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HomeMy WebLinkAboutFinance November 4 1992WHATCOM COUNTY COUNCIL FINANCE AND PERSONNEL COMMITTEE November 4, 1992 The meeting was called to order at 9:30 a.m. in the Council Chambers, 1000 N. Forest St., 2nd floor, by Marge Laidlaw, Chairperson. Also present: Bob Imhof Ken Henderson Absent: Other Council Members and staff present: Bob Woods, Budget Analyst; Larry Harris, Council Member. PURCHASING Nat Dickinson gave a summary of accomplishments for this year and an overview of hopes for next year. One of the best accomplishments for this year has been the bid form reorganization. He hasn't yet formally formulated the bid policies, but expects to have it done by the end.of 1993. Purchasing has found an economical source of recycled computer paper, so they're reaching toward 100% purchasing of recycled paper. Departments are turning more and more to Purchasing for everything, including printing, and Purchasing has been able to save money for the departments. The forms have been revised and standardized by working with Information Services and the various departments. The supply, inventory and billing systems have been automated and the process is being streamlined. Next year they want to increase buying recycled materials without raising costs. They're exploring recycling anti -freeze and oils. Dump truck rear tires are being recapped. They hope to publish a catalogue of County supply items and encourage ordering of standard items. Work is being done on standardizing office furniture and furnishing, which will save money. Dickinson would like to see some of the standard services such as computer related, telephone related, window washing, room renovation, services that are less than $10,000, could be authorized on purchase orders rather than contracts, which would reduce time and paper work. Laidlaw complimented Dickinson on his objectives, but asked about the ones he was discussing which were not on the written objectives. Dickinson said some of these had come up since the objectives were written in August. Laidlaw asked about reducing printing costs. Dickinson said he could reduce that by probably ten per cent. Dickinson said that in terms of standardizing furnishings etc.; good records of what has been spent is not adequately available yet, though the Executive has bought new software that, once it's installed, will be able to provide this information. Right now they're trying to define the statistics they need to get out of the system so they can work the system to give the information wanted. Once this software is installed, they will be able to set a goal for reducing costs. Laidlaw again complimented Dickinson but on the goals he had written. Costs have been decreased through streamlining Laidlaw asked about Dickinson's work with Public Works to control inventory at the Central Shop. He said that Public Works is instituting a bunch of controls right now. Dickinson said he would try to support Public Works as they try to institute these changes; he does not have control over their supplies. Woods asked about forms and records standardization. Dickinson said that there wasn't a formal plan, but it is something they have been working on with Information Services. It would be an asset to the County to have form standardization. Imhof asked about the $28,725 in Capital outlays. Dickinson said that figure was for the additional copiers he needs which are to be placed in offices which really need new copiers. It's entirely copiers. Henderson asked if it went into ER &R. Dickinson said no, it went into County supply, so it was a revolving fund sort of purchase. The departments are billed monthly for "rental' so that they can pay for service and so they can replace the copiers when they are worn out. The average life of a copier is about four to five years. The copiers are for the Hearing Examiner, Personnel, and Jail nursing station, and then some contingency funds in case there is an unexpected demand. The $5,000 is for a copier for Information Services, there are four copiers, not three. Henderson asked about the J.D. Edwards software. Dickinson said they planned to enter all 1993 purchase orders on the new system, so it will be up and running before the first of the year; in fact, they start entering in early December for the following year. Harris asked how they planned to quantify their improvement once they get up and going. Dickinson said that because the services purchase. order would be different, the savings would be the difference between processing a service purchase order and processing a contract. It's possible to see an improvement in 1993, but that's just a goal at this point; an improvement should be seen in the long run. Henderson asked about buying copiers and doing our printing in- house. Dickinson said he didn't know about that; he'd have to study that. More departments are going through Purchasing for printing; Purchasing is jobbing out the work and getting better service for the departments. If the work is done in- house, it would mean additional staff. There are some kinds of printing that they couldn't even do. Laidlaw asked about Contract Services, a new item. Dickinson said that is for the Messenger Services. That had been handled