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HomeMy WebLinkAboutFinance October 23 1992WHATCOM COUNTY COUNCIL FINANCE AND PERSONNEL COMMITTEE October 23, 1992 The meeting was called to order in the Council Chambers, 1000 N. Forest St., 2nd floor, at 9:30 a.m. by Marge Laidlaw, Chairperson. Also Present: Bob Imhof Ken Henderson Absent: Council staff also present were Larry Harris, Council Member, and Bob Woods, Budget Analyst. COMBINED TREATMENT SERVICES Peggy Ball, Director, gave an overview of her department. Laidlaw complimented Ball on the quality of her work and of her presentation, thanking her for bringing members of her Board with her. Ball said that they are asking for $85,000 more in Mental Health Services than the Executive requested and $29,640 more in Substance Abuse. One of the reasons for the increased request in Mental Health Services is because of the increase in child abuse cases that they are currently facing; these children are not served in their regular programs. Ball explained that last year they were allowed to use their ending fund balance which gave them extra funds and which explained the totals spent and the differences between those totals and the budget totals. Combined Treatment Services is looking at some severe cuts in their budget -- 36.2% in Whatcom Medical Services, for instance. Mental Health has -faced cuts each year, yet. demands for their services have increased. The Board had requested that Ball let the Committee know what the full requests were so that the Committee would be aware of the paring that had been done on every level and so that Committee would be aware of the effects on the services that would be available to the public. Lynda G. Nelson spoke as a representative of those who have helped by Combined Treatment Services, the agencies that have a heart, brain, and courage, but are spread too thin. She said she came before the Committee today to show the results of the services Mental offers. She's worried about the consumers and what it will mean to those who really need the services offered when the funds are cut. These services are life for people like Lynda who, because of their help, live normal healthy lives. Henderson complimented Ball on the information presented regarding staff hours; Finance Minutes, 10123192, Page I it helped in knowing how staff success was measured. He asked, however, for more information on expected clients. Ball responded that probably there would be a reduction in the number seen because of funding cuts. Woods asked if there was any follow -up on those who passed through the Substance Abuse system. Ball said yes, statistics were kept, so they did know those who repeated. They have records dating back to the 1960's. Ball discussed the Impact Panel they have started to help utilizing these records. John Reitz, Director, Recovery Northwest, reported that the problem of getting recidivitism of DWI clients is limited to two things- -the length of the State program, which is two years, and those who come back in for reassessment data through Combined Treatment. Data will vary greatly, depending on the age of the person coming into recovery, whether or not drugs are used in combination, and how long the person has been an abuser. Service to the really chronic alcoholic becomes a matter of life for the abuser and /or public safety. The cost is relatively low in this county because of the model of treatment used. Henderson asked for further comparison with other counties. Reitz said that Whatcom County's program is truly a community effort and unique in the state; it is supported through city, county, and state funds and facilities. The funds requested are used to augment services already given by the city. Ball pointed out that there is a considerable increase in the problem. Harris asked for information about state and federal grant funds. Ball said that there are severe cuts being seen in the funds that come from those areas,. but exactly what those cuts are isn't clear at this time. She estimates from 10% to 16 %. And there are cuts in the funding to Pioneer North, which is the only lockup facility in the northwest. These cuts will severely impact law enforcement as well as Combined Treatment Services. Laidlaw asked about areas that are not spent to budget amounts. Was that due to State billing lags? Ball said yes. Laidlaw said it appears the reserves are being increased when other funds are being decreased and asked for clarification. Ball said that they somehow underspend in her department; as that collects, as they achieve savings there, it goes into the ending fund balance. They plan to keep a two month's balance there. It's a fall back position; 1993 would be the last time they could use it. Woods asked about the ending fund balances. The budget was supposed to bring it down. Ball said she didn't ever think that it would be that low. She understood that she had about $90,000 more than she needed to pay the two months' bills and that she could spend part of it in 1992 and the rest in 1993. That was their planning. Woods pointed out that appropriations were higher than expected, so their ending fund balance would be even higher. Laidlaw thanked Ball for her good, clear, concise