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WHATCOM COUNTY COUNCIL
Finance and Administrative Services Committee
PROPOSED 2000 WHATCOM COUNTY BUDGET
October 28, 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:
Robert Imhof
Ahcant-
I Tii1: •
DISCUSSION OF THE COUNTY EXECUTIVE'S 2000 RECOMMENDED BUDGET
(ASSESSOR, PUBLIC DEFENDER, PROSECUTING ATTORNEY /LAW LIBRARY,
SUPERIOR COURT /CLERK, DISTRICT COURT /ADULT PROBATION, JUVENILE
PRO BATION /COURT)(AB99 -429)
ASSESSOR
Nelson summarized the information he requested from each department. He
wanted information on requested needs that have an objective goal and
performance measures. He also wanted information on expenditure histories.
Keith Willnauer, Assessor, stated the request for online access to assessment
data best fits into that category. This is an exciting capability to the office. It will
provide better and more readily accessible information to the public. It is the most
heavily requested area of public service. He investigated other assessor's offices
that already have this service online. They have had only positive outcomes. It
meets a goal to provide better and more expedient accessible public service.
Internally, it will potentially mitigate against a high- impact volume of telephone
calls on the existing staff. One additional aspect is that it tends to be a heavily hit
site when the information becomes highly accessible. Yakima County is getting
11,000 hits per month. Many individuals will investigate their own data, and then
bring errors to the Assessor's office, which results in a dramatic improvement in the
data used in the assessment process as those items are investigated and corrected.
There is an immediate impact because it requires a certain amount of investigation
to determine the appropriateness of what is being reported. The end result is a
dramatic and comprehensive review by the individuals. The Assessor's Office has
always asked individuals to look at their records, but individuals have found that
the records have not been easily accessible.
Nelson asked if assessments are mailed out for each parcel or for each
owner. Willnauer stated they mail out one notice to each parcel.
Nelson asked if they were linked to Planning and Development Services in
evaluating parcels that have been consolidated. Willnauer stated they work closely
with that department to coordinate the databases.
Finance and Administrative Services Committee - BUDGET, 10/28/99, Page 1
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2 Nelson stated that has been an objective for a long time. He asked if that
3 has been resolved yet. Willnauer stated they are close to being coordinated. The
4 systems do not have the same computer software. The assessor's database
5 changes daily. It takes time for the changes to become changes in the Planning
6 Department's database. They have worked very closely with them to make that
7 interval time as short as possible. Short of putting the two databases together,
8 which would be a major project, they have shortened the synchronization time to
9 acceptable levels.
10
11 Nelson stated that was a concern raised in the past. The objectives for the
12 Assessor's Office have been the same each year. One request was for additional
13 staff and vehicles. Willnauer stated that additional service request (ASR) was due
14 to a heads up from the Department of Revenue.
15
16 Nelson questioned what the Assessor's Office would do to improve or
17 increase efficiencies and meet needs assuming I -695 did not pass. Willnauer stated
18 they intend to implement the Exigent imaging system. The Exigent Group is an
19 imaging software group that the Auditor contracted with. They have successfully
20 implemented their document imaging system. They utilize those documents on a
21 daily basis. They initially looked for an implementation that tied the Assessor
22 administratively to those documents in the Auditor's Office. It would achieve an
23 ability to acquire those images online across the network, and then administrate
24 them at the Assessor's Office to affect the change to the database relative to
25 recorded documents.
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27 Imhof asked how they keep the images secure when they share the database
28 image. Willnauer stated they are not altering the document, only retrieving it and
29 analyzing it.
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31 Nelson asked what the plus side is for this. Willnauer stated they currently
32 have to make hard copies of all the documents, then have to use hard copy paper
33 within the office. There will be increased access and retrieval speeds, which will
34 save staff time. The second part of this is to add an additional implementation of
35 document imaging specifically to support the Assessor's Office and their database.
36 There are a number of documents, such as building photographs and diagrams,
37 which are not accessible on the computer. They intend to image those into a digital
38 format and have them accessible as part of the database structure. Ideally, if
39 anyone had an interest in a parcel anywhere within the County's wide -area
40 network, one would be able to access the assessment information and the digitized
41 images.
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43 Imhof asked if this would integrate into the developing geographic
44 information system (GIS) system.
