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WHATCOM COUNTY COUNCIL
Finance and Administrative Services Committee
PROPOSED 2000 WHATCOM COUNTY BUDGET
October 21, 1999
The meeting was called to order at 9:00 a.m. p.m. by Committee Chair L.
Ward Nelson in the Council Chambers, 311 Grand Avenue, Bellingham, Washington
Also Present:
Robert Imhof
Tom Brown
Absent:
None
DISCUSSION OF THE COUNTY EXECUTIVE'S 2000 RECOMMENDED
BUDGET (AUDITOR, PARKS, COOPERATIVE EXTENSION, TREASURER,
EXECUTIVE, COUNCIL /HEARING EXAMINER)(AB99 -429)
Nelson thanked the administration and staff for preparing the budget in the
comprehensive manner outlined in the strategic planning process and from the Blue
Ribbon commission that met years ago. There are four goals and objectives he
proposed to the departments. They are trying to get the County to move toward
measurable outcomes. There isn't a lot of expenditure history in the budget that
could be used to compare budgets. There was some material Dewey Desler
presented regarding other concerns. He also talked to the administration about
how each department is using its resources to expedite their goals and objectives.
Hopefully they will be able to discern that information during the budget meetings.
He also wanted to know from each department what past goals and objectives have
been accomplished, the goals and objectives set for the future, and how the
additional services requests would help meet the goals and objectives. He was
trying to establish a framework for the departments to present to the Council about
how each department would measure their goals and objectives.
Dewey Desler, Deputy Administrator, stated he had been working with
Councilmember Nelson, and asked the departments to submit follow up materials.
They've followed the guidelines established at the retreat and the strategic
planning. The budget has been prepared in two volumes. The first volume is
summary material. The second volume contains the more detailed information.
For the second year in a row, the County received a distinguished budget award.
Key points include presenting a stable, hold- the -line budget for 2000,
maintaining existing levels of service, no new initiatives other than carrying on
Council- directed activities from 1998 and 1999. They propose no increase in taxes.
They met the Council guideline to maximize revenues.
The key highlights regarding revenue include an expected increase in grants
from the City of Seattle for the Newhalem program. That would initially generate
about $340,000 per year. That amount will modestly increase over time. It is in
Finance and Administrative Services Committee - Budget, 10/21/99, Page 1
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lieu of payment of taxes and is designed to cover public services in Newhalem.
They are seeing an increase in building permit requests. They expect to see an
increase in federal payment in lieu of taxes. They expect an increase in revenue
from fees for services that are provided to cities for jail and adult probation. The
general fund budget is $48.2 million, plus $2 million in one -time expenditures.
They will finance the budget with $49 million in projected revenue and $1 million in
reserve funds.
The key issues with expenditures include extending programs in the jail and
corrections programs, proposed improvements to the physical plant areas in the
jail, Americans with Disabilities Act (ADA) improvements, and completion of the
countywide microfilming project. They expect to have that done by the end of the
year. They want to carry on with efficiency gains with the imaging projects in the
year 2000. They hope to begin a subarea planning effort with some contract
consultants, through the Planning and Development Services Department. They
want to initiate a grant preparation activity that is modest, but should result in
additional federal funds, especially in areas of law and justice. They want to deal
with problems in capital facilities. They want to be sure to maintain the facilities.
They also want to provide adequate support for the extensive computer systems.
Major issues in 2000 include a comprehensive law and justice plan they are
expecting to be brought forward. They expect to set the stage for some major new
initiatives in the year 2000 and beyond. They expect to bring forward a
supplemental budget that implements portions of the Water Resources Plan. Many
plans are not detailed enough yet. The budget does not include the potential
effects of I -695. Most likely, this is the last year they will see the ability to finance
ongoing operations within existing revenues, because they have been held flat.
They do see some ongoing, existing commitments that will raise the expenditure
levels just enough that revenues will probably not cover them. If they don't make
adjustments through cuts in personnel and services, then they will need to address
tax issues or additional revenue issues.
Administration and the Executive's office recommend this budget and stand
ready to assist in the analysis of the budget. They have prepared additional
documents for review that have detailed the additional services request (on file).
Nelson stated he talked with administration about part time and extra help.
Brad Bennett, Administrative Services Finance Manager, stated he had
numbers, but not a document. He could provide that information. He would like
more time to review.
AUDITOR
Nelson stated he looked at the objectives. Four are the same as last year
and are ongoing. One of the items from last year was indexing documents within
two weeks of recording. He asked what they are looking to accomplish, and how
that will be evaluated based on the limited budget.
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Shirley Forslof, County Auditor, stated it hasn't been possible to index in two
weeks, giving current staffing levels. She had asked for an additional staff person
to accomplish that goal, but it was not approved by administration. They will still
use extra help, which is still being recommended by the administration. If a
document is not indexed, it is difficult for them and the public to find it. The
volume of documents has gone up. Licensing has been met most of the time within
one week of being received, with the use of extra help. She had a request for one
FTE, but the extra help request has been recommend instead by the administration.
She provided a list of the 1999 accomplishments of the auditor's office (handout on
file). The voter registration list is not any higher than it was, despite canceling
registrations and registering new voters.
Imhof referred to the additional requests that were approved by the
Executive. He asked if there were any that are more important. Forslof stated the
internal auditor position is very important. The other one is a recording clerk, who
could record documents and assist in licensing.
