist because it is in the public's best
interest to do that. He is in favor of satellite stations. If they could divide the
county into three separate jurisdictions and create mini departments throughout
the county, it would be in the public's best interest. He has talked about it with his
staff over and over again. The biggest problem is cost.
Hoag stated they proposed something that could reduce response times to
10 -15 minutes instead of 35 minutes to one hour and a half.
Brandland stated that wasn't true.
Hoag stated it is. They budgeted this as a pilot project. They will never see
how it will work if someone will not implement it.
Brandland stated he was elected to make law enforcement decisions. He has
discussed this with the staff. They have tried to come up with a viable solution for
this. Every time, they have found that it will not only cost money, but it will cause
serious inefficiencies.
Nelson told Hoag to put her proposal and concerns in writing.
Brandland stated this is his responsibility. They just spent three days in a
hearing to debate whether deputies can be sent to Paradise. This should be
discussed in something other than a public setting.
Hoag stated they've been discussing it privately and nothing has happened.
Brandland stated something has been happening, but it may not satisfy Hoag's
needs. Something has been happening. They have a lot of priorities.
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Hoag stated reducing emergency response time is a huge priority. Brandland
stated he is the one that takes the responsibility for that. He is the one the public
calls for shorter emergency response times. There is only so much he can do.
They have to fix the jail. There is a criminal justice study they need to see. There
is also a communications study going on. They could see that some needs are met,
although minimal, regarding satellite stations. But they need to set priorities and
their costs.
Brown stated in the near future there would be a new Department of
Transportation (DOT) facility constructed in the vicinity of Highway 9 and SR 542.
He suggested the Sheriff coordinate with the DOT to create an extra room in the
building for use by the Sheriff's Office. The DOT will see it as an added safety
measure. Brandland stated the fire station in that location is also building them
another room.
Hoag stated she appreciated the fact that Brandland had a lot of things to do.
This is something the County can do with a minimal amount of money. She's run
the numbers. Many organizations have offered space in the County to the Sheriff's
Office. A study has been done about the response times to the various areas.
They can reduce the response times without assigning additional deputies to those
areas. They can improve what they are doing at a minimal cost. They need to take
a serious look at rearranging what they have. Every time someone who is
patrolling one side of the county has to report to Bellingham to change shifts, they
are pulling deputies out of the county.
Nelson stated his concern is that he doesn't want to see a deputy sitting in
an office. They need to evaluate how effective it is to reduce crime potential and
meet the Sheriff's Office goals and objectives. Sandell stated they have looked at
that. The impression is that satellite stations will reduce response time, but that is
not true.
Brandland discussed future goals. He has not set future goals for the year
2000 because there will be items from the criminal justice plan that will do that.
Brown stated he didn't see the County doing much with communications
unless they go to advanced technology. They need to go to the satellite systems.
Brandland stated the County approved a needs assessment that would look at the
communications needs for all of Whatcom County. That study will look at the voice
and data communications needs that include police, fire, and emergency
management. The County uses a system that is getting obsolete. Once they know
those needs, they will design a system that will last and meet all the needs. They
need laptops in patrol cars and fire trucks. He shared Brown's concerns.
Imhof stated they are also waiting for the criminal justice study.
Nelson asked about the decrease in funding for the Emergency Management
Division budget. Brandland stated there is paranoia about I -695. Clement
presented seven different options to the Emergency Management Council. There is
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not a desire at this point to increase the staffing levels, although there was a
recognized need for additional support in Emergency Management.
Neil Clement, Emergency Management Deputy Director, stated the reduction
is primarily due to the large injection from different revenue sources that will
rollover from this year to next. Last year's budget was artificially inflated due to
the communications study.
Hoag asked about a $28,000 one -time request for boating. Sandell stated
the boating cost center is a pass through of state funds. Those are funds they have
to spend on boating. The $28,000 line item is to park the money someplace
because it is additional money that was over what they received last year. It
doesn't cost the County anything. The County has three boats. They have special
purposes.
Brandland stated all the boats were purchased with this boat fund money.
Hoag asked about an ASR that was not approved. The requests included
many FTEs. She asked for information about why none of those requests made it.
Nelson stated everyone is waiting for the criminal justice study.
(Clerk's Note: End of tape one, side B.)
Desler stated they were not able to push this forward because the County
doesn't have the revenue source to fund the expenditure. There is a need for
additional personnel in criminal justice, specifically in the Sheriff's Office. There will
be some recommendations that will be coming forward through the criminal justice
study. After the Council has approved the findings and recommendations, the
consultants will come forward with a proposed strategic plan, including finance
proposals.
Hoag asked if that was okay with the sheriff. Brandland stated it was not.
He submitted requests that were legitimate needs of the Sheriff's Office.
Dawson stated the bottom line is that they will have to enact the 1 /10th of
one percent tax.
Hoag stated the question is whether they will have to wait to see if they can
have a more comprehensive answer to the needs, or whether they will do what
they can afford to do. The question is whether they are going to do things now or
wait and see about addressing the entire system at once.
Nelson stated they believed that increasing road deputies would increase the
amount of tickets generated. The revenue generated would more than offset the
cost of the additional deputies. However, that didn't occur. They increased
deputies because of the funding from the casino. They've had the Paradise funding.