by the Executive's Office, but was being moved. Further, there would be increased demand for the services. Laidlaw asked about the Finance Budget Hearings, 1114192, Page 2 Communications lines. These are, he said, for telephone and postage and are the same levels as last year. The second section, line 6760, miscellaneous communications for $6,060, Tom Sutberry said, is the Messenger Services, so the first figure is building maintenance fees that they are paying for the County janitorial services. Woods explained that it's because of the new budget system and forms that it seems confusing. Laidlaw asked about 6850, Rentals. Dickinson said that's the copier they have to pay County Supply for. Their costs are the same; they have not increased their budget. Laidlaw asked Dickinson to explain the $8,000 contingency. He said that was an unassigned amount to be held in case of a need for a computer; so many are moving and the needs are changing so fast that it's hard to plan. COUNCIL Ramona Reeves, Council Clerk, said that they have managed to trim their budget considerably. She thanked Council for their cooperation in working with staff. Reeves outlined the accomplishments of the department for 1992 and the goals for 1993. The workload that staff is handling has increased considerably. The additional services requests she has are 1) hiring a temporary BOE employee during the heavy months; 2) getting computers linked to the network for Council Members. to use; 3) an increase in the travel /mileage money for . Council Members; 4) an AudioLink personal listening system which would aid the hearing impaired at Council meetings and hearings. Laidlaw asked about the temporary BOE clerk. Reeves said she estimated between $7 and $8 an hour, part time for six to seven months. This would include required classes in May. Laidlaw asked about the estra services networking amount. Was this approved by Executive? Reeves said yes, this figure was. in the budget. Henderson asked how many computers this would buy. Woods said four. Henderson asked about buying fewer. Woods said that was one per office with one in the Chair's office. Laidlaw, Henderson, and Reeves discussed the office space in the new building, the possibility of housing the Hearing Examiner in Council space, and the increased work load this would create for Council staff. Henderson asked about the necessity of providing facilities for the hearing impaired. Sutberry said that this is only part of what the county needs to deal with in terms of the ADA and is being considered. The capability is built into the Courthouse. Henderson asked about the Washington Service Corps employees -- burned twice, try again? He and Reeves discussed the program's weaknesses and strengths. Henderson expressed hesitation to be involved in the Service Corps. Finance Budget Hearings, 1114192, Page 3 Henderson and Reeves discussed the benefits of having computers available for Council Members. Laidlaw asked about professional services, line 6630. Reeves said that the accounts were separated out so that one was for Book Publishing, the other was for hiring an attorney, if needed, and one other service. The book purchasing fund was for buying books internally for Council members. Laidlaw says she didn't see any funds budgeted for hearings in the County or for county -wide mailings. Reeves said nothing had been budgeted for that; supplementals would have to be done. Henderson said in essence, what the BOE request is for is another BOE clerk, so what's Dana for? Reeves explained Dana's expertise and what she saw as the assigned duties to the temporary. Laidlaw complimented Reeves on her goals and accomplishments. F0,94 9141 Sutberry presented a narrative sheet from the Executive Department. Sutberry reviewed the performance /activity measurements and expressed a desire for the County to come up with some real indicators which would show improved service to the community. He reviewed the work the county has succeeded in accomplishing and beginning. Their plans include implementing ADA, which will cost hundreds of thousands of dollars over the next five years; implementing Growth Management; finishing the Courthouse, facility; coordinating the moves in 1993; implementing the financial management changes. They are hopeful to cut one position to half time and operate with a streamlined office. Laidlaw asked about the increase in extra help. Sutberry explained that one full-time position was cut beginning March 31, so that position moved into the extra help item. Laidlaw asked about the equipment interfund. Sutberry said that they had paid for the amortization fund for their copying machine, but they're buying a new one in 1993, so they begin paying into that again. Laidlaw asked about line 7190, other miscellaneous, for $3,000 plus. Sutberry said that all their line items that had any room in them for reduction have been substantially reduced. Sutberry said he'd get back to Council with that; it's a reduction over the current year. NON - DEPARTMENTAL Finance Budget Hearings, 1114192,. Page 4 Laidlaw asked about the Medical Examiner funding, line 6630. It looks like last year's line items were collapsed. Sutberry said that until this year this was treated as a department. Now it's being treated as