Nelson asked if she agreed with the administration's recommendation.
Forslof stated she did. The administration recommended the extra help, but she
would prefer a full time staff. Next year, in elections, they are going to have at
least four countywide elections.
Imhof asked why they don't put the school election and presidential
preference primary together in one election. Traditionally, presidential preference
primary votes have low voter turnout. The schools are going to choose the March
date instead. The State funds the presidential preference primary. The schools
fund their own elections.
Brown stated the schools would reduce their cost if went with presidential
primary.
Forslof stated there was an amount of $20,000 for elections that was not
approved. She will be back with a request for those funds. Elections are something
that have to be funded. The presidential election will not be funded, and the
primary election this year will not be funded this year.
Nelson stated he would like to see that come back as a supplemental budget
request at the time.
Forslof stated they use outside sources to utilize services that are the most
cost - effective. Use seven sub - agents for licensing and titling of vehicles and
vessels. Also, in voter registration, they use a company called AFTS to produce
voter registration cards. They are mailed for a little over $.20 per card. If they
were done in- house, they would cost about $1 per card.
Imhof asked how much it costs to do the license tabs. Forslof stated next
year they will begin replacing license plates. It will take about twice as long to
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replace plates as it does tabs. The State will reimburse the County for the plates,
but not for the extra staff time.
Nelson stated he had questions regarding the Auditor's objectives. One
objective included the improvement of service delivery through the implementation
of technological management innovations. There are limitations regarding staffing
levels. He asked what they meant by that.
Terry Hinz, Chief Deputy Auditor, stated they just acquired a piece of
software for the Internal Audit program that can query financial databases in
different software around the County.
Nelson asked if the software would improve the timeframe it takes to get
that done. Hinz stated it would be easier for the internal auditor to audit the
financial databases and computer systems. Systems are becoming more complex.
Nelson stated this is more of a benefit for the internal auditor. He asked how
to measure if it will be more effective. Hinz stated they will look at problems that
come up and recommendations that will result out of that use.
Nelson asked about employee training and whether that is done on a
continuing basis. This is more or less the job description that has to be
accomplished anyway. Forslof stated it is an objective because there are always
technology changes.
Imhof asked if they are spending all the money in the training budget.
Forslof stated they are. Finding the time has been the problem with training staff.
Nelson asked if that also goes to the political party observers and election
practices. Forslof stated they do that now.
Nelson asked how they evaluate the effectiveness of the training. Forslof
stated it depends on the training. If it is training for new software, then they
evaluate the effectiveness by the employee's use of the software. No one has said
they haven't received good training. They appear to understand the process.
Hinz stated they have received positive feed back from the last training in
August.
Nelson asked about increased efficiency for internal audit activities. Hinz
stated the internal audit reports provide recommendations. It is the ongoing
program.
Nelson asked about Associated Student Body (ASB) elections in the schools.
Forslof stated that is a continuing program.
Brown asked what is involved. Forslof stated the school districts hold their
ASB elections and use the Auditor's office equipment. They bring the ballots to the
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Auditor's office to be counted. They vote on the Auditor's existing system. She
would like to increase that experience more.
Brown asked how much time that takes. Forslof stated it only takes hours. It
is part of voter education and outreach, encouraging students to be more active in
the political system. When they go to the polls, they feel familiar with the
equipment and are more apt to vote.
Nelson asked about working with local service groups to expand voter
education and outreach. Forslof stated she hoped to put a voter's pamphlet on the
website.
Nelson stated services are basically status quo. Forslof stated she would like
to explore off -site access to auditor's records. They have imaging now, which is a
computerized system. Whether through the internet or other technology, a business
or home could have access to auditor's records. With the technology they have,
they could create efficiencies for the staff and a convenience for the citizens.
Imhof asked if that would be handled through Information Services. That
could be a countywide program. Forslof stated other counties and states have
similar programs.
Imhof stated other areas have brought in the real estate industry to help
fund.
Forslof stated she wanted to explore the options and possibly set up a
citizen's committee that would include county officials and interested citizens.
Brown asked if the State is putting out the voter's pamphlet. Forslof stated
they have been in the mail.
Brown asked the cost of producing a local voter's pamphlet; he heard it was
around $15,000. Forslof stated it could be as little as nothing. The cost can be
billed out to the jurisdictions as an election cost. They need a local voter's
pamphlet that is mailed out.
Nelson asked how many requests for local voter's pamphlets they get.
Forslof stated she hasn't had staff track that information.
Nelson asked that tracking of those requests be an objective of the
department.
They will put a complete voter's pamphlet on the website. It will have
prepared statements for and against each issue.
Nelson suggested there be a mechanism to allow people to request a voter's
pamphlet.
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Nelson stated next year they will look at accessing records and how they
move forward on that, continue monitoring ongoing activities, and increased
workloads.
PARKS
Roger DeSpain, Parks Director, stated he received a memorandum with three
questions the committee wanted answers for.
Nelson stated the three questions are looking for measurable outcomes and
things that were asked for in the additional services request (ASR), and the plan to
create additional efficiencies.
DeSpain listed the resources they are using to accomplish goals and
objectives. Volunteers are a big part of accomplishing their goals and objectives.
They tallied the number of volunteer hours, which are 30,663 as of September.
Equate that to the $6.50 minimum wage, for a saving of approximately $200,000.