45
46 Nelson asked about the copier charge increase. Willnauer stated the copier
47 charge increase is not relative. They are providing all documents to all Board of
48 Equalization members, the taxpayer, and the clerk. They used to provide only one
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copy. Also, they provide a full packet of information instead of just the assessor's
answers. In addition, there is an increasing amount of requests from the public for
copies. People expect copies of everything. It is a public disclosure responsibility.
The Assessor's Office has seen those numbers and the cost of copying continue to
escalate. They can't handle it in the existing budget.
Nelson asked if there was anything not approved in the ASR that he would
rather have. Willnauer stated there was not.
Nelson asked about the requested additional full -time equivalent (FTE)
employees if I -695 should pass. Willnauer stated that is a very flexible request.
They don't have a clear picture of the structure of this might be. They are meeting
with the Department of Revenue after the vote, on November 9. He will then have
a better idea of what to expect. The scope of it is staggering. He would come
forward with a bona fide supplemental budget request at that time.
PUBLIC DEFENDER
John Ostlund, Public Defender, stated the ASR for the 12th attorney isn't an
additional service, but an ongoing service from the last several years. The
Executive approved the request as a one -time full -time equivalent (FTE) employee.
His request was to make it an ongoing position. Since 1996, staff has been added
first on a temporary basis. It creates a misconception in their budget request. It
isn't an additional service. It is an ongoing service they've had for several years.
Also, the Prosecutor added staff during the same period of time. The Prosecutor's
added staff has been ongoing FTEs, and the Public Defender's staff should be
ongoing also. There has been an increase in the county's population. The caseload
is not going to go down unless something dramatic happens within the criminal
justice system. When he has to replace a position, it is difficult to advertise
because they have to advertise it as a temporary position. It creates an
uncertainty for the applicants, which narrows the applicant pool. Any ongoing FTE
is subject to their position being deleted at any time.
Nelson asked that administration bring written materials to the committee
before the meeting.
Ostlund also asked for interpreter services. They asked for an increase from
$13,495 to $18,495. They expect to expend $14,000 this year. Interpreter costs
keep going up. The Spanish- speaking interpreters are court certified. They've
been paid $25 per hour. The Public Defender's Office had to pay more for non -
certified interpreters. The statewide interpreter pay rate is $40 to $60 per hour.
He asked to increase the County's rate to $35 per hour. After he made his request,
he received a letter from the court - certified interpreters asking for $40 per hour, an
increase from $25 per hour. The raise is justified. The County is in jeopardy if the
raise isn't granted. The interpreters can refuse to work for $25 per hour. Also, the
certified interpreters are getting paid less than the uncertified interpreters are.
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Dawson asked about the training required to become certified. Ostlund
stated the interpreters have to take a rigorous test. Once they have passed, they
have to maintain their ongoing education training. Not only do they need to know
the language, they also need to know legal procedures and court terms. The law
states that the court has to use court - certified interpreters unless none are
available.
Nelson asked what an attorney on the private side does to provide
interpreter services. Ostlund stated they contact the court and request an
interpreter. The court has to provide an interpreter for private attorneys for all
court proceedings. In court, it is the court's burden.
Imhof asked if the position of deputy public defender has been filled.
Ostlund stated it had been filled.
Nelson stated they have been funding it as a temporary position.
Imhof stated the criminal justice study would be available at the end of
November. He would like to hold the additional attorney item until that study
comes through. If the study determines they need that position and there are no
other changes to the department, then Ostlund could request the position become
permanent. Ostlund stated the Executive approved the position as a one -time
request. He would like it to become a permanent position.
Nelson asked that the objectives be updated from year to year.
Imhof asked if the Public Defender's Office is working with the group to put
together a criminal justice -wide computer program. He also asked how that has
been progressing. Ostlund stated it has been somewhat frustrating. The court
calendar is working well. They need to work on data integration regarding offender
information.
Nelson asked if there is another municipality with that capability. Ostlund
stated he didn't think so. Whatcom County is probably ahead of most people
regarding data integration.
Nelson asked what type of security issues creates the problem. Ostlund
stated the Sheriff's Office has investigative information they don't want the Public
Defender's Office to have. They don't want certain things to go into the court files
or records. The Public Defender's Office has the same security concerns regarding
their private records. The Prosecutor's Office would have the same concerns. The
issues are money and time.