presentation and for the good work Finance Minutes, 10123192, Page 2 she and her Board do every year. The Committee appreciates the work. PARKS DEPARTMENT Roger deSpain, Parks and Recreation Department, gave a brief overview of the department. The department is pleased with all of the grants they have received this last year which permitted them to make some refurbishments and to acquire Teddy Bear Cove; it took less than half a million dollars to bring in over six million in grant funds. He shared a list of 62 projects that the department worked on in 1992. These projects totaled about $700,000 worth of projects funded from the 1988 levy funds. The department's revenues are up, and the numbers of volunteers and their hours have increased. The implementation of the credit card system has been a benefit. DeSpain covered briefly the ongoing programs of the department. He also pointed out that although the work load for the department has increased and their services have increased, their number of employees has not gone above the 36 that they had employed in 1980. Laidlaw asked about the projected attendance in the green section of the chart. DeSpain said that their figure was as of August '92, but that the numbers are increasing yearly. Any drop was when they had some parks closed for refurbishing. Harris asked if there was any breakdown between county and out -of- county visitors. DeSpain said yes, they have those in the department; he would provide those if Harris wishes. He said that yes, there are out -of- county and out -of -state fees charged. Laidlaw asked how that status is determined. DeSpain said they ask and that drivers licenses are checked. DeSpain projects another increase in their revenues for this coming year as ' the facilities are more heavily used. Laidlaw said that the performance measures were pretty good, especially with the attendance figures given. Laidlaw asked about the position cut. The full time cut was the transportation position which has been transferred out due to changes between WTA and the Council on Aging specialized transportation contract; the cut has actually been a half- time position. Henderson asked about the objective to coordinate for Senior use facilities- -does that occur now? DeSpain said yes and gave some examples. Imhof asked how the senior centers were funded. Part is, DeSpain said, from current expense. The other dollars, in terms of millions, come from Whatcom County Council on Aging, and there are other sources. The budgeted amount is our share. Harris asked about fees; how often are they upgraded? DeSpain said every year. They look at the market, at the use when an increase is made, at comparables. Harris suggested an admission fee to get into the parks. DeSpain said that could be done, but the citizens might not receive it well. There are fees for out -of- county use. The Board has always felt Finance Minutes, 10123192, Page 3 that because citizens are paying taxes, they should be able to use these facilities they are paying for, but Parks does charge for the extras like the paddle boats. Laidlaw asked about the $175,000 still showing for storm damage repair; has more work been done? DeSpain said that the work has been done since the June 30 figures that the Council has. The work has been completed. In fact, there is some money coming in from FEMA. Woods asked about the Parks Improvement fund. The budgeted fund expenditures would put Parks into a deficit position if they spent the budgeted amount. They've done it again. How do they know they won't go over the amount available since they've budgeted more. DeSpain said it's because they know what the cap is; there is a Board that won't let them do that. They have their wish list and they go as far as they can, earmarking each month the priorities. Woods said that once the money is budgeted, Parks is authorized to spend it; what Wood asks is that the budget be balanced when it comes in. DeSpain emphasized that they will not overspend. Mary Lou Jones, Office Manager and bookkeeper for Parks, explained how the capital expenditures fund worked from Parks' perspective. Concerns were still expressed that a balanced budget, not a deficit budget needs to be presented and adopted. Henderson asked about performance activity measures. How are volunteers managed and promoted? DeSpain said that each manager works with an RSVP and they recruit their volunteers themselves, rather than having one person coordinate the whole program. DeSpain said the half position they're cutting is a senior services staffing position. Henderson complemented the Parks Board for its oversight and the success of the work they and Parks both do. Laidlaw said the performance measurements were quite good, subjectively, and contained a good amount of detail. Dan Taylor, Planning Director, brought out some changes that have been made since the narrative was made. In Growth Management they're doing well with the pieces, but putting the whole picture together is slow. They're behind schedule on both SEPA and the transportation plan. Transportation will be a big part of what Planning does this spring. The biggest piece they have yet to do is the rural area, bringing in the citizens and beginning their "visioning." Tying