When people volunteer, they become part of the program. Staff coordinated with
volunteers. In the goals and objectives, there were different associations that have
been involved. The outside worker crew is another resource they've used. He has
heard success stories about people that have worked in the program.
Another area they use resources for is senior activities and centers. The
general fund money that the department receives covers about 60 percent of what
it takes to operate the senior centers. The other $300,000 comes from the centers
themselves, that they generate on their own. They work with many foundations
and groups to make many purchases for the centers. They also receive state and
federal grants to help the seniors.
Other resources include the catalog that requests contributions. That
program is in its infancy. They are starting to get responses.
Nelson asked what they've done to create excitement about that program.
DeSpain stated the bench program has been popular. People want to put their
name on something. They are now starting to do small bridges in parks.
Brown asked how big the bridges are. DeSpain stated they are
approximately 15 feet long and four feet wide. They cost about $2,000.
DeSpain discussed meeting goals and objectives. Regarding the revenue,
they've never asked for more money during the year. Revenue to September this
year is $504,000. Last year they were at $492,000. They've balanced the budget
in 1999. They will come in close to $590,000. They are carefully looking at
revenues on rentals, fees, and charges. If they have additional revenue that has
been generated when they close the books, he would like to put it back into Parks
operations.
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Regarding measures, the demands are going up. Every program they are
doing has had increasing involvement. Attendance has approached 600,000 to
700,000. Some activities and measures show lower numbers. Lighthouse Park had
lower numbers because of the storms in the spring. In meeting the goals, they've
done very well.
They have more than they would like to do. The computer process is just
now coming out to the Parks offices. It has been difficult because they have many
remote locations. Now, everyone has a computer. They are all working hard to
come up with a web page that will be helpful. His vision is to make people able to
look at the Parks brochures on the web, so they don't have to print as many. Many
seniors don't like them, though. They would also like to be able to register and
reserve facilities via the computer.
Nelson asked if one of the objectives next year would be to increase the
number of hits on the web page. DeSpain stated that was correct.
Brown asked if there are plans to develop the South Fork properties.
DeSpain stated they need to acquire one piece of property. They are working with
the property owners. The property with timber was another property. They are
looking at a way to do some timber harvesting without making it look like a stump
park. They are getting close to developing that. He will be coming back to the
Council to request Conservation Futures dollars.
(Clerk's Note: End of tape one, side A.)
Brown asked about the Acme site. DeSpain stated the property they want to
acquire is just east of the Acme site. That additional property will make it easier to
develop.
Nelson stated the objectives are the same as before, although they did
decrease the number of outdoor recreational activities. DeSpain stated they
decreased 300 activities.
Nelson stated the Council is looking for objectives for next year. One
objective would be to include the number of hits on the web page. He questioned
whether that would generate additional cost and additional revenue to support Park
activities. He also questioned what the objective is for the land already acquired,
what they are going to do to finish the property in the South Fork and Acme areas,
and whether those properties will generate revenue. Those are the types of
questions and answers he wanted to see reflected in the goals and objectives.
Imhof questioned the Teen Activity Program (TAP). He has heard nothing
but good about the program. The kids at Sehome High School have talked to him
about it. The parents also think it is a great program. They've decreased the
budget by a lot for this year. There was an ASR for a full -time coordinator for that
program, but it wasn't approved by the administration. DeSpain stated it is in the
budget now for a .6 full time equivalent (FTE) employee. They would like to bring
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that up to a full time person. They have tripled the number of youth they've
enrolled in the program. They would generate about $17,000 in revenue. The ASR
requests about $44,000. Actually, the dollar amount they would need from the
general fund would be about $27,000.
Imhof stated they allocated $33,000 last year. He questioned whether there
was any revenue generated last year to offset the $33,000 allocated last year.
DeSpain stated there was. They will bring in about $9,000 for 1999.
Imhof stated the actual cost last year was about $28,000. DeSpain stated
that was correct. The outdoor gear store REI has kicked in some money this year
and they will also do it again next year. They have a program where their
employees can gift money.
Imhof stated he wanted a brief summary of the revenues and costs for
funding in 2000. This is an exciting program for the kids.
Nelson asked why they expect to level off activity at the Plantation Rifle
Range. DeSpain stated hunting is down in this state. Activity is leveling off. The
law enforcement people need more training time.
Nelson asked about private gun clubs. DeSpain stated they are asking for
more time. They need to make sure there is enough time for the general public to
come in at any time. They also understand that law enforcement and other groups
need to have their competitions. It's tight, but they are making it work. The new
target system has helped a great deal.
Nelson asked about the revenues for the range. DeSpain stated they are
going up.
Imhof asked if there was a facilities fund for replacement of the equipment at
the range. DeSpain stated there isn't.
Imhof stated he wanted to see that.
Nelson stated he talked with the administration about this. That is the
direction they want to go. They want to look at the large expense items that don't
have a revolving account.
Imhof stated they need that for the computers in the County as well. All of
that needs to be put into the equipment rental and revolve (ER &R) fund.
Nelson asked if the extra help was beneficial this year. DeSpain stated it
was. It was helpful with the seniors. They were able to facilitate more groups into
the parks. The parks were clean. He received many comments on the cleanliness
of Hovander Park from the hot air balloonists. They could not have done that
without the additional staff. Major events require major parking. They get the
volunteers to help, but they also have to have staff direct the volunteers. The
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Veteran's War Memorial may be coming to Hovander Park, which could draw 10,000
visitors in a day.