a contract; that's the amount of the contract. Laidlaw asked about line 4450, Planning and Community Development. Sutberry confirmed that was Council of Governments. Laidlaw asked about line 6630, Labor negotiations professional services. Sutberry said that was a retainer amount. The $65,000 was the amount originally anticipated for the 1993 service. They have been able to substantially reduce that. Council recently approved a retainer contract for under $30,000. They plan to budget that amount and carry the amount forward rather than budgeting for it individually each year. The $25,000 is the amount set aside for contract with the land trust for the Natural Heritage Task Force planned work during 1993. Shirley Van Zanten, Executive, said that this is for the land swap and for third party assistance for implementing the Natural Heritage Task Force goals, and to work on getting comparable funding from other sources such as the Port and private sectors. Laidlaw asked about the relationship with Fourth Comer Heritage concept. Van Zanten said that was in lieu of that original concept. Laidlaw asked about line 6630 and 7190. $50,000 professional services and other miscellaneous. Sutberry seemed unsure what these were. He thinks it's for employee retirements that were unexpected, NACO, WACO, etc. Sutberry will provide details on these two line items. The interest is the $5,000, he said. The $50,000 is probably the organizational dues, and the $45,000, he assumes, is the excess compensation payouts. Henderson asked about the short term debt interest. Sutberry said that fund has been carried in case registered warrants overdrew the bank or something. It's a place holder. Laidlaw asked about the Public Defender's memo about the secretarial position. Sutberry explained that it was a temporary approval for 1992. It can't be carried forward to 1993 without Council approval. Yet it's part of their base. It's customary that a temporary position is done at the end of the year, but the department would like to keep it. This and the road fund diversion will be discussed Friday. VISITOR AND CONVENTION BUREAU John Cooper, the new director for the Bureau, thanked the Council and the Executive for their support of the Bureau's programs. Cooper said he had some additional requests in the area of capital expenditures. They would like an upper level storage area and new carpet for the Potter Street facility. He outlined the growth of the Bureau and the success they have seen in the work they're doing. This increase has impacted their storage space because of the increased amount of materials they are dealing with. The carpeting dates back to 1986; 68,000 people come into the center each year and the carpet is showing Finance Budget Hearings, 1114192, Page 5 the wear badly. This is the main visitor's center and needs to look nice, to present the best image possible. Laidlaw asked if there were additional service requests that were divided among their agencies, or were these the only ones. He said this was the total request to the County. There were other requests that went to other agencies that they were not asking of the county. Imhof said it would help if their total budget came forward so Council could see what was being requested of the other agencies. Woods asked Sutberry about the increase in the fund balance for the agency. Sutberry said it was an informal policy of the County to keep that fund balance at a substantial level because of the unexpected demands that could come up and the county would have the flexibility to deal with these things. An example would be some of the requests made by the Museum or by Mt. Baker Theater. The County contributes to many public facilities, as do other agencies. Henderson asked about the revenues which support the Bureau. Van Zanten explained the room taxes and the way these are figured and reported. Laidlaw welcomed Cooper aboard and offered any help the Council could give to clarify the budget process. Cooper said he would forward a copy of their budget. WOMEN CARE SHELTER Ann Suloway, Director, explained the work that the Women Care Shelter does. She thanked the Council for the support the Shelter has experienced. The Shelter has experienced an increased need for their services; they expect a 50% growth in the calls to their hot line. There's an increased number of children and women who stay at the house and an increase in the length of stay due to the housing situation in Whatcom County. As a result of the increase in demands, costs are going up. Domestic Violence Taskforce has been created this year to pull together many portions of the community. It's purpose is to limit the occurrence of domestic violence through community education and coordination. The hope is that this will limit the amount of physical damage done to women. Suloway urged the Council to support the Executive's request for funding for this next year. They are expecting cuts from the State.. The FEMA funds will be going down. Essentially the Executive is recommending that the increase from last year continue. Suloway said those funds were needed just to maintain current services. Imhof asked to see a complete budget including incomes from back years so Council could see how its funds relate. Suloway said that 