this in with County -wide Policies is awkward. They are slipping in two areas: housing and utilities. They will continue working on the pieces, but getting it into the package will be the problem. The SEPA issue is pushing Planning to put the whole package together before presentation to the Council. Urban Growth Boundaries are about 4 to 6 months behind; the aim for implementation is now June, 1994, rather than June, 1993. Finance Minutes, 10123192, Page 4 Taylor discussed some of the problems that have been facing the department. Some prospective grants and the transportation monies are some funds coming in which don't show in the budget. Laidlaw asked about the Commercial/Rural Forestry and some other rezone issues as examples of how much of a problem or impact it might create when the Council puts things back to Planning or has delayed actions on something or when extra is requested. Taylor said yes, it has an impact and backs things up, but it's part of the process. It does have an effect. Laidlaw asked that Taylor please remind the Council of the possible impact of some of the things Council does. Henderson seconded that, and said Council would welcome recommendations from the Planning Department. Henderson pointed out that Committee hearings were redundant in Planning issues. Henderson asked about the coordination of GIS programs. It scares Taylor that all the other departments are doing work with GIS. It's difficult because of all the moves taking place. The problem is all the different kinds of GIS programs; it would be better if everyone tied into the one Planning has coming. Laidlaw asked about Building and Codes tying into it. Taylor said it isn't necessary right now, but eventually they will become a major user of it, but not in the building of the system. Engineering should begin first; Planning and Assessors Office would tie into that next. Harris asked about SEPA. Taylor said that SEPA is supposed to be integrated to a much greater extent than had been previously thought, which means hiring experts to determine how this is to be done. It has gotten much bigger than expected and the funding is not there. Henderson asked how much coordination there is with Skagit County. Taylor said that Planning has talked with Skagit; they're aware what we're doing and we're aware of what they're doing, but that's it. On page 98 in the rose book, under General Department Objectives, Laidlaw asked why there was no particular mention of Lake Whatcom Subarea; finally on p. 183 Lake Whatcom subarea is mentioned, and it's a big project. Taylor pointed out that it is listed high priority. Laidlaw said that it's not on the front burner; would Council have to mandate it? Taylor said yes. Laidlaw asked which things would be put off if Lake Whatcom were mandated. Taylor said the referred projects would be put off- and Growth Management would slow down. His objection to doing the subarea plan is that he would like to meld it into the Growth Management process. Harris noted that on the list on page 102 in the rose book, housing has slipped. Would the county go back to housing assistance grants? Taylor said they might, but it's only a piece as they work with Growth Management, and they're trying to do without that. It's a matter of time. Taylor laid out what they would like to do - -look at some of the worst areas Finance Minutes, 10123192, Page 5 in the county and begin with what could be done there. Growth Management funds are down; if those funds for pulled for housing, the funds wouldn't be available for GIS or something else. Henderson asked about work with Building & Codes on development standards. Taylor hopes that it will be done by the year's end, so it will be a moot point next year. Laidlaw suggested that the Council's Planning Committee take a look at that because possibly only bits and pieces of the regulatory issues would come back to Council. This would help Council to keep in touch with the whole picture. Taylor said that his 3 1/2% reduction was coming out of staff rather than elsewhere, though he wasn't laying anyone off. He was, instead, reducing overtime and extra help, and cutting hours. Laidlaw, referring to page 104, asked about the land swap; Planning would not develop a management plan? Taylor said no, Planning assumes that the county gets certain lands and would actively work in the management of it. Then the amounts for the management budget would come up. Planning is prepared to address development of the plan this year. Implementation of a management plan has not been assigned. TREASURER Laidlaw complimented the treasurer on increasing her efficiency until she could reduce her staff by one person. The budget is tight, lean, and well done. Barbara Cory, Treasurer, presented her overview. She said that as soon as the technology is available, she will be coming before Council to ask for a bar code system to use with the tax statements to facilitate processing the statements. While it will cost money to install the system, it, too, could save staff positions in the future. She is a little nervous about some of the cuts in her budget; for instance, their department is impacted by what some of the outside districts do, like the water districts which