Nelson questioned whether they have looked at grants that would fund a
contract or scope of work that would develop an integrated system.
Dewey Desler, Deputy Administrator, stated there are some savings that can
occur. The consultants will come up with a series of recommendations on how to
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address these issues. An integrated management information system that is not
only used for the initial sharing of data will also provide performance measures and
benchmarks. The administration attempted to do this for the last couple of years.
They have explored this somewhat. They haven't moved ahead because the cost is
daunting. There aren't any standard programs for this. Every county has a unique
system and different requirements. He was in favor of it to the extent they can use
a standard system.
Nelson stated he believed there isn't a standard system to work with. Desler
stated they are still exploring that. In the non - departmental portion of the budget,
there are the essential implementation parts built into the budget.
Imhof stated the study would allow them to make recommendations. The
Council will then sit down with the administration and create priorities and identify
funding sources.
Desler stated the interpreter issue has developed over the last month and a
half. The Council is going to find the same material coming from the Superior Court
Clerk, the Prosecutor, and District Court. The City of Bellingham faces the same
problem. They may want to go through a request for proposal (RFP) process in
conjunction with the City of Bellingham. He would rather centralize the system.
Ostlund stated there are three certified interpreters in the County. They are
getting more and more Russian and various Asian and Indian dialect interpreters.
PROSECUTING ATTORNEY /LAW LIBRARY
Jene' Lang, Law Librarian, stated there is one $5,000 ASR to maintain some
of the CD -ROM materials. The CD -ROM system is very helpful in maximizing the
space needs. It's very searchable and user - friendly. She is a lawyer as well as a
librarian, so she can help people formulate searches. They continue getting a
$6,000 per year donation from the Bar Association.
Imhof stated they requested $5,000, but were only approved for $2,500.
Nelson asked why they reduced the ASR amount to $2,500. Desler stated
there wasn't a particular reason. They were only trying to contain costs. They
want a good library, but these are relatively new obligations the County has taken
on to support books and fees. In the past, the attorneys and the Bar Association
have paid for much of the cost associated with the library. He questioned whether
there is also a Superior Court fee that generates some revenue.
Lang stated they get $12 out of every Superior Court filing fee and $6 out of
every filing fee in District Court. That revenue amount totals approximately
$40,000 or $50,000. The vast majority of the budget comes straight from filing
fees. It is statutorily mandated that the County maintains a law library and a
portion, up to $15 per filing fee, is given to the law library. It is not a discretionary
cost. The only discretionary cost is the additional $5,000. They were granted
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$5,000 last year, and still had to cancel several CD -ROM subscriptions. They still
have the print volumes, but they are harder to use for research. They decided to
keep the print volumes and let the CD -ROM subscription go. She would try to find
a way to bring that back. She has had several complaints from the Prosecuting
Attorney's Office and the Public Defender's Office. They need the CD -ROM Superior
Court materials because they are used all the time.
(Clerk's Note: End of tape one, side A.)
Lang continued to say that the reason she chose the print version over the
CD -ROM version is because the CD -ROMs are leased, not owned. The County owns
the print version. From a space perspective, leasing may make more sense. The
CD -ROM format is more searchable, but there are a lot of older people who prefer
the print version.
Nelson asked if the print books are available at Western Washington
University (WWU) or any other library. Lang stated the closest print version is in
Everett. Fortunately, she has a good relationship with WWU and they operate an
inter - library loan for many materials.
Nelson asked if they could charge a fee to outside attorneys. Lang stated
other counties have done that. They would lose the $6,000 guarantee they receive
each year from the Bar Association. Also, she only works 20 hours per week. If
she had to collect fees from every attorney in town, they would have to increase
her hours.
Nelson asked how many people visit the library. Lang stated they see about
15 to 20 people per day. The attorneys have access 24 hours per day.
Desler asked if there are subscription services online. Lang stated they have
one, but it is only available 20 hours per week, when she is in the library. That is in
the contract. She is trying to negotiate with a different service provider for online
service, but that would mean adding the internet to the library, which they don't
have currently. There are several developing resources, and she is waiting to see
which would be most reliable and long -term before entering into a contract.
(Clerk's Note: the committee took a short break.)
The committee asked for an explanation of the Prosecutor's information.