They've been increasing Sheriff's Office positions every year. He wanted the
objectives more defined for each position so they can review the effects.
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Sandell stated the ASR had justifications on all the positions they put in for.
For the ten deputies, they listed the reasons they needed the positions.
Nelson stated he wanted to see that information.
Imhof stated the ASRs that have been approved total over $500,000. He
asked about whether the work supervisors are ongoing positions funded by the
Centennial Grant funding. Brandland stated that is a unique situation. The City of
Bellingham cancelled their contract. They are going to making some transitions
with that program.
Dan Fitzgerald, Chief of Corrections, stated they funded $30,000 for a work
crew supervisor in the city parks. That wasn't approved in the City of Bellingham's
year 2000 budget. The Centennial Grant came though the Public Works
Department. They want to fund a work crew to do stream bank work. It is his
intent to move the City work crew supervisor into the Centennial Grant position.
They will not need an additional staff member.
Brown asked if there was a possibility of using money from fish enhancement
programs to fund the position. Brandland stated it seems like they should be able
to do that. That would be a logical thing to do.
Imhof stated they should ask administration to eliminate ASR 2000 -11 and
then reduce the request to one FTE on the request for a work crew supervisor for
Public Works, ASR 2000 -123. He asked if that would adjust the money coming
from the Centennial Grant. It is now at $128,252.
Hoag stated the approved amount is for a total of $110,000. She asked why
it costs that much to fund a work crew supervisor. Fitzgerald stated there is a lot of
specialized equipment that the Public Works Department wants. They produced an
equipment list that has to go along with the work crew.
Imhof stated he wanted to know what line item 2000 -123 would actually pay
for. Fitzgerald stated there is a mistake. The regular salaries listed must be for
two people. He listed the costs. The amount needed would be a little over half of
what is listed on that line item.
Imhof stated he would prefer to fund the second supervisor if they can fund
it through the Centennial Grant funding.
Brown stated they should keep this going.
Hoag asked for clarification on the Centennial Grant and if it was covering all
of the expenditures. Fitzgerald stated it is a two -year grant. The program would
be for 22 months. They have additional money beyond this to do what they want
to do. They would have to ask the Public Works Department.
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Desler stated they would come back with a line item budget that shows what
the Centennial Grant will be used for.
Imhof stated they would like to keep the second person and crew if they can
find grant funding to do that.
Brown asked how many work crew supervisors there are. Fitzgerald stated
there are currently two supervisors funded through the budget. There are more
supervisors that are not funded through the budget. Two are Parks Department
employees. One is a Public Works employee, and two are Sheriff's Office
employees.
Nelson asked about infrastructure needs for capital outlays in the jail. He
asked if that was done through facilities money. Desler stated there is some capital
outlay in the Facilities Management budget for the jail kitchen.
Nelson asked if that meets the needs for the year. Fitzgerald stated they are
waiting for the study results before making decisions and spending too much
money.
Hoag stated the jail requested additional personnel in the past, but she didn't
see it in the budget ASR.
Nelson stated there were several requests that were not approved.
Brandland stated they are waiting for the report.
Hoag stated they should be funding some of the needs now, as it is needed.
Nelson stated they shouldn't put the horse before the cart. The purpose of
the study is to look at the situation comprehensively. They've been down this road
every year during the budget process. That is one of the reasons they wanted to
fund the study. It is so they can get outside perspectives and see where they are
and what needs could be addressed within the confines of the budget. They can
change the budget during the year through a supplemental budget request or
additional revenues that have been acquired.
Hoag stated that if they are not able to get the additional revenue sources,
and they've committed their budget based on the priorities established for the
moment, they can't go back and take money away from things they've already
allocated for.
Nelson stated administration has looked carefully at this for each of the
departments to ensure they have maintained the departments within the budget
confines and the direction of the Council regarding no tax increases. They are
trying to determine, with revenues in the reserves, how the study will come out.
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Sandell stated the ASR for personnel in the jail was not based on any future
anticipated need. It is a critical need right now.
Hoag asked about the Records Specialists and whether they are carrying the
funding forward as a one -time expense. Brandland stated that was correct. The
person was hired to collect money from warrants and insurance money. The person
in that position is collecting more than what the position costs the County. It is
appropriate to list that position as ongoing.
Hoag stated it is listed as a one -time expense. Fitzgerald stated they would
like to list that position as ongoing.
Nelson stated the committee needs to work on how the County is handling
ongoing FTE personnel. There needs to be an understanding that a one -time FTE is
to be used only for a particular period of time.
Imhof stated there needs to be a program to ensure the project will get done
and the FTE position will end. However, he liked this position. The position is
generating more revenue than the cost of the position.
Brown stated this position was established on a one -time basis to find out if
it would pay for itself.
Nelson stated the position has proven that it pays for itself. They need to
outline how to step out of the one -time funding. He asked if billing back the
medical expenditures was done because the County got behind or they didn't have
the personnel to keep up with it.
Wendy Jones, Corrections Lieutenant, stated they did not have the personnel
to do it. It is labor intensive. The person who is doing this position is spending a
fair amount of time looking at every resource that might exist to find monies to
offset private insurers, the Department of Social and Health Services, the inmate,
and the different municipalities. She is spending a lot of time doing paperwork.
She is like a billing clerk.