Nelson asked if they were prepared to meet the needs for next year.
DeSpain stated they will struggle.
Nelson asked if there are other things they should look at that weren't
approved by the administration and whether there was something more important.
DeSpain stated the TAP program was most important. Also, Semiahmoo Park has
been closed since 1996.
Nelson asked if they came up with a solution other than money. DeSpain
stated they tried to use volunteers, but it hadn't worked out. They need a
manager.
Imhof stated he would like to see something to show the cost of that
manager position and the revenue offset. DeSpain stated he could provide half
time and a full time options.
Nelson stated a position like that could also be utilized in other areas.
Brown asked the purpose of the wetland study of parks. DeSpain stated that
if he can help developers in Whatcom County to develop parcels by mitigating
sensitive areas through the Parks property, then it would be a win -win situation.
Parks should be in the leadership role, and then tie the program together with
Planning and Development Services.
Brown stated the State Department of Transportation could also use that
program.
Nelson said they could also begin thinking about the objectives for next year.
COOPERATIVE EXTENSION
Craig MacConnell, Cooperative Extension, submitted his presentation
(handout on file). He stated their mission is education. They are available to help
local folks identify their problems and solve them on their own. He listed the four
objectives. They utilize many volunteers. The State values volunteers at $13 per
hour. They get about 53,000 volunteer hours per year. His program included
information on their mission, objectives, need identification and program
development, and the year 2000 plan of work (see handout).
Brown stated the dairy farmers are in a plight with the manure management
and amount of animals. He asked what Cooperative Extension is doing in that
realm, and whether there are any conversion programs. MacConnell stated they
are helping show the farmers that they can generate income through their waste
and composting. Cooperative Extension has held workshops and field
demonstration. There is a slow and steady growth by dairy producers that are
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turning that manure into a product they can sell. A lot of people are driven out of
the County by the belief there will be a better regulatory climate in another
location. That is fantasy. There has been some attrition in dairy numbers, but that
happens worldwide.
Nelson stated the problem might not just be regulation, but the ability to
produce. If there is smaller acreage availability here than elsewhere, then the
farmer can take his investment to the larger land area. MacConnell stated one of
the drivers is that land values here are so high. They can sell land here and buy
cheaper land elsewhere.
MacConnell continued to discuss integrated pest management (IPM) (see
handout).
Nelson asked if that deals with the starlings. MacConnell stated they could
have an IPM approach to starlings, but IPM is more general. That program is
evolving. The Nooksack IPM project finished June 20, 1999. The ASR for the year
2000 IPM project takes the Nooksack IPM project model and continues it in the
county and expands the target groups. The memorandum of agreement (MOA)
with Washington State University (WSU) will provide a staff person to staff that
project.
Nelson asked about the objective for the IPM project. MacConnell stated the
first objective is to develop locally adapted tools that farmers can use. The second
objective is to increase the adoption of IPM approaches by pesticide users.
MacConnell continued his presentation. They will begin looking at precision
farming at the sub -field level, which is determining the agronomic rate of manure
or other nutrients. Precision farming lets them reduce that sampling and
application to subsets of a large field. It is more precision that will create the
agronomic application to the soil limitations in that subset. This county has a
hundred different soils, so that variability is important.
Hoag asked about buffers. MacConnell stated he has tried to make the point
to the State and federal government that Western Washington has small field sizes
and ubiquitous drainage system. When they look at significant buffer widths, they
take many parts of the agricultural area out of production. There is a drainage
ditch every couple of thousand feet. They will try to understand the State and
federal government regarding preserving ecological function. They will then
determine what farm factors influence the ecological function. Then they will
determine how they can provide what the regulatory people want with the least
reduction in the productive farmland.
Hoag asked how they would go about doing that. MacConnell stated they
would convene the farms and regulatory people to come to an agreement on the
goal and how to best reach that goal.
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Hoag asked if they have the funds to get where they need to go. In terms of
the Endangered Species Act (ESA), the National Marine Fisheries Service (NMFS)
will establish buffers that are too big unless the County substantiates those smaller
buffers will work. They need to do demonstration buffers. MacConnell stated they
are going to try and identify the best route they have and the regulators' biggest
priority so they can move the County closer to a common ground.
Hoag asked about a timeline for convening people. MacConnell stated they
are going to start at the first of the year. He has talked to WSU to begin recruiting
people with the good faith assumption the County will provide money from the
water fund to support the research technology position.
Hoag asked if Robert Dyk could be used. MacConnell stated he would direct
the work.
MacConnell continued his presentation.
Nelson asked about the dollar amount for the funds requested in the ASRs.
Desler stated that information is provided in the budget document, volume II.
Nelson asked if these are all from the water fund. MacConnell stated they
are. That is what is driving this effort.
Hoag stated she believed the funding was from WSU. MacConnell stated
there would be an MOA from the County water fund to WSU. WSU will be a
contractor to do that work.
MacConnell continued his presentation. It will be October 2000 before they
can fill the position left by Carolyn Rude. It is the way the State fills their
vacancies. They will hold the position open to fund operations. The Family
Challenge program, under the Youth Development section, is really growing. The
Computer Wizards training program creates a lot of self- esteem in the children that
go through the program and become computer trainers.
Hoag stated the 4 -H program does an excellent job.