Brad Bennett, Finance Director, stated the difference is the incurred, but not
reported, liability for tort funds. It is an accounting requirement that there is an
actuarial determined number for future liabilities that people have not reported.
They don't budget for that. Typically, it is not a large number, so it doesn't cause
any problems. It is not a budgeted item, and they didn't pull it out of the actuals.
Imhof stated it is in the documents as an actual expense, but its not.
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Dave McEachran, Prosecuting Attorney, stated they assign a value to a claim
whenever they get one in. Regarding this year's budget, he responded to Nelson's
memo questions. They obtained a High Intensity Drug Traffic Act ( HIDTA) grant to
process drug prosecutions. Federal funds are distributed to jurisdictions for various
activities. They've also computerized their office. All the attorneys are linked into
the system. They've established a software program that links the attorneys and
support staff together. The computerization also provides desktop legal research.
Imhof asked if there is access at the law library. McEachran stated there is.
McEachran stated they wanted to enhance the law library position and to
change the job description. The newer attorneys are more computer literate and
email has been a great benefit. Regarding meeting the goals from last year, they
wanted to reduce the filing time to 23 days. Their goal is 15 days. They want to
decrease the caseload per attorney to 150 cases.
Nelson asked about he amount of the HIDTA grant. McEachran stated it is
about $100,000. Last year it was $60,000, but it was for a partial year. This year
it will be a full year. They were at 210 cases per attorney. This year they are at
about 200 cases per attorney. They are trying to get the juvenile numbers down.
The timeline from the receipt of cases to filing is very important. They've gone
from 80 to 46 days. They want to get down to seven days.
Nelson asked about the current level. McEachran stated they are now at 43
days. The goal is to achieve seven days. That is for the juvenile division.
Imhof stated the goal for the year 2000 is 25 days.
McEachran stated the caseload goal is 325 cases. He predicted they would
be down to 396 by the end of the year. They have been at 412 cases per attorney.
Regarding District Court, one of the goals was to look at the filing disposition goal
to get down to 180 days. They are at 150 days, so they've met that goal. Also,
they wanted to reduce the caseload, which has been down due to the City of
Bellingham taking over their own cases. Over the years, they've seen a 37 percent
caseload from the City of Bellingham in District Court.
McEachran discussed how the ASRs would help to meet goals. They only had
one ASR for a summer intern, which was approved. They let second year law
students try cases while supervised. The students have actually tried jury trials. It
is a terrific benefit to students. They've used this process as a hiring platform.
They have two attorneys that have come through this process. They also put
forward a request for a computerized case filing system. They've asked for this for
many years. They need storage. They would image the case files for the
computers. When they presented this originally, it was a good idea. The Auditor
got this system. It would save on storage and retrievable costs.
Nelson asked what they are using the drug fund money for. McEachran
stated they are funding three deputies. Those deputies are being placed with the
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federal agencies, which has enhanced the task forcing and helps to share any
resources they recover.
Nelson asked if any of the money could be used to increase technology in the
department. McEachran stated they are careful how they spend the money. He
also funds 1.75 FTE in the Prosecutor's Office from the drug fund. They also buy
drugs with the money. There is a task force called the Northwest Regional Drug
Task Force. It is composed of the Sheriff's Office, which is the lead agency, Border
Patrol, National Guard, and Bellingham Police Department. They also buy hardware
for the task force, including a van. They've also bought body armor. They can use
the funds for computer equipment if there is enough money.
Nelson suggested that McEachran put together a combination of funding
sources, in which the County could contribute some, but not all. McEachran stated
he would explore that.
Nelson questioned whether the department objectives could be obtained and
how they are going to meet the goals. McEachran stated those goals may require
further staffing.
Nelson asked if they have been able to reduce the felony workload.
McEachran stated they have.
Nelson asked if the number of juvenile attorneys have been reduced.
McEachran stated they have.
Nelson stated the objective was to reduce the juvenile workload from 523 to
325 cases. He questioned where they are now. McEachran stated they had 500 in
1998. They were able in 1998 to get another attorney and dispose of cases that
were sitting in the office for a long time. There were a large amount of cases that
came through. They feel they will be at about 396 cases per attorney at the end of
this year. Once they were able to do that large volume of 500 cases, it will stabilize
at about 396 cases. They projected 412 cases per attorney, but the actual was 500
cases.