Nelson asked if she was billing by hand or if the system is computerized.
Jones stated it is a combination of both. They don't have a computerized billing
system set up just yet.
Nelson asked if there is a program that is designed or functional for jail use
in billing insurance, private payers, or jurisdictions. Jones stated they are looking
into that. It didn't make sense to investigate that thoroughly and spend money on
software and support if the position wasn't filled.
Hoag asked about the offsite work release contract. She asked if it was an
increase or status quo. Sandell stated that last year the amount funding the
contract didn't go into the ongoing budget. It merely brings the amount in line with
what the Council approved last year.
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Nelson asked if they are maximizing the use of the offsite facility. Fitzgerald
stated they are averaging a use of 40 beds, which is what they pay for. There are a
total of 50 beds available.
Brandland stated they discovered there were a lot of people in the jail that
didn't belong there. If the inmate had a job, they moved the inmate out to Security
Specialists Plus (SSP) and gave them a job cleaning county roads.
Sandell stated they pay for 40 beds, whether they are used or not. The
other ten are paid for if they are used. They are maximizing the use of the beds
they pay for. The $225,000 funds about 47 beds.
Dawson asked what Scott Airpacks are. Brandland stated they are masks
placed throughout the jail so they can effectively evacuate the jail.
Jones stated it is like a firefighter's mask. The bottle can only be refilled a
certain number of times before it must be replaced.
Dawson asked if the school district pays for the GED instructor. Jones stated
the school district funds half of the cost. The school district was funding their half
through some federal grants, which have ceased to exist. They have increased
their financial obligation, but they were short for the entire year. If the County
didn't pick up the amount, the instructor's hours would have been cut back
severely. The jail is mandated to provide basic education by County ordinance and
case law. The program is very basic. A large percentage of inmates can't even
read or write. They are at least getting the inmates literate. A number of people
have gone through the program. They can also hook the inmates into a GED
program in the community, through a partnership agreement with Whatcom
Community College. It is an increase in cost, but the community college has
expanded the amount of money they are willing to dedicate and it seemed
reasonable to dedicate the funds.
Nelson asked about the prisoner transport bus. Jones stated this is the one
they are fixing often. They are getting a new fulltime transport bus. This bus will
be used for backup.
Fitzgerald stated they have to purchase back the bus from the Equipment
Revolve and Rental (ER &R) fund. That is what the $2,500 is for.
Brown questioned whether they would budget any extra money for repairs.
Fitzgerald stated they own the buses they have purchased from Whatcom
Transportation Authority (WTA).
Brandland stated the jail brings in 1/3 the cost of operating it. They already
charge people for everything they can, including commissary and telephone use.
They are trying to be responsible.
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Imhof stated he appreciated the creative things the Sheriff and his staff have
come up with over the years, in addition to the revenues he has generated and the
insight he has provided about how the jail and Sheriff's Office operates.
(Clerk's Note: The committee took a short break until 11:30 a.m.)
PUBLIC WORKS
Jeff Monsen, Public Works Director, stated he was prepared to answer any
questions the councilmembers have rather than give an explanation of items they
are not interested in, because of the diversity of activities within the department.
The road program, both maintenance and construction, is a status quo operation
except in the case of the capital program that was delayed from this year to next
year because of the need to deal with permits and approvals under the guise of the
Endangered Species Act (ESA). The flood program has had the same situation
while trying to get project approvals. There have been plenty of dynamic issues
related to the water resource fund. Beyond that information, everything is status
quo.
Brown questioned whether the PC /LAN Tech III position was an FTE position.
This is a request for a one -time expenditure that really won't be a one -time thing.
Monsen stated that the County has engaged in more use of computers as a
resource tool. At one time, Public Works financed a dedicated computer support
individual. That evolved to a system of contributing to a general service pool. That
service pool is at a point where the service delivery to and for road purposes has
degraded with time because of a limited amount of money in the pool and
expanding resource requests. He wanted some assurance that there is dedicated
service in order to complete the projects they are expected to accomplish.
Therefore, use of road funds and other dedicated funds for this purpose is allowed.
The funds will ensure the dedication of response. It is not intended to be short -
term.
Brown stated they need to note that it will be ongoing instead of making it a
one -time expense. He questioned whether they would still make a contribution to
the service pool. Monsen stated they would. He did not know how the formula
would change over time. It would relate to the available and used general service
that is dedicated.
Brown stated that they probably should put the pool contribution money back
into the road fund if they have to fund their own person to get service.
Nelson stated there were requests that were not approved. One request was
in Engineering /Administration for a land buyout. One request was in Water
Resources for flood control. He didn't see anything in the objectives that were tied
to these two requests. He questioned whether they were tied to the objectives.
Monsen stated they believed they would be further along in dealing with the
foundation and policy issues when they submitted the budget in August. He
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recommended they not be approved at this point because the policy matters are
not completed.
Hoag asked if the land buyout was for ESA. Monsen stated the land buyout
is related to ESA, habitat preservation, restoration opportunities, and flood hazard
reduction. The initial amount of money is focused toward flood hazard reduction.
