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HomeMy WebLinkAboutFinance October 21 1992WHATCOM COUNTY COUNCIL FINANCE COMMITTEE October 21, 1992 The meeting was called to order at 9 a.m. in the Council Chambers, 1000 N. Forest St., 2nd floor, by Marge Laidlaw, Chairperson. Also present: Bob Imhof Ken Henderson Absent: Also attending the meeting were Bob Woods, Budget Analyst, and Larry Harris, Council Member. COOPERATIVE EXTENSION Craig McConnell explained how Cooperative Extension works. Environmental education is becoming more and more a part of their work. Their dairy manure management program has just received a national award. No staff increases are requested. [Meeting recessed at 9:40 because the electricity went out. Resumed at 9:47 a.m.] Harris asked about the estimated revenue from fees. They come from the manure programs and educational services. McConnell explained why low or no fees are charged for most of their services. Finally they are able to charge for their publications. Their office manages a large number of volunteers; charging fees for the educational work would cost them the volunteer workers. Henderson noted that the grants were doubled from 1991 to 1992; how much department revenue is tied to applying for these grants? McConnell responded that the grants are self supporting with separate phone lines, separate personnel, and separate supplies. Only management support services come from the department. Henderson asked about the decreased percentages of state and federal funds. McConnell said the percentage went down because of the grants. If the grants went down, the percentage would change, too. The dollars have actually gone up. Henderson questioned the cost of the volunteer hours. The coordinator for the volunteers is paid only $2,600; this is the most cost effective to provide public education. The Challenge 4 -H program was discussed. Services have been provided by various organizations; no dollars have come from Cooperative Extension. Henderson asked that next year Cooperative Extension provide a summary of their services and how Cooperative Extension is involved with other agencies. This would Finance Minutes, 10121192, Page 1 provide useful information about how their monies are being used. McConnell agreed to do so. Woods asked about the public view of Cooperative Extension as primarily an agricultural service. McConnell pointed out that their services are four -fold; agriculture is only one aspect. Imhof asked Laurel Baldwin, Coordinator for Noxious Weed Board, if that part of the budget had been approved by the Board. Baldwin said yes, the Board sets the budget. They always have. AUDITOR Shirley Forsloff, Auditor, gave a brief overview of her department and the four sub - departments. it contains. She stated that the Auditor's office is probably one of the lowest staffed in Elections of any of the other counties. Laidlaw asked Forsloff about the goals, suggesting perhaps more specificity would be helpful. Noting the lack of expenses for training, Laidlaw asked what training did the staff go through, as that was a goal. Forsloff explained that a lot of the training has been done in -house and some has been done this last quarter so doesn't show up yet. Staff members go to day meetings at the State, meetings through the Auditor's Association, and others which she detailed. The Auditor's Office has also provided various training sessions for the public. On page 25 of the black book provided by the Auditor's Office, Laidlaw asked about Forsloff s concerns about appropriate salary for the Internal Auditor proposal. Forsloff changed the recommendation to a salary of $35,000 for the year. She explained the position and the time involved. Imhof asked about the document imaging system. Forsloff said she had some more material for the Committee. This was not part of the county -wide goal, but it is the way their office would like to go. Through an interlocal agreement with Pierce County, this type 'of system could be obtained more inexpensively. She would like to have funds to get this and would like the better system. Woods asked about digitization and motor voter. One concern is the cost; Woods pointed out some of the other software he knows is available. The system Forsloff requested is WANG which is going out of business. He also pointed out that whatever she gets, it should be networking compatible. Forsloff said she knows the costs are coming down, but she does need both the staff to do it and the PC's that are compatible. She discussed the voter registration system they have currently. Imhof asked why funds haven't been put away to replace their 1971 van. Forsloff Finance Minutes, 10121192, Page 2 said she never has been given the funds, but she has asked. The van is about to break down; they need a vehicle. She detailed the demand they have for a vehicle. Henderson asked about the internal auditor and the constant increases in the costs. Is the savings of having an in -house auditor going to offset his salary? Forsloff didn't know. Ronald Riggs, Chief Accountant for Auditor's Office, said that it would probably cost the County for the salary. He didn't know how much this person would find in missing fees. Henderson