MacConnell continued his presentation. The Water Team will prioritize the
Public Information and Education (PIE) work plan.
Brown asked for clarification on the water team. MacConnell stated that
team is composed of Bruce Roll, Chuck Benjamin, Regina Delahunt, Sue Blake,
Michael Knapp, and himself.
MacConnell continued his presentation. They are providing the various water
resources entities the internet access services. They have set up websites for
various programs, such as the Water Resources Inventory Area (WRIA) #1 and
shellfish programs. They are counting the hits these websites receive. Last week,
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WRIA #1 website received 950 hits. They have analysis tools that show where the
hits are coming from. These sites are very successful.
Hoag asked about the shellfish web page. She believed the Northwest Indian
College was doing that. MacConnell stated the Northwest Indian College has a
Centennial Clean Water Fund grant to do data collection. The shellfish web page
has a link to the Northwest Indian College information. In addition to the vanity
domains, they have a domain site that has about 7,600 hits per week.
Nelson asked if they could determine the source of the hits. MacConnell
stated it is a mix of people who are hitting the website.
Nelson stated he liked the objectives. They will have to see about the
increase in the internet. He asked if they are hoping to receive more hits on the
website. MacConnell stated he expected it to grow.
Nelson asked if most of the funding in the year 2000 would be from the
water fund. MacConnell stated that is what the expansion is.
MacConnell stated there is a problem with the volunteer managers. They are
not union and they don't have a salary grid. He talked with Dave Wareing in May,
and was asked to do a survey. He submitted the survey. He asked for voluntary
responses from all of the chairs with Cooperative Extension on the west side of the
State. His office is dead last as far as hours and rate of pay are concerned.
Nelson asked if they are equivalent job responsibilities. MacConnell stated
they are. He asked the committee to think about the two positions funded by the
general fund. The position funded by solid waste can be paid better money. It is
tough to deal with these issues when they are not on a grid. They have to do it
every time as an ASR.
Nelson asked if administration had the grid.
Brown asked for an explanation of the cost and whether it was for the
coordinator of the volunteers. MacConnell stated that was correct. That person
sets up training, coordinates training, and manages the volunteers. He requested
some help with that.
Brown stated there is a big demand for composted manure, and didn't
understand why the farmers don't compost and sell it. MacConnell stated they just
developed a marketing manual for the farmers. They also just got a graduate
student from WSU to work on a market plan for their dairy manure compost. They
will have some good market information to give those folks.
Nelson requested a briefer outline in the future. MacConnell stated he will
pull out some of the major program objectives and give those to the committee.
TREASURER
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Barbara Cory, Whatcom County Treasurer, introduced her new chief deputy,
Steve Oliver.
(Clerk's Note: End of tape one, side 8.)
Cory stated the objectives include providing information to all customers in a
courteous and efficient manner, mail tax statements by February 14 to ensure
consistent cash flow for the County and other taxing districts, and provide all
departments in districts with understandable financial reports by the 10th business
day of each month. This year they were able to mail out the tax statements two
days late. They don't have complete control over that process. They have noticed
it has become more and more difficult to meet that deadline.
Nelson asked if she was talking about the property tax statements, and why
they need to send them out in a timely manner. Most people wait until the last
minute to pay them anyway. Cory stated there are a number of people that expect
the tax statements to be mailed on February 14. If they don't, then the Treasurer's
office gets phone calls from people, which creates more work for the staff. People,
mostly senior citizens, come to the office and pay them right away. That process is
not fully under their control. There is only one company in the State that handles
the tax statement mailing. Whatcom County used to be one of three counties that
used an outside source to mail the statements. It was easy for them to get them
mailed. Now, more and more counties are outsourcing that task to this company.
They are finding it more difficult to schedule the mailings for all the counties.
Brown asked why that one company is the only one. There are local mailing
outfits. Cory stated special equipment is required. The local companies are too
small and do not bid to provide the service. There is another company in Portland,
Oregon they will consider.
Nelson asked if an objective is to find an alternative company that could
meet the deadline. Cory stated that was correct.
Cory stated they don't have full control of sending out financial reports by the
tenth day of the month. They have to coordinate with the Administrative Services
Division (ADS), who closes their books by the 15th of the month.
Nelson asked if there have been any problems receiving payment from
districts regarding early payment fees. Cory stated that would be a question for
ADS. She has been working with ADS to resolve getting the financial reports out by
the 10th
Cory continued to read the objectives, which include converting all payments
and deposits to invested funds as quickly as possible, depositing all material
revenues the same day as received, and deposit all property tax revenues within
five working days of the deadline. It took seven working days to receive all the tax
receipts. After seven days, the Treasurer's Office received 96 percent of the tax
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receipts. They are trying to barcode more tax statements so they can more
efficiently process the payments they receive. Last year, the Council approved a
budget item for new software for a new receipting program. For instance, if a
person owns 1,000 parcels of property, they can receipt all 1,000 parcels at one
time by pulling up the name /number. Installation of that software has been
delayed due to Year 2000 (Y2K) issues. Right now, they have to receipt every
property individually.
Cory continued with objectives that include managing all cash to achieve
maximum potential and with safety and public trust a primary concern and
achieving an overall rate of return and investments which is higher than the State
investment pool. The Treasurer's office has always beaten the State investment
pool. The Council approved a program for the treasury workstations, which will
allow them to better invest funds and know what cash is available and do a better
analysis of cash flow. They bought a canned software problem that will not fit
exactly into the system. It is the customization of software.