Nelson asked about stormwater management for Lake Whatcom and the
completion of that project. He didn't see that listed as an objective to be completed
this year. He asked if there is going to be formal planning so they can begin seeing
results in Lake Whatcom. Monsen stated they are not going to see anything
specific about Lake Whatcom, other than financial contributions. The statements
are part of the Lake Whatcom Plan, which is a separate element. In the budget,
they are seeing the financial contribution towards implementation of the plan.
Nelson questioned whether they would see this formalized in the Lake
Whatcom Plan. Monsen stated that was correct.
Nelson questioned whether the Lake Whatcom Plan would have
implementation. He also questioned the amount of funding. Monsen stated the
budget allows $175,000 in the water resource fund that is an annual commitment
by the County towards the joint Lake Whatcom effort. In addition to that in the
budget, there are carryover budgetary matters that haven't been completed, but
are underway and under contract. The amount is $175,000, plus funding for
projects not yet completed.
Nelson stated they funded $300,000 three years ago, and questioned
whether those funds have been carried over. Monsen stated the majority of the
$300,000 is the source of the funding for the contracts with Engineering and
Economic Services (EES) and Entranco. The contract with EES is for $200,000.
Nelson asked what he would see this year. He would see the Lake Whatcom
Plan, which doesn't implement anything. Monsen stated the Lake Whatcom Plan is
a plan about what will be accomplished during the year 2000, jointly with Water
District #10 and the City of Bellingham.
Nelson asked if he was going to see anything on the ground. Monsen stated
they would see a change in the frequency of sweeping, how they deal with drainage
maintenance, some enhancement of roadside drainage features, and other
operational items.
(Clerk's Note: End of tape two, side A.)
Monsen continued to say they will see changes in the County's operating
budgets for roads and streets. They are not going to see it as part of the money for
Lake Whatcom. The recommendations that come out of the Lake Whatcom process
are generating those changes in operations.
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Nelson asked for clarification. Monsen stated the Lake Whatcom Plan is
generating policy and procedural recommendations that are implemented
elsewhere.
Hoag asked for clarification on pulling back the $750,000 for flood control
funding and watershed planning. Monsen stated the $750,000 for watershed
planning mandated by the ESHB 2514 process includes those things that they know
are occurring, including continuation of contracts that have already been approved,
staffing for the process, and public involvement and education (PIE) activities. The
$750,000 will be for contractual activities that they will bring forward when they
have greater detail, through a supplemental budget request.
Hoag asked about funding under Water Resources to the Cooperative
Extension for agricultural research. She questioned whether that money was
reimbursed from Washington State University (WSU). Monsen stated he believed it
is a direct expenditure from Water Resources for that service from Cooperative
Extension. He didn't think they have a funding source for reimbursement available.
It was a direct expenditure. To clarify the $750,000, part of the reason it is there is
to represent what is expected to occur in the next calendar year, including,
watershed planning, salmon recovery, and PIE. They are short about $750,000 of
the total $1.7 million to accomplish it all. If approved, it may require fund balance
access. They will be able to acquire grants to supplement activities, but can't say
they have them now.
Hoag asked about a decrease of $6,200 on the flood control zone item. She
asked what they are decreasing.
Paula Cooper, Special Projects Manager, stated that amount was for the
computer outlays. They received new computers.
Hoag asked about staffing for the flood district. Cooper stated they have the
same staffing as last year.
Hoag asked if that was enough to get done what needs to be done. Cooper
stated it is a matter of timing. She is not able to keep up with their hopes in terms
of implementing the plan. She could use another engineer.
Hoag asked if additional personnel were needed. Monsen stated they could
use additional staff to handle what the community wants in the timeline they are
being asked to do it. On the other hand, the engineering they are doing is held up
due to permitting. Additional staffing will not increase the timeline. They will have
more projects on the shelf, ready to go. Additional staff will be helpful, but it won't
mean anything on the ground.
Hoag stated the constituents should not have to hire their own engineers to
do work the County should be doing. Monsen stated that for those cases they
would bring in consultants. That is what they did with Ritter Road. Whether they
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have staff or hire consultants, they went through that exercise at least three times
without permission to move ahead.
Cooper stated some of the planning activities, such as the buyout program
and the South Fork planning and sediment management items, could be
accelerated with another engineer.
Brown asked if they could do that by hiring a consultant. Cooper stated it has
been a matter of managing the consultants. They need someone to provide
continuity and who will understand where all the information is.
Monsen stated the same situation exists with other programs such as road
maintenance. They need to put more effort on the front end of activities to move
ahead. They struggle with the question of appropriate staff levels compared to
appropriate short -term activities best suited for a consultant. They have focused
more on consulting support. Whether there is consultant or staff support, it doesn't
translate to work that will happen next year.
Hoag asked about the $474,000 reduction in the flood control zone. Monsen
stated he couldn't answer that question. He didn't recall what areas they reduced,
other than some of the planning activities.
Cooper stated that because they have a plan done for the lower mainstream,
less money is being spent on plan development and more on plan implementation.
The flood response and recovery line item was based on an assumed $1 million
worth of capital projects. It actually totaled $1.3 million. They adjusted the
amounts accordingly. They still have enough for a $1 million worth of flood
projects in the year 2000.
Monsen stated the amount reflects what they can accomplish.
Nelson asked about the current level of the flood control money. Monsen
stated the balance is $7.4 million.
Nelson asked if the expenditure was totaled at $5.5 million. Monsen stated
that was correct.