asked if this new position would be to improve the efficiencies in the County. Riggs said yes. This person would also work with the State auditor and save time and money there. Laidlaw asked Linda Irvin, Executive's Office, about the unified fee schedule she had worked up on the Auditor's Office. Irvin said these were included. Forsloff discussed the methods used for billing the State and the cities for voters and what is involved. Some fees are set by the State and are not discretionary. , Laidlaw asked about the Auditor's Office tying into the GIS system. Forsloff said that would be an advantage; it hasn't been done yet. Laidlaw said that the Council is encouraging as many departments to tie into GIS as possible. PERSONNEL Larry Mans, Personnel Director, presented his Activities Report, then gave an overview of department. They would like to implement a drug program, to begin compliance with the Civil Rights Act of 1992 and Senate bill 1907, and to develop their Assessment Center when they move into their new facilities. Mans detailed the things his department has done to comply with union requests for publicizing job vacancies and to shorten the time taken to fill vacant positions. The County has over 290 job titles; Personnel wants to trim that number and streamline the job descriptions. He discussed the way job descriptions are developed. The American with Disabilities Act was discussed and the checklist for that presented. Mans outlined other accomplishments for 1992 including streamlining and cost cutting in advertising, and personnel evaluation protection and consistency. Laidlaw complimented Mans on his goals as stated, suggesting that the goals be more specifically measurable. . On pg. 133 of the rose colored book, increasing the uses of registers for job applicants- -Mans said that has been done and explained the ongoing work being done to cut costs. Laidlaw asked how long after the new facility is opened would computerized testing be available? Mans said they're already working on that; seven programs have been identified that would be useful. They could be ready to implement that almost Finance Minutes, 10121192, Page 3 immediately. Woods asked about computer literacy on different but basically similar programs. Mans said this is being handled. Henderson asked about time for filling positions in other counties. Mans said some counties are faster, but their hiring is done directly by the departments, which creates other problems. Imhof asked about ADA requirement compliance this year. Mans said they have complied on schedule and have complied with every job that has become vacant. Personnel has hired an additional person to update job descriptions and consolidate and comply; by the end of this year, the work will be about 55% complete, so he's asking that this position be funded for the coming year. Laidlaw asked if a full time person would be needed to keep things current. Mans said no. SELF INSURANCE FUND- Gail Kelly, Personnel Specialist, introduced Karen Howard, Benefits Coordinator. Kelly presented graphs showing claims made and handled for the last three years. Rose book, p. 164, Laidlaw asked if they were really going to exceed budgeted expenditures again. Kelly pointed out the increased costs were because of the Sheriff Deputy's accident last year. Laidlaw asked about 2.3 million dollars in other services. Kelly explained that it's medical benefits for everyone else. Capital outlay has been decreased because they've completed their physical fitness equipment expenditures. ASSESSOR Keith Willnauer, County Assessor, gave a brief overview of what the office does. It is to discover, list, and appraise all property in the county and assess their taxes on that property. He rates his department as adequate in all areas except in discovering additions to real property due to new construction. Laidlaw complimented Willnauer on the narrative to his goals, but pointed out that there was some follow -up lacking on things discussed last year, for instance, the computer assist. Willnauer said this is an ongoing implementation that has been going on for the last 5 years. Residential and computer data base are in place, but mass appraisal information is not in place and, at this point, impossible to get up and running. Henderson asked specifically what parts have been computerized since Willnauer has been here, when will it be up to modem level, and how much will it cost? Willnauer Finance Minutes, 10121192, Page 4 said there were two functions to the system. One is a generalized bookkeeping system to establish levies and monitor assessed evaluation. The other is appraisal. That contains for every property the comparables and other information used in appraising. The residential data base is up and used. It's an assist process, but helpful. What's lacking is the data base for commercial properties, a sales analysis, etc. Willnauer explained the real estate and construction upheaval that has occurred in the County and how his office has worked to meet the required deadlines and level of production. Harris asked how Willnauer felt the department had processed under the RCW s. Willnauer said they came within one day of being unsatisfactory last