Nelson asked about efficiencies regarding the County investment. He
questioned whether it would maintain a high level of accuracy in the investment
portfolios. Cory stated the goal has been to have zero cash in the bank, and all
cash invested. Right now, they have to estimate the amount of cash that is needed
in the bank. This will increase the accuracy of the investment.
Imhof asked about the Bloomberg Market Information. Cory stated it is what
the investment or cash management officers use to look at securities that are being
offered by various brokers to ensure the information they are given is accurate, and
whether it is a security they are interested in. It also monitors the securities.
Imhof asked if the County had used it before. Cory stated last year they
used it, but it was only done as a one -time expense. They have to renew it this
yea r.
Cory stated the next objective includes maintaining property tax revenues at
current collection rates. They have done that since she's been the Treasurer. They
are at 99 percent. Other objectives include budgeting for the general obligation
bonds and road improvement districts. That is just a statement about objectives
for those. They will also develop cash - handling policies and procedures, and train
all County cash handlers. She admitted this is one objective they have not been
doing very well on. It has been an objective for two or three years. It has been a
low priority. It has also been difficult to get the policies in place, so they have not
accomplished that yet. They hope to accomplish that early in 2000. It is a goal.
Nelson asked what they are going to do differently. Cory stated there is a
new employee that has been assigned to the project specifically. They worked out
a timeline for what they need to have accomplished.
Another objective includes exploring the use of pre- authorized payments for
tax receipts. They have done some of that. They now make payment by credit
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card or direct debit from the bank available to the public. They also want to explore
receiving payments through the internet.
Imhof asked if payment by credit card is only in the Treasurer's office, or if it
has been authorized throughout the County. Cory stated they currently offer the
service in District Court and in the Treasurer's office. This service is only available
over the phone, and the person has to pay a fee to use the service. The amount of
the payment determines the fee. That way the County gets its full fee or tax.
Some of the other governments are accepting credit card payments and taking the
three percent hit.
Brown asked if pre- authorized means that someone sets up the program on
their own and allows the Treasurer's office to take the amount from their bank.
Cory stated that has been a popular program. Over 1,300 people have signed up.
On the due date, they withdraw $3 million dollars. The County can plan for that
money because they know that is the amount of money they are going to get on
that day. They can set it up to withdraw on the due date.
Nelson stated there was an ASR request to replace lost employee processing
time. He asked Cory to explain. Cory stated that is the Council's request to know
what the costs would be to extend the office hours. Currently, her staff comes in at
7:30 and leaves at 4:30. That processing time is extremely important. It enables
them to accomplish what she's talked about at this meeting. If they have to be
open to the public, then they can't get all the work done with the current staff.
That's what that hour of processing time calculates to. That time includes an hour
in the morning.
Hoag stated the main concern from the Council was that it be open at noon.
There were some departments that were closing down at noon. For a lot of people,
that is the only time they can come to the courthouse. Cory stated they are open
at noon. They occasionally stay open late on October 31. Her management staff
volunteers to stay. They stay open until 6:00 p.m. They used to stay open later
than that, but it wasn't popular.
Nelson asked if the drop -off box has been used much. Cory stated that is
used a lot. She wished it was in a better location.
Hoag asked if those funds are needed only if they are forced to extend the
hours they are open. Cory stated that was correct.
Nelson questioned the problem with the location of the drop -box. Cory
stated one has to get out of the car; there is no place to park. One has to drop it
off at the building. If there was a drop -box that was on a corner that a person
could drive up to, it would be more convenient.
Nelson questioned whether the administration would be willing to look at that
when they redo the parking area.
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Imhof questioned whether there was a priority on the ASR list that was not
approved. Cory stated she agreed with the administration. She brought to the
committee's attention her request for a .5 FTE to extend the time that they can
service the title companies. The request was for a full -time cashier and to
reorganize her staffing. That would open the service to the title companies from
8:30 to 4:30.
Imhof questioned when they are open to the title companies currently. Cory
stated they could bring in documents from 9:00 a.m. until 3:30 p.m.
Nelson asked about the amount of title companies in the County. Cory listed
the names of the companies.
Nelson asked how many titles are being processed in that period of time.
Imhof asked if the problem is a backlog of titles, or just the scheduling of the
people. Cory stated the title companies like coming to the Treasurer's Office at the
last minute. They have to work with escrow agents and banks before they can
process the documents. The best time for them to process the documents is until
4:30 p.m.
Imhof asked if the office could just move the hours to 10:00 a.m. to 4:30
p.m. Cory stated they couldn't. The 3:30 p.m. is to allow the cashiers to cash out,
and that takes time to process the documents.
Nelson asked if there was any computer hardware that would increase the
efficiency of that process. Cory stated there wasn't.
Nelson stated that next year they would prefer to see what their current
needs are and how they plan to meet the needs, and what requests they need filled
to achieve those goals and objectives. They also need to know how the outcomes
are measured to see if that is being effective.
Hoag asked where the revenue is coming from. Cory stated everything
approved is for the investment pool. Those costs are shared with everyone that
participates in that pool. The County contributes 24% of the pool's expenses. The
treasury workstations come out of the investment pool.