Nelson asked if they anticipate taking in the same amount next year.
Monsen stated they plan to take in a revenue amount of $3.4 million.
Nelson questioned whether they would have to dip into extra funds in the
amount of approximately $2 million. Monsen stated they would likely see grant
revenues coming in. Unless they accelerate water resources matters, he didn't
think the flood program would have to go far into the fund balance. The only
exception to that will be determined by how aggressive they will be with the buyout
program.
Brown asked about the High Creek issue and about the ferry parking lot.
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Dick Prieve, Assistant Director of Maintenance and Operations (M &O), stated
that they have a report from the consultant they hired. The ball is back in the
County's court. They hired a local firm to do that work. It is still moving along, but
not as quickly as some would like. Regarding the ferry parking, they have hired a
consultant and have a preliminary design of the parking lot. It has to go through a
conditional use hearing. They also have to maximize the existing holding lanes and
parking. They propose to survey all the land on the roadway to see if they can
expand to add more holding lanes. Those two items have to be done before they
go forward. He also contacted the neighbors to see if there were any properties of
like value for sale. He did not find any.
Monsen stated they engaged in discussion with residents on the island before
they moved ahead with constructing the parking lot. That is the reason for the
evaluation. Some folks who are residents near the landing asked them to ensure
they have exhausted all the alternatives and make sure they are presenting a
complete set of options to the residents. They decided not to force construction
through.
Hoag asked about the flood fund and if the water resource portion and the
flood portion are sitting in the fund for each activity. Monsen stated the flood fund
budget would include the transfer of 50% of the revenue. That will be shown in the
flood budget as a transfer. All the water resource activities occur in the water
resource fund.
Hoag asked if the $3.8 million budgeted for the flood control zone is all for
flood activities or if some was for water. Monsen stated it is all for flood hazard.
Hoag asked where she would find the current amount in the fund. Bennett
stated that fund balances are in Volume I of the budget.
Hoag asked about reconciliation of fund amounts. Monsen stated about $3
million comes from the flood fund. The remainder will come from grants.
Hoag asked if $2 million comes from grants. Monsen stated the majority of it
comes from the Federal Emergency Management Administration (FEMA). In the
flood budget, they assume a flood event and set aside some money for
expenditures. In a flood event, they also presume FEMA money income. If a flood
event doesn't occur, neither side of that formula happens.
Hoag asked if they would receive $5.2 million if there were not a flood event.
Monsen stated they would not. They also would not spend $3.8 million.
Hoag asked about the $3.8 million expenditure. Monsen stated it is tied to
an assumption of a flood event and the receipt of federal revenue because of a
flood event. Both the revenue and expenditures, without a flood event, are
reduced. Because those two numbers are similar, the ending fund balance is not
dramatically different.
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Hoag asked if they would have about $6.7 million in the flood fund after this
budget. Monsen stated that was correct.
Dawson asked about ferry parking. The County purchased property. She
asked if there were second thoughts about purchasing the property. Monsen stated
the design is on that property. The neighbors have asked that they look at what
the alternatives to that development may be. They expect the property to be used
for parking purposes. Until the evaluation is done, they don't know when they will
develop it.
Hoag asked about the equipment list.
Mary Ewing, Equipment Rental and Revolve Manager, stated the equipment
list is smaller because of the life put on the vehicles. This year, there are not that
many vehicles that need to be replaced.
Brown stated the description for the ASRs are for two pup trailers in the
amount of $35,000 each, two sanders in the amount of $15,000 each, and a
guardrail post placer in the amount of $18,000. Ewing stated the Executive did not
recommend the two pup trailers because they are in the budget for 1999. She
requested them in the 2000 budget in case they weren't approved in 1999. They
were previously approved in 1999, but have not yet come forward to the Council.
She believed the two sanders and the guardrail post placer were approved.
Monsen stated $48,000 is added to the fleet. What they don't see are the
replacements to the fleet.
Nelson asked about the leachate hauling from Cedarville. He asked if they
are going to do the same amount of hauling.
Bruce Mills, Public Works Assistant Director of Administration, stated they
have reduced the testing frequency, but they still have to treat the leachate. They
are negotiating a new agreement with the City of Ferndale.
Monsen stated leachate is water becoming contaminated when going through
the landfill. The output quality of the water is improving, but the amounts stay the
same. As long as the leachate is not of a quality that can be dumped down the hill,
they will always have to capture and treat the water. As the water becomes less
polluted, the treatment becomes easier.
Mills stated they are going to try and reduce the amount of groundwater
mixing in with the leachate so there won't be such a large volume that has to be
hauled and treated.
Brown asked if every load is tested. Mills stated the monitoring wells are
tested on a quarterly basis.
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Hoag asked how much it costs per load. Mill stated the treatment cost was
$35,000 last year.
Monsen stated the trucking costs are about the same amount.
Mills stated there is a trucking cost and a receiving and treatment cost to the
City of Ferndale. The leachate is trucked daily.
Hoag stated testing is expensive. If the trucking is not that expensive, they
wouldn't want to test to make sure they have to dump a load. If the cost of
trucking and treatment were high, then it would be worthwhile to run some
additional tests to see if that particular load really needed to be treated.