Nelson asked if the increase was due to changing demographics. McEachran
stated that once they got the extra attorney they completed all the cases that had
been piling up. The caseload continues to go up every year, but not as dramatically
as one would anticipate by looking at last year.
Nelson stated they would work with the criminal justice working group to
determine the rest of the needs.
SUPERIOR COURT /CLERK
N.F. Jackson, Superior Court Clerk, stated the document he submitted was a
response to Nelson's questions regarding 1999 goals and how the year 2000 ASR
requests may be used to obtain those goals.
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Nelson stated they have requested information on goals and objectives every
year in an attempt to work with all the departments. He read the listed objectives
for this year. Jackson stated the document he submitted addresses where they are
on 1999 objectives and how requested ASRs might have helped them to obtain
services. The electronic filing is something that has to be done at the state level.
Imaging is a big step in that direction, especially for archiving. From the court's
perspective, it is not the final or best choice. It is a necessary choice in the short -
term, and is part of a larger system. Electronic filing is going to have to come
down from the state. There is little the County can do until the statewide standards
are implemented. He hoped that would happen by mid -2000, and also hoped
Whatcom County would be a candidate as a pilot location. The state already
identified Whatcom County Superior Court as the first choice for a pilot site.
Imhof asked if that has been instituted in other states. Jackson stated it has
been, with varying degrees of success. Several attempts have failed. Utah has the
lead, using a protocol called SGML. However, it is about to be abandoned in favor
of something else. He is involved in a national Supreme Court Committee, who is
working for the Department of Justice, that is looking at a new technology. Data
integration has been long sought for criminal justice agencies in Whatcom County.
It would go a long way to electronically enhance the efficiency in the local criminal
justice system. It would not include electronic filing, but it would have benefits.
Imhof asked if that would be recommended by the criminal justice study.
Jackson stated the reduction of duplicate and triplicate entry has a placeholder in
the Executive's budget.
Jackson stated there is very little they can do about the second objective,
which is to seek to identify and provide greater assistance to pro se litigants,
especially in light of the personnel hiring cap. There is a courthouse facilitator that
is 100 percent funded by filing fee surcharges. The efficiency brought to the court
and the public is fantastic. There are other ways that needs to go, such as in the
area of small probate, guardianships, and landlord /tenant law. Several other courts
in the state have begun that. They are currently seeking to expand guardianship
facilitation without attorneys by using a no -cost partnership with non - profits in the
community.
Jackson stated item three is to work with sister courts to consolidate
services. This has been an ongoing recommendation. The question is whether they
can consolidate some services while preserving the integrity of the courts. The
working group, under the leadership of the Executive's Office, is trying to
coordinate court services.
There are five focus areas in the Superior Court. They have been focus areas
for many years. They are further broken down into 22 measures. Operations try to
address those 22 ideals, which are positive statements of commitments, every day.
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Nelson asked if there have been any changes from last year regarding
security and access to justice. Jackson stated they keep a roster of security
concerns. On a weekly basis, there are problems in the domestic violence
protection office. To some extent they've tried to mitigate the risk people feel in
coming to the courthouse by utilizing an off -site, secret location.
(Clerk's Note: End of tape one, side 8.)
Jackson continued to state that the court accommodates telephonic
testimony of the victim upon demand. People are at risk at the courthouse.
Nelson asked about the incidents of violence in the courthouse. Jackson
stated they have had incidents. They are documented in every file. The number of
incidents is about the same as last year. Many of them are recurring. When they
know they have a problem with a particular case, that case becomes tagged for its
lifetime. They assume the potential for problem every time the case comes back.
Nelson asked about imaging. Jackson stated they are now keeping up with
microfilming. They were several tons behind, but both contracted and in -house
services have caught them up. If the documents were imaged at the point of
receipt, they wouldn't be microfilming or storing the documents.
Nelson stated that is the way they want to go anyway. Jackson stated
imaging is not the preferred storage medium for court document storage. The
electronic medium is intelligent and searchable. Images are not.
Nelson asked if the electronic medium would still require input. Jackson
stated the person who drafted the document would provide the input. The
document would be marked in such a manner that it had discreet and discernable
elements within it, such as the case number.