EXECUTIVE
Dewey Desler, Deputy Administrator, discussed the 1999 objectives. Working
with the County Council and departments in a cooperative manner to ensure
coordinated delivery of positive, responsive, and effective services is always an
objective. A new personnel performance evaluation system has been implemented.
They are updating the general personnel policies and procedures. Other objectives
have been completed regarding the computer system upgrade, a financial
budgeting program, and the strategic planning process. Objectives for 2000 are on
page 66 of volume II of the budget.
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Imhof stated they met the Council's direction to hold the line.
Brown asked about the cable television access issue. Desler stated they're
not proposing a tax increase. He understood that the Council wants to pay for the
cable access issue out of existing revenue.
Brown stated the amount requested for the cable access issue was $50,000.
The approved amount was $22,500. Desler stated they might have underestimated
the costs. There are some programming costs.
Hoag stated the salaries and wages go up by 6.11 %. She asked if the
various unions determined that.
Nelson stated the Finance Department has that information. The question is
an appropriate one.
Hoag stated there was also a 5.84% increase in other services and charges.
She questioned what that was about. Desler stated other services and charges
include travel, telephone, advertising, equipment rental, and insurance premiums.
There will be an increase in travel and training in the coming year in the amount of
$1,000. He will also be promoting that increase to the County Council so they can
participate in upcoming training. It also accounts for step movements and costs of
increase.
Nelson asked about training for the departments regarding the budget
process, and whether it should be billed through the Executive's budget or through
the ADS budget. Bennett stated it could be done either way, or through non -
departmental.
Nelson stated he had concerns with the objectives as they are. They want to
work with the various departments. Other jurisdictions do this in a more
comprehensive fashion. The budget as outlined is basically the same, with a small
increase.
Nelson stated they've been continually working on updating the personnel
policies and procedures. He asked what that involved. Desler stated he had to
make some of the implementation policies and job descriptions more accurate.
Those are the two primary issues.
Nelson stated it is important to have good job descriptions to implement the
reward systems. He asked if it would be accomplished in 2000. Desler stated it is
his objective to get all the job descriptions for all 600 employees to a standard that
is accurate and consistent, so that it can provide the employee with direction. It is
also useful for other tools that can be considered in the future.
Brown asked if the Public Works maintenance positions would be individual
descriptions or categorized. Desler stated he would rather categorize them. He
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would like the Human Resources Department to answer that question. They want
to make sure the assignments are consistent with the job descriptions.
Nelson asked if enhancing the efficiency applies to all the departments. He
questioned what they envision to accomplish that goal. Desler stated there is
Council direction to look at those operations and services that are a part of various
departments. There may need to be some consideration for consolidation or
adjustments based on efficiency. Along with the objective to measure the
effectiveness of countywide departmental services, the efforts they've been
discussing relate to management by objectives, and then setting up the
measurement standards, and then doing the evaluation based on that.
Nelson asked about improving the mechanism for public feedback regarding
citizen interface with County government. He asked what the goals would be to
accomplish that objective. Desler stated they could use the internet is one way to
gather feedback. They've also talked about establishing an ombudsman effort. A
third idea might be to ask customers as they are served to give some sort of
feedback.
Imhof stated some departments do that already.
Nelson asked the administration to look at the Auditor's program.
Brown stated a lot of people with Building and Codes are reluctant to give
negative comment for fear of reprisal. They are very concerned about that.
Nelson stated that, if they are going to get productive discourse to the
community, it should be available to them without fear.
Imhof looked for a list of the FTEs for each department. Bennett stated there
is a summary in the budget summary section.
Hoag asked where the slush fund is. Desler stated it is in non - departmental.
The amount has been budgeted at $50,000 for several years.
COUNCIL /HEARING EXAMINER
Dana Brown - Davis, Clerk of the Council, stated there are no additional
services requests.
Desler stated he encouraged the Councilmember participation in the training
opportunities and involvement with the Washington State Association of Counties
(WSAC) and National Association of Counties (NAC). It would be an opportunity to
train and gain information. It would also provide an opportunity to contribute to
decisions that are made by bodies that are speaking on Whatcom County's behalf.
They are at the table on lots of measure policy and budget issues before the State
Legislature and the Congress. Whatcom County is a major county in the state.
There needs to be a presence. Whatcom County is an urban county. There may be
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enough money in the budget to allow them to do this. There is a NAC Legislative
conference in March in Washington D.C. He has represented counties at that
conference for many years. Everyone that has participated in the past from this
area has gotten a great deal out of it. They see that it is a useful vehicle to
contribute to many of the policies that come back at counties from the federal and
state governments. He encouraged that activity. Travel can be easily criticized,
yet people are going to make these decisions anyway, if they are not at the table.
They are going to affect the County. They deserve the exposure from working with
other people that are trying to solve the same problems, and have come up with
great solutions.
Brown stated one of the reasons he hasn't attended some of these is because
often the Council meetings are scheduled in the same time frame. He stated it is
also legal for the County executive to attend these functions. It ought to be a
major goal of the Executive. It is too hard for those trying to hold down another
job.
Imhof stated lots of issues at WSAC are policy decisions and it is not
appropriate for the Executive to be there.
Brown stated he could be there to represent the County Council.
Hoag asked about the funding for the March 1 conference in Washington D.C.
(Clerk's Note: End of tape two, side A.)