Monsen stated their goal is to intercept the groundwater so they produce the
quantity they have to deal with one way or another. Intercepting the water would
not dilute the leachate. It would be back to a quality that would definitely need to
be treated.
Hoag asked how soon they could put in a curtain drain. Monsen stated they
would have to determine the investment cost compared to the time period to
recover that cost. If the time period is too long, then they will continue to treat.
Regina Delahunt, Environmental Services Manager, stated they have to
monitor and collect leachate for a minimum of 30 years. If the quality were such
that it was releasable, they may be able to talk to the State. The State
requirement is 30 years.
(Clerk's Note: Tom Brown left the meeting at 12:20 p.m. The committee took
a 10- minute break.)
HEALTH AND HUMAN SERVICES
Chuck Benjamin, Health and Human Services Director, gave a report
(handout on file) that addressed Nelson's memo. The first question regarded using
other resources. Fifty seven percent of their budget comes from federal and state
grants. Seven percent of the budget comes from fees for service, another five
percent comes from license and permit fees, four percent comes from taxes set
aside by the Revised Code of Washington (RCW) for developmental disabilities and
mental health. About 24 percent comes from actual County dollars. They also
secured a number of federal and state funds to support certain activities, such as
site hazard assessments, shellfish protection districts supporting efforts, and
replacement of onsite septic systems. They also have monies that support the
bloodborne pathogen prevention programs, developmental disabilities, and mental
health and substance abuse programs. They also have funding from the State
Department of Social and Health Services (DSHS), and are seeking a variety of
other funds for a variety of other programs. They provide the Board of Health with
a three -year plan that shows what FTEs are being used in the various programs and
the activities they will accomplish with those programs. They also identify a number
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of indicators. He listed the accomplishments in the years 1999 and 2000. He
addressed Nelson's third question, which was how the ASR for the department
would help meet the goals and objectives and the County's strategic plan.
Throughout the three -year plan, there are a number of activities identified to build
a communicable disease database and a medical and records information database,
The ASR for a data management specialist would develop those databases and have
the oversight so the information is accurate and useable. The ASR submitted by
Health and Human Services indicated that this position would be ongoing, rather
than a one -time expense. The data management specialist also addresses goals 2-
C, 2 -D, and 2 -E of the County's Strategic Plan. The data management specialist
would be a new position supported with State dollars. It would be a .5 FTE. The
position should be ongoing as long as the State continues to fund it.
Hoag stated she would like that to stay as a one -time expenditure because it
is subject to the funding. The items the County funds every year should be ongoing
expenses.
Benjamin stated the ASR for additional clerical time would help the
department implement the client tracking software. It requires more staff time to
register the clients coming in, because they are collecting a lot more information
than they ever did before, so they can bill appropriately. They will collect more
revenues.
Nelson asked about the projected revenues. Benjamin stated he didn't have
a specific dollar amount. They can more than cover the cost of the .2 FTE increase.
This ASR addresses goals 1 -A, 1 -B, and 2 -A of the County's Strategic Plan. There is
another ASR for Environmental Health billing and records software. This request
was not recommended by the Executive's Office. It is still important. He agreed
that this software does not address the overall aspect of fiscal accounting for the
County. However, there are a number of internal cash handling and fiscal
accountability features that the State Auditor has been finding within Health and
Human Services since 1996. The software is more than fiscal. It also helps track
staff and program activities and complaints.
Nelson stated they've been trying to define clearer objectives.
(Clerk's Note: End of tape two, side B.)
Benjamin discussed the indicators throughout the three -year plan for each
program.
Nelson asked if they plan to meet everything in the three -year plan. For the
budgeting process, the committee wants to see what they are targeting from the
requests brought forward. They are not going to be able to do everything in the
three -year plan next year. Benjamin stated all the activities listed in the three -year
plan are the year 2000 goals. All of the activities are for the year 2000.
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Nelson questioned whether this budget request meets their needs to
accomplish those goals. Benjamin stated that was correct.
Nelson questioned whether the software program will handle records
management. Benjamin stated they would be able to track time spent on projects.
Imhof asked if there was a way to develop software that will handle the
requirements of both the Finance Division and the Health Department. Benjamin
stated the software they need uses a lot of clinical information. It is very
sophisticated software that develops an automatic billing. It is a different type of a
correlation with the Environmental Health software. The Environmental Health
software is built around Environmental Health programs that track water supplies,
test results, the type of onsite septic systems, and other programs. The problem is
they are trying to mix financial software with program tracking software.
Nelson asked if they need any of the denied ASRs. Benjamin stated they are
making alternate plans for the ASRs that were denied.
Hoag asked for clarification on what has been approved and what was not
approved. Desler stated the Executive asked the Health Department to determine
if there was additional revenue they could generate. The Health Department
determined there was additional revenue they could generate to capture the
expenses. They requested $4,700, but found additional revenues from Medicaid
that covered that amount. That is why they left the amount at $0.
Hoag asked if they could approve the .2 FTE without having any budgetary
impact. Desler stated that was correct.
Nelson asked about the .5 FTE. Benjamin stated the same holds true for that
position because they are using State monies to fund it.