year because they were still out picking up new construction. Timelines can't be stretched. They're in the same boat as last year, but new construction was cut off as of Oct. 19, so some of the new construction won't be assessed for this year. Willnauer estimates that $200 million is still out there; the Assessor's Office has managed to pick up 60% of the new construction, but that leaves about half a million dollars of potential tax revenue untouched. Half of the taxes go into the road fund, half into the general fund. This is why Willnauer has asked for another appraiser or two. Imhof asked about using some outside appraisers. Willnauer said he did a little of this, but finding capable temporary personnel was difficult, and they charge $45 per hour. This was discussed. Woods (pg. 85, rose colored book) said some of the figures don't add up-- building permits, according the Building & Code figures, are down and expected to decrease. Willnauer said they were down in 1991, but they're up in 1992, as far as he knows. He's anticipating an increase in permits after the first of the year. Willnauer said that his own figures correlate with their paper work load increases. Laidlaw asked about the professional services increase. Willnauer said this was not for GIS but because they are departmentally funding Computech services to their data base. Some of it is also their timber appraiser. Laidlaw questioned the amount budgeted for two computers. It seemed excessive. Willnauer said it was because they wanted an IBM that was compatible with what they already have. Woods asked about the additional appraisers and the work they will do. Willnauer said they reappraise roughly the same numbers every year, but the impacts of Growth Management affect the appraises and the amount of work involved in each appraisal. Additional appraisers will allow the department to get back into their scheduled time frame and cover the territories more thoroughly. Woods and Winnauer discussed the figures involved. Harris asked about the additional personnel and the computers - -did they come as a package? Willnauer said no. One of the draftspersons (1/2 paid by Assessor, 1/2 paid by Planning) would be involved in the GIS, the hands on conversion of all maps. The Finance Minutes, 10121192, Page 5 two emulated computers were for daily processing and the other computer would be for the GIS. Henderson questioned splitting positions between departments. Willnauer said he has been asked to trust the Planning Dept., that this position would be located in the Assessor's Dept., and that the person would be doing GIS conversion work. It would be a project -based job with a length of two years. Laidlaw pointed out that there was agreement for the need for a flood control clerk paid for with flood control zone money. OX41151 10 ' Laidlaw asked Ed Good, Hearing Examiner, how he was meeting his goals for hearings. Good said almost 100 %. He's proud of the timeliness record for the year. Laidlaw asked how Good expected to measure "due process." Good said the Council would know from the feedback of the public, but the number of appeals would not be indicative of satisfaction with due process. Laidlaw asked about the computers figure. Did it appear twice in the budget? Evidently it did. The Hearing Examiner did request a copier, depending on where they were located when moved from DIS. Shirley Van Zanten, Executive, explained how copiers were funded; evidently the computer figure was duplicated. Laidlaw asked why advertising costs were eliminated. Good explained that these were paid by the applicant through Building & Codes, so this is not a line item needed by the Hearing Examiner. The Hearing Examiner will send the bills to Building & Codes. Harris asked about the typing of transcripts- -has it peaked out or is it going to be ongoing? Good said he hoped it was peaked out, but couldn't be sure. He explained how the demands for transcripts were generated. There was discussion of changing the code to alleviate the work demanded of the Hearing Examiner's office. Good doesn't think . they need more staffers at the moment, but the computer is necessary to do this. Good is preparing a year -end report that will detail efficiency changes that will not cost money. Harris discussed the Council's feelings on the quality and quantity of materials received from the Hearing Examiner's office. Good suggested reading the Hearing Examiner's report first; forget the packet of information. The report should more than adequately summarize it. The Hearing Examiner's presence at Council discussions of decisions was discussed. Good's year -end report was also discussed. George Reid, Information Services, asked for time to clarify the amounts requested for computers. He explained the reasons for the differences of amounts. For Finance Minutes, 10121192, Page 6 example, Good's request includes not only a new computer, but the upgrading of their current computer. Reid will go over those figures individually during his time, if requested. Because there was no further business, the meeting was adjourned. ATTEST: ,i NanceCohn, Assistant Clerk FINANCE & PERSONNEL COMMITTEE Marge Laidlaw, Chairperson Finance Minutes, 10121192, Page 7