Hoag asked about the travel funding. Brown -Davis stated they never
overdraw the entire travel line item. They can get permission for a councilmember
to use money from another councilmember's travel expenses, rather than allocate
$3,000 for each councilmember and never use it.
Hoag stated that the WSAC fall conference is in Port Angeles. The more they
can be involved, the better off they will be.
Desler urged the Council to go to the legislative conference or the annual
conference. It would cost about $1,300 for each councilmember to travel to the
conference in Washington D.C.
Brown -Davis explained there is enough money to send two councilmembers.
She would rather keep the funding as it is and then request a supplemental budget
later.
Hoag stated that, in terms of a supplemental budget request, travel money is
politically controversial. It is nicer to have it budgeted ahead of time.
Nelson stated they have to evaluate what will benefit each councilmember's
ability to participate on the council and if the community can utilize those abilities.
The issues now are with ESA, which is federally mandated. It isn't going to hurt the
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County to have people in Washington D.C. at the national conference to meet with
the local legislators and talk about the local concerns.
Hoag agreed. She preferred to set up the funding now instead of later if they
know they will use those funds.
Brown -Davis suggested increasing the registration and tuition line item
rather than taking those costs out of the travel budget.
The committee concurred.
Imhof asked about the registration line item amount. The amount is $1,171.
That is what was budgeted for 1999, and most has been used.
Brown stated it seemed as if the registration comes out of travel. Brown -
Davis stated they will take it out of travel money, unless too much of the travel
money is being used. Then they'll take it out of the registration and tuition line
item.
Brown stated that inhibits the travel. Brown -Davis she could provide
information on how much is actually being spent on registration and tuition, then
estimate how much they should be spending.
Nelson stated the Council Office has worked within the budget limitations.
He asked what they would accomplish in 2000.
Brown -Davis addressed the objectives and goals. In 1999, the goal was to
continue the archiving process. That will end in 2000, then they will begin the
microfilming project in 2000. They've worked on improving the filing and data
retrievable systems. They've caught up on the backlog of minutes. They've
improved the minutes turn - around time. They've created a system for getting the
Councilmember packets out a day earlier. They are still working on ensuring the
database created by Bob Woods is Y2K compliant.
Nelson stated they could contact Microsoft to see if it would be compliant.
Brown -Davis stated one of the goals for 2000 is to complete archiving. They
want all the records sorted for destruction or archiving with the State. They also
want to complete the microfilming project. In 2001, they will request the
equipment needed for reading the microfilm.
Imhof asked if microfilming is the archive standard or if digital is the
standard. Desler stated the County is microfilming at this point.
Hoag stated the office was promised a scanner. Brown -Davis stated that
there was one allocated to the Sheriff's Office that Dave Wareing promised to the
County Council Office.
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Hoag stated the Auditor's Office has accurate scanners.
Imhof asked if that is something they would use regularly. Brown -Davis
stated they probably would.
Nelson stated they need to make sure they have an optical character
recognition (OCR) program. The administration could check into it.
Desler stated there might be an existing scanner that could be used.
Brown -Davis stated in 2000 the Council Office will begin posting information
on the web page, instead of the County webmaster doing it. If that has a big
impact on the workload, then they may need more support.
Nelson suggested each department submit their documents to the Council via
the computer.
Brown -Davis stated they are going to cross -train Council staff with the
Hearing Examiner staff so the public can have access to the information. Two
people will be cross - trained. Another goal for 2000 is the code scrub. The option is
to have each department do their own scrub or hire a consultant. It may cost
$5,000 - $10,000 for the codification of Titles 21 and 18. That was a goal for 1999,
but Planning and Development Services wasn't ready. Another goal will be to work
on the office policies, procedures, and tasks.
Hoag asked how they are going to do this with existing staff. Brown -Davis
they do their best and reach whatever goals they can.
are.
Nelson asked if these are the top priority items. Brown -Davis stated they
Brown stated they might want to look into financing the code scrub.
Brown -Davis suggested purchasing a cordless microphone. The cost would
be $1,200. The money would be considered capital because it is over $1,000.
Hoag stated it would be for presentations in the Council Chambers.
Desler stated the Executive's Office has two that they would share with the
Council.
Brown -Davis asked about the administrative costs for the Water Conservancy
Board. They asked for a $1,000 start up cost. Hoag stated that is not to be in the
Council budget.
Brown -Davis asked about videotaping Planning Commission meetings.
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Nelson stated that should be a supplemental for consideration of the full
Council.
Hoag stated she tries to minimize her input on Council staff when doing
Council work. The Council could use a research staff position. There are many
issues that need to be researched but the councilmembers don't have time. That
work used to be done by Bob Woods, and when he left the administration took over
and they said they would do the research. However, the departments don't have
time.
Nelson asked if this was a Council Office objective or something she was
working on.
Hoag stated it was for Council. The councilmembers are too busy to do work
that needs to be done.
Nelson stated that is why the Council has to prioritize. The Council needs to
decide if that is what they want to have. He suggested Hoag bring that request
forward to the Council. He asked about the cost savings.
Hoag stated it would not save money. It will produce more efficient and
more responsive government.
Nelson asked how it would do that.
Hoag stated it would enable the Council to take care of problems when they
arise and get better answers to questions.
Nelson stated other councilmembers have expressed the need for other types
of positions, such as a lobbyist or grant writer. Each person has his or her different
needs.
ADJOURN
The meeting adjourned at 12:03 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, 10/21/99, Page 22