Hoag asked about unapproved ASRs. She asked which ASRs are important
to meet the requirements of the audit and software. Benjamin stated the
Environmental Health billing software, request number 2000 -93, is what they need
in the amount of $50,000. That would be a County expense. There are not other
revenues that would support that expense. They knew they could use the Acclaim
software to generate other revenues. Environmental Health is already collecting all
the fees they can collect. It will be an enhancement of tracking status of programs,
staff time, and complaints.
Hoag asked about the internal controls that the audit references. Benjamin
stated this software would address that issue. One of the problems is that they
have applications for permits, which generate a fee. They have permits, which also
generates a fee. Someone else then collects the money. There isn't any way of
internally collecting the money received and tracking it back to the permit
application. This software has everything they need, including a tracking
mechanism.
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Nelson asked about moving into the Olympic Building. Desler stated they are
not quite sure when the tenants are going to move out. The tentative date is July.
They would prefer to do renovations after the tenants have moved out and before
people move in. They are planning that process now. They are looking at the end
of the year 2000 or beginning of the year 2001 when that move will happen.
Nelson asked about parking lot negotiations with the City of Bellingham.
Desler stated it has not happened. A meeting is scheduled. They claim they have
limits resulting from salmon issues that may preclude them from the parking plans.
Hoag asked about tracking air quality programs. Benjamin stated there is a
limited air quality program because they have the Northwest Air Pollution Authority.
He looked at the software components and it is included, but they would not use it.
Desler stated the administration appreciated working with Benjamin and his
staff. They want to share the responsibility of working on a solution to the record
keeping and receiving issues. There are other accounts receivable issues they will
be addressing outside of the Health Department. The County needs to develop a
comprehensive solution to deal with accounts receivable systems. The
administration would make a commitment to work with the Health Department
administration to resolve that problem. If necessary, they could bring forward a
supplemental budget request for the appropriate software or system requirements.
They do not want to see a continuing audit exception occurring.
PLANNING AND DEVELOPMENT SERVICES
Michael Knapp, Planning and Development Services Director, stated the
initial question posed by Nelson in his memo focused on what has been done to
utilize other resources. Much of the focus has been on customer service. The
customer surveys tell them what they do well and how they can improve. The
more recent observation is that they've improved. They are working hard at what
they can do to continue improving. Reorganization of the counter staff was a major
effort and has been very successful. It has helped to focus on supervision of the
counter staff. They've had some turnover. Sam Ryan has been successful working
with the counter staff. The subdivision and zoning backup efforts have mostly been
successful. They pinpoint when it isn't working. In terms of plan checking, they
have improved the process. Three and a half years ago it took 10 weeks for
residential. Today they are down to four weeks. It varies depending on the
complexity of the residential development. In the building division, there is 24-
hour inspection, except for Lummi Island, Point Roberts, and Newhalem. He goes
to Point Roberts regularly. The Building Division shares enforcement with the
Sheriff's Office on arson and fire - related issues. Within the Land Use Division, there
have been several personnel changes. There are five teams of staff members that
work together and back each other up. They continue to need more work in the
subdivision area. It is working, but not as well as it could. They will focus on that
next year. They've done a lot with compliance, going from one staff person to
three staff people. Recreational vehicle problems have been a focus in the past.
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With increased compliance, they've also had an increased work load. The
conditional use permit (CUP) requests have doubled. People are coming in to do
what they were supposed to do originally. Code compliance has taught people they
need to be compliant. In the first six months of this year, they had approximately
50 conditional use permits come through the door. The previous year, they totaled
47 for the entire year.
Hoag asked if they track which conditional use permits are a generated by
compliance and which are new requests. Knapp stated they would track that
information in the year 2000. They haven't tracked it this year because the new
permit plan software hasn't been installed yet. They will be capable of tracking in
January.
Nelson stated their objectives are the same yearly. The material being
presented is the information he would have liked to see in the budget document.
He asked if the plan review turnaround of three weeks or less is being maintained.
Those are the items the committee is looking at. Knapp stated the ASR for a third
plan examiner would allow them to improve that time.
Sam Ryan, Building Services Manager, stated the request is not for an
additional plans examiner. They had three plans examiners five years ago. They
increased permit fees by five percent to do that. Due to a bad political climate, the
position was not filled. It was budgeted for the year, they had increased permit
fees to do it, and they had good support from everyone. It is really not a new
position, but it is a reinstatement. They have never lowered their permit fees. She
was not asking for increased permit fees.
Nelson asked about continuing public education through department tours,
fire education workshops, and other events. He questioned what that would
accomplish. They should focus the objectives. Their current objectives are
ongoing. Plan checking is not going to go away. Knapp stated they made an effort
to identify the increasing workload.
Nelson asked if there are resources available to handle the increasing
workload within the context of strategic planning. Knapp stated they have
reorganized the counter staff, reworked the teams, and they are trying to find other
ways to handle the workload. In subdivision areas, it is not working as well as he'd
like. They have a person on staff that is a temporary and will be gone in
December.
Nelson asked what they anticipate next year for monitoring Land Use. Knapp
stated they would like to accomplish the timelines of the review for short plats and
long subdivisions. They want to shorten the timeframes to 45 to 60 days for short
plats. Right now it takes three to six months. This is for short -plats only, not long -
plats. With the third plan checker in Building Services, they are back to where they
should be.
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Ryan stated she wanted people to recognize all the demands on new staff.
The only other thing she asked for Building Services has to do with education for
post- earthquake emergency training.