Nelson asked how they are going to get to that position. Jackson stated it
would only be when the state establishes standards. A necessary portion of that
will be an internet or web based ability for the customers to see it. That will come
sooner than later.
Jackson stated the current analysis is that they are understaffed by 2.2
judges, but they are redoing a modeling and measurement standard that is more
credible. It reflects the difference in the way the judges do business. It will show
that the County may only be short 1.5 judges. The judge -to -staff ratio is also
overtaxed. There is a demonstrable difference between small, medium, and large
courts. Whatcom County can get by with three to three and a half support staff per
judge.
Nelson asked how they are comparable with the rest of the counties.
Jackson stated that information has not yet been published.
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Nelson asked if the teen court has proven effective. Jackson stated it
appears to be. They are in the process of commissioning a no -cost evaluation of
that program.
Nelson asked if a new grant writer for the County would be useful to his
department. Jackson stated it would.
Imhof asked how often the juvenile court operates. Jackson stated weekly.
Drug court has also operated weekly.
Jackson discussed the benefits of the drug program and also the Children and
Families First program.
DISTRICT COURT /ADULT PROBATION
Bruce Van Glubt, District Court Administrator, introduced himself as the new
administrator.
Bennett stated District Court did not have any additional services requests.
Nelson stated he sent out a memo regarding objectives and goals. Van Glubt
stated the goals from this year look like the ones from last year, but he had
developed new goals. First, he took a look at a lot of the old systems to see how
they can be improved. They've been looking at work assignments to find better
ways for cases to flow through the department. Some things that were lacking
were working equipment. They are reorganizing the judge's law library. It will
create savings in the long run. They can do these things in the existing budget.
Dating jury parking passes is a new process that saves the department many
hours. They looked at training for the staff. They are also looking at revenue
enhancement from defendants. Lastly, they are trying to find ways to save money
that include address - tracking, increasing the use of computer systems, updating
forms, and reorganizing the civil department.
Nelson questioned whether they have imaging needs. Van Glubt stated they
might in the future.
Nelson asked if they expect to see revenue or cost savings. Van Glubt stated
they hope the postage costs will go down. He has not developed a specific dollar
figure objective. They are in the process of updating their equipment.
Nelson stated he was looking for creating efficiencies in the department that
would reduce costs. Van Glubt stated the biggest change wouldn't be in cost
savings. What will be significant are the savings in staff time. There are some
revenue generating sources that they have no control over.
Desler stated they've been pleased to see the enthusiasm Van Glubt has
brought to District Court.
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Fred Thompson, District Court Probation Administrator, stated the objectives
are ongoing until they provide an alternative to jail and get people into programs.
This last year, they had to deal with the enormous change in the Driving Under the
Influence (DUI) law. They spent a lot of time with the District Court judges and the
municipal court judges, the prosecutor, and the city attorneys to revamp
procedures and how they work with sentencing. They developed a judgement and
sentence form that is standardized and more efficient. Because of the increased
alternatives to jail, people were being bounced back and forth between the jail and
District Court Probation. They set up procedures so the judges would allow
flexibility to the alternative unit. They are still dealing with the impacts of the DUI
laws. There are many new requirements that are impacting staff. They've already
started working on next year's goals. For years, they have done risk assessments.
In the past they would assign a staff to an offender, no matter what offender's risk
is. Now, they assign a probation officer to a unit that contains offenders with the
same risk levels so they have no choice but to focus on those cases. It may put
some stress on other units. There is an increased caseload for some. There is also
an increased income from the City of Bellingham. They will receive $80,000 more
from the additional referrals from the City of Bellingham. That is why he requested
the increase in FTE some time ago. He also requested another probation officer
because they are getting more money in.
Imhof asked about the .4 FTE increase. Thompson stated they are
requesting that they keep the position full time, as it is now.
Imhof asked how many vehicles they are requesting. Thompson stated the
officers get in the field more intensively. They have tried to reduce the automobile
expenses in the past, but with this new shift in service, the vehicles will be needed.
In addition, bulletproof vests should be available for officers who go out in the field.
Imhof stated the more contact that is made with those people, the fewer
problems there are. It is a good idea, but they need to step carefully and possibly
contact the motor pool. Thompson stated they contacted the motor pool, but no
one has a hand -me -down car.