25% of their funds come from the state, 5% from the Federal (includes FEMA), 18% from United Way, 7% from the City, 5% from the County, and 46% from fund raising and private sources. Finance Budget Hearings, 1114192, Page 6 Laidlaw complimented Women Care Shelter and their Board for the strong and consistent work they have been doing. HUMANE SOCIETY Jess Robinson, member of the Board for the Humane Society and Chairman of the Finance Committee, gave an overview of the County contract which goes through 1993 through 1994. A 10% annual increase was built into the contract, but some unexpected issues have made that 10% increase inadequate: the leash law, the licensing requirement, the increased complaint services demanded, increased population. They're taking a pro- active stance to deal with this. One of their new programs is the in -house spay /neuter clinic. Robinson said the Humane Society is asking for an addendum to the contract with the County. With the portion of licensing fees they are able to keep, they still are ending up with a shortfall of $17,000. They are asking to keep more of the fees, and they feel that they can increase the gross revenues by working to increase the number of pets who have licenses. Henderson asked how the fees amendment affected them in 1991. Dodi Honrad explained that the first year of licensing, they experienced an increased cost in getting animals licensed. In 1990 the County contributed just the base amount. In 1992 they contributed the base amount plus the fees split (the Humane Society gets the first $24,000 and half of anything over that amount). 1992 was the same. The request is to change that $24,000 to $57,000. RSVP Ruth Ecklund, Executive Director of RSVP, thanked the County for their .financial support. In 1984 the RSVP began to accept volunteers of other ages than those over the age of 60. They are now becoming the volunteer center for Whatcom County. With the increased demands for their services, they are requesting an increase in their allocation from the Council. They feel that this is fair considering all the volunteers they provide to the County. The hours have increased in the departments; they've been able to return to the County $7 to each dollar invested in the RSVP program. This coming year funds will be decreasing because the state has totally redlined their share of funds, but the RSVP has managed to cut their budget and still maintain services. $22,000 for 1993 would keep RSVP going. Ecklund explained how the contract with the County and City worked. Further, this year they hope to be able to do more training with their volunteers and to recruit more professional volunteers. Finance Budget Hearings, 1114192, Page 7 Henderson asked how many volunteers there were and how many were over 60. Ecklund said there were 1,096 volunteers; 90% are 60 and over. Ecklund invited the Council to a December 1 meeting from 8 -10 a.m. for their legislative breakfast at the Bellingham Yacht Club. Henderson complimented the RSVP for its community involvement and services and for its energy. Ecklund said that about one third of their funds come from fund raising activities. One of their best is the Food Fairs they do. NOXIOUS WEED CONTROL BOARD Laurel Baldwin talked about what they have done in 1992. Their public requests have more than doubled since 1991. They've nearly wiped out the Giant Hog Weed. They have also begun putting out a tabloid newspaper regularly. They have printed some brochures which have been successful. They're working with the weed people in Abbotsford to exchange information. Among the 1993 hopes: an "Adopt a Highway" for weed control; working closer with Parks and Forest Service; Giant Hog Weed and other ornamental plants control; working with FFA for hand pulling projects on both private and public properties; millfoil eradication projects, including Lake Whatcom; a survey on Salt Water Cord Grass which affects shell fish; continued promotion of weed control in a pro- active way including public education. Their work has already gained them State as well as national recognition. The Board has asked that Baldwin request a restoration of the 3% reduction in the 1993 proposed budget. Their grants are finished. There will be no grants from the State next year. Henderson asked about the five uneliminated sites of Giant Hog Weed. Baldwin said they were controlled and would be eliminated soon. Laidlaw and Henderson asked about state involvement in the Salt Water Cord Grass. Baldwin explained how limited it is. ALZHEIMER'S SOCIETY Frank Winslow reported on the Alzheimer's Society. He wasn't here to ask for money, but to explain the work they are doing. He himself is a volunteer. They have a half time secretary who is paid out of donations. He talked about the Northwest Council on Aging. He feels that they are encroaching on the Alzheimer's Society's work and have the Finance Budget Hearings, 1114192, Page 8 backing of tax dollars to do so. The Alzheimer's Society is filing a law suit against DSHS and against the four counties that use the Northwest Council on Aging. Because there was no further business, the meeting was adjourned. ATTEST: Nancy CeK Assistant Clerk FINANCE & PERSONNEL COMMITTEE arge LaAlaw, Chairperson Finance Budget Hearings, 1114192, Page 9