Nelson asked about the objective for Building Services. Ryan stated the
objective is to reduce plan checking turnaround times to provide service in less
than four weeks.
Knapp stated commercial plan checking takes eight to 12 weeks. They could
also reduce that timeframe with the third plans examiner. The revenue for the
position is available. There is increased work.
Nelson asked if Land Use would include code compliance. He asked who is
doing that now. Knapp named the compliance officers. John Gunther supervises
those positions.
Nelson asked how they are doing on compliance on all land use issues.
Knapp stated there are a great deal of compliance activities going on. They have
mandated timeframes for the conditional use permit process. People are working
harder, but doing less detailed work. The quality goes down. It is still reasonable
quality, but not as much time is spent on a staff report.
Nelson asked why they didn't address that in the ASRs. Knapp stated overall
budget concerns prohibited him from including that. The conditional use permit
applications have doubled this year. The fee is $400 per application.
Nelson asked if that fee was to cover the cost of the service. Knapp stated it
doesn't cover all the cost. One of the objectives this next year is to work toward
assessing the cost of what they do. It is difficult to do because it is expensive to do
this type of work. People have a significant value increase when they increase the
value of their property. In the future, they need to have a more closely tied cost of
planning work.
Hoag stated the customer survey shows that they are doing good work.
There is a particular customer the department services who fill out the surveys.
However, another population of the county is dependent on the department for
enforcement. People don't fill out surveys about enforcement, and there is a
backlog. She asked about funding. Knapp stated it was supporting the subdivision
folks, and it increased the capability for the subdivision /short - platting team. The
money came from increased application fees from the increased workload.
Hoag asked about the heavy work period assistance in the amount of
$10,000. Knapp stated it is about the increased workload. In order to meet the
timeframes, they have hired extra help to meet the workload demand.
Hoag asked if there is money needed for Building Services. Ryan stated
there is not.
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Hoag asked about Planing Commission training. Knapp stated they need to
educate the Planning Commissioners who may not have a background in land use.
The training includes the short course and specific conferences and workshops
throughout the year.
(Clerk's Note: End of tape three, side A.)
Hoag asked if the aggregate study in the amount of $50,000 was the study
required by the Comprehensive Plan. She also questioned why it was not approved
in this budget. Knapp stated they would do that next year.
Hoag stated that had to be done within five years of 1997. Knapp stated the
money isn't available. If they take that a step at a time, they would be able to do it
in two to three years.
Hoag asked about the ongoing $15,000 for the Conservation District (CD).
Sylvia Goodwin, Planning Division Manager, stated it is to fund the CD to do
farm plans for those properties with critical areas. Without approval, there is some
money available to carry over from this year, but they will probably run short and
not be able to do those farm plans.
Hoag asked about the criteria for annexations in the amount of $5,000.
Goodwin stated that was requested by Councilmember Hoag to hire consultant work
to phase annexations in urban growth areas.
Hoag asked about subarea planning. Knapp stated the consultant is an
easier way to go rather than using staff.
Goodwin stated the subarea plans are out of date. They will start with Point
Roberts. They have to do them all; there are 13 in total.
Nelson suggested that be in their objectives.
WHAT- COMM(911) /COUNCIL OF GOVERNMENTS /ALL OTHER NON -
DEPARTMENTAL (OUTSIDE CONTRACTS)
Hoag asked if the starling funding had been cut for the Ag Preservation
Committee. Desler stated they didn't submit a request for next year because they
anticipated that 1998 or 1999 would be the last year.
Hoag stated there is still a problem with starlings. The County still needs to
support the program.
Debbie Adelstein, Administrative Assistant, stated they did not request funds
this year. The Executive did not submit a letter to them asking them to submit a
request.
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Nelson stated he heard they were going to try a different approach.
Hoag stated she heard they were going to expand the program.
Adelstein stated the administration has not heard from the group.
Nelson asked who would be doing the criminal justice data integration.
Desler stated they want all the departments to start on that. They envision it as a
significant task that can improve the operation of criminal justice. The amount of
$70,000 is just a start. They may have to come back to the Council.
Nelson asked if it was just a placeholder. Desler stated that was correct.
Hoag asked about the cable access television item. Desler stated cable
access is relatively new. The Council requested it this summer. The money would
be used to modify the Council Chambers to allow more immediate access to cable
programming. It does not cover the ongoing costs associated with production. The
money is to make the facility fully operational. They can charge the cable television
operator for that service, but they would just increase the subscriber rates.
Hoag stated she would prefer to do it that way because then only cable
subscribers would be paying for the item, rather than all taxpayers that include
people who don't subscribe to cable service.
Imhof stated it comes from franchise fees. They asked for it to be looked at
within the franchise fee.
Nelson asked if they are still contracting with NWRC in the year 2000 for the
criminal justice study.
(Clerk's Note: Imhof left the meeting at 1:40 p.m. The quorum was lost.)
ADJOURN
The meeting adjourned at 1:40 p.m.
Jill Nixon, Minutes Transcription
ATTEST:
Dana Brown - Davis, Council Clerk
WHATCOM COUNTY COUNCIL
WHATCOM COUNTY, WASHINGTON
L. Ward Nelson, Committee Chair
Finance and Administrative Services Committee - Budget, 11/2/99, Page 31