Nelson stated he works with Probation for substance abuse, and he always
hears that people on probation can't get in contact with their officer. If the officers
are out in the field, the people won't be able to get in contact with their officers. If
they are going to add additional probation officers that get out in the field more,
there has to be a mechanism to allow the officers to be in contact with their clients.
Thompson stated those kinds of clients would be in a different category. They
would have a larger caseload. Officers in the field would have a smaller caseload.
He will control how many people go into the intensive unit.
Nelson stated they need to have more information. Thompson stated he has
begun to assign staff to particular levels of supervision. He looked at the intensive
caseloads.
Nelson stated he wanted to see a plan.
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Dawson asked if he only needed a car for the high -risk probation officer or
for all officers. Thompson stated he has two people who will be assigned to the
high -risk group. He only asked for two vehicles. Initially, he could get by with one
car. They would need the portable phones.
Nelson asked to see a plan, the cost impacts, and the expected
accomplishments. Thompson stated the targeted caseload for the intensive unit
would be 50 cases per probation officer, with two probation officers.
Nelson asked about the impact on the rest of the probation officers.
Thompson stated the low risk unit probation has 700 to 800 cases per officer. They
are less intense. They are asked to get the person to comply by phone or by mail.
If the person has an ongoing problem, they can be bumped up to a higher level of
supervision. His problem will be with the High Level /Intake unit. It will have a
higher caseload, and the cases will need more intake. He is hoping for another FTE
to relieve that pressure.
JUVENILE PROBATION /COURT
Steve Paus, Juvenile Court Interim Director, handed out information (on file).
He responded to the three questions in the memorandum. The first question asked
what has been done to utilize other resources to expedite the goals and objectives.
(Clerk's Note: End of tape two, side A.)
Paus continued his presentation to say they contract with diversion services.
They are one of two counties in the state that does that. As time goes by, diversion
services have been swallowed up by the departments. The spirit of the law is to
have the diversion services provided outside of the juvenile courts. In addition,
there is a pass- through grant with Whatcom Dispute Resolution Center for conflict
resolution and mediation services. This is a grant through the Governor's Juvenile
Justice Advisory Committee. That is working well. They have a contract with
Homeport Learning Center as an alternative educational program for court - involved
youth. They are a full partner with the ShowCap program in Bellingham for serious
habitual offenders. They have joined with law enforcement and community policing
efforts to go to neighborhoods and talk about prevention. They are increasing the
interaction between the community and the juvenile court by regionalizing the
probation officers so they are assigned to particular schools. They are going down
the road of community justice and restorative justice. He believes it will have a big
payoff in the future.
The second question had to do with goals and objectives they've met in the
past year. They have met all but two of the goals for this year. They did not meet
goals numbered 17 and 20. Number 17 was to implement mediation services
programs for at -risk students, and mediate at least five cases per month during the
last six months of the grant period. They have mediated some cases. They have
not mediated that many. Item number 20 was to supervise program youth by
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utilizing a two - person team and address the identified risk factors through contracts
with local providers. That specifically referred to a program called Early
Intervention. Early Intervention was discontinued by the legislature in July. That
program no longer exists in the department.
The summary of handout material was to provide a sense of what has
occurred over the years. Whatcom County has always had a good relationship with
Juvenile Rehabilitation Administration (IRA). They have had a number of grants
with JRA for a number of years. Recently, they lost a sizable amount of revenue.
It has to do with a number of programs, such as the Early Intervention program,
being cancelled and specific legislation, such as the Becca Bill, being highly funded
at the beginning but not as time goes on. They have a contract with IRA for a
program called Community Commitment Program (CCP) for six beds in the juvenile
facility. Each of those beds generate about $40,000 per year if filled. That was a
$240,000 potential revenue source. It has been cut to a total of only two beds.
Imhof asked what revenue it actually brought in. Paus stated they were
averaging at five beds, which is around $200,000. That was a fee - for - service
contract. They were able to use those funds to provide money to purchase services
such as counseling. They also had enough money from that contract to pay for the
telephone, paper, and all operating costs for the department. They also had
detention counseling services that were paid out of that contract. The situation
right now is that the money they get out of the contracts will pay for the personnel
for these programs. A few of them have a little money for operating costs. They
now have to rely on current expense funds or find another revenue stream to pay
for the paper, pencils, and telephone it takes to run the department.
Councilmember Dawson asked if the space was needed for something else.
Paus stated the money comes through IRA, which is a department of the State
Department of Social and Health Services (DSHS). They have broken it into two
divisions. One division is Community Programs, and the other division is
Institutions. When institutions need more money, they take money from the
community programs. When the institutions become overcrowded and they need
the services the County facility has, they loosen up the money. The County is at
their whim. This was a statewide cut. This was an institutional option for the kids
who would have been better served by serving a short -term commitment in the
community. They served their term in the community instead of at a state
institution. Even when they paid $105 per day, they are still $35 per day under the
cost of the institution.
A lot of the ASRs are one -time costs, such as for equipment. They need to
look at what it really takes to run the department.
Nelson asked what ASRs they would rather have, if there were any that were
not approved. Paus stated he would rather have office and operating supplies and
contractual services. They have had the luxury of all the grant money coming into
the County for many years. The way the department used to be run was that if
someone needed services that could not afford them, the youth was transferred
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from a regular caseload to a special supervision caseload, which had a budget to
purchase the service. Since they don't have that anymore, there is only $500
budgeted for purchase of services. He would like to see at least half of the $18,000
go to next year's budget.
Imhof asked about the Parent Pay Program that wasn't approved. Paus
stated it was a program he suggested they investigate. Mr. Desler agreed to
investigate it. The new juvenile court administrator will investigate it. It is a
program that sets a fee that is a portion of the daily cost of detention. That fee is
assessed to the parent.
Dawson asked what the disadvantage would be to initiating that program.
Paus stated the disadvantage would only be the time it takes to set up the
program. There isn't any disadvantage as long as they have the time to put it
together.
Imhof stated they would have to have someone to manage the program.
Paus agreed. It is administered differently in different counties.
Imhof asked that they put a program together and bring it to the Council.
Paus stated they need to have the entire requested amount for the
telephone.
Nelson questioned whether he wanted the telephone more than the
equipment outlay for food carts, radios, and facsimile machines. Paus stated they
certainly need the telephone more than the food carts. The radios are something
they need to look closely at.
Dawson stated she was interested in the Parent Pay program. She
questioned whether it would really cost $180,000 to get it going. Paus stated that
amount was the potential revenue generated, not a cost. He has been cautioned by
other programs not to promise too much in the first year because it takes a while to
get going. If they don't hear from someone in the first 60 days, then most courts
have a contract with a collection agency.
Desler stated it was considered briefly and they decided to wait until the Law
and Justice Plan was presented, a new director came on board to look at the
options, and to do it in the context of a supplemental budget request so they can
bring forward a mature proposal. They are very sympathetic to this right now. The
department is very volatile right now. They would be happy to explore ways to
ensure there is a solid, complete program. If the Parent Pay Program becomes a
reality, then it should be able to finance the improvements and necessities they are
talking about.
Bill Van Diest, Detention Manager, stated the food cart was breaking down,
but the radio is a priority.
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Imhof stated they need to sit down with the people from Juvenile Court and
ensure their needs are funded. They are not asking for that big of a dollar amount.
They can get by with $9,000 of the $18,000 in contractual services. Some of the
other needs are small and can be addressed.
Nelson stated he wanted to see that each department had what it needs to
make the staff's jobs easier.
Desler stated the District Court is able to meet their needs within their
existing budget. The volatility is from the funding sources they see. It will take a
bit more analysis in terms of time that they had available. Before they enter the
new year, they will be doing that work with the new administration. He proposed
they do something within the supplemental budget process, unless the Council felt
strongly they need to do something within the budget process.
Imhof stated the supplemental process would be fine. It would give the new
director time to come up with a good program.
Nelson stated he was talking about evaluating whether all department staffs
have the tools they need to work efficiently. He questioned how that is reviewed.
Desler stated each department handles their office equipment individually.
Bennett stated that at year end, a lot of departments realize they have a
little bit of left over money and will use it to buy items such as typewriters to make
their jobs easier. People get used to the machinery and don't get around to
replacing it.
Nelson stated each department manager should step back, reevaluate the
service levels they are providing and their mission, and determine how they can
achieve measurable and achievable objectives during the year.
ADJOURN
The meeting adjourned at 11:55 a.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, 10/28/99, Page 16