might increase their charges. There is a limit to what the County can charge these districts, yet the Treasurer's Office is obligated to collect the funds regardless of the timeframe involved. Cory said that the department is looking to pooling the county's investments and hope to get that in place by January 1. This will increase their income from investments, but will mean that the Treasurer will return for a supplemental of about $20,000 to fund this. The expected increase in revenues the first year could be around $100,000. Laidlaw asked about the printer and some of the other programming materials. Cory explained that this was for address histories- -where were statements sent, who authorized the change - -which would reduce the number of hours spent with taxpayers. Henderson asked if this program was dollar effective or just job stress related. Cory Finance Minutes, 10123192, Page 6 said both. Woods complimented Cory on the specificity of her budget. 1616-1 2F.111 NJ I I Dr. Frank James, County Health Officer, pointed out that their budget reduces the county's health cost over this next year. They've kept within the Executive's request for a 5% reduction. Laidlaw asked for a copy of the Health Dept.'s goals and objectives. James said they have it as part of their ongoing program and he will provide it; it's at the office. They go back about ten years in measurements and project two years. The increase requested in staffing is a reclassifying of their water analyst. The other staff additions are funded by grants. Laidlaw asked about another staff position. That, James said, is an error and not an additional services request. The executive had not forwarded that to Council. Shirley Van Zanten, Executive, confirmed that these additional positions should not have come forward. Only four should have come forward, the WIC program, the Risk Management of Solid Waste, the half time nurse practitioner, and the reclassification noted above. Imhof commented about p. 211 in the rose colored book, under objectives, that it would be nice to say what the present standards are, how often clinics are open, where the Health Dept. is now and where it's going. Laidlaw asked for the position control form like was used last year. It would be helpful to know how large the staff is, etc. James will send that document on to Woods later today. Woods asked about the pregnancy /maternity care, the pregnancy 2000 visits. Henderson asked for clarification under Public Health Administration, p. 169 in the rose colored book, of a capital outlay. Jeff Lyle, Administrative Director, explained that it's an additional vehicle. Henderson asked what is meant by other services and charges, and how do things end up in that particular category? Laidlaw said we have that information in the printouts. Woods explained the issue. Lyle also pointed out that the rent is spread among a number of funds. Henderson asked about getting private insurance companies to cover immunizations. James said through politics. Keeping the immunizations up will ultimately reduce costs to society for those diseases. James explained the fees charged - -the Health Dept. is paid for many of the immunizations. [Recess from 11:40 to noon until Carl Allen could be at the meeting.] Finance Minutes, 10123192, Page 7 DEVELOPMENTAL DISABILITIES Carl Allen, Director, briefly described the department's functions. They use their funds to subcontract services for developmentally disabled people. They have both an pre- school and a retirement program for their people, as well as various employment services. Allen has concerns about the 1993 -95 biennial state budget; the cuts from the State will mean cutbacks in the programs for the local disabled. Currently they are facing some six different proposals to revise the total program for the developmentally disabled. Allen said that about 35 persons are not in services at this time who will be first in line if there is any room. For the first time the state has supplied money for high school students, but by the time those funds reached the local level, it had been cut back. The funds did allow 21 people to enter the programs. Henderson asked if that accounted for the differences in program numbers. Allen said yes. Laidlaw asked about the intergovernmental line item that appears to have been over estimated by about $123,000. Allen said that the state legislature allocated some funds; these were allocated beginning in July, but not released until January. Also, some of the monies have been allocated for particular individuals who have not yet come into the program because they are in institutions or whatever. This money cannot be spent elsewhere and may have to be returned to the State. Henderson expressed appreciation for the structure of the Developmental Disabilities Department because of its flexibility. Laidlaw pointed out that Developmental Disabilities appears to be cutting its budget pretty closely, leaving not much of an ending fund balance. Woods pointed out that adding the overage to last year's, the ending fund balance will be about $50,000, so it's not as close as it seems. Because there was no further business, the meeting was adjourned. ATTEST: G� �f�L2J Nancy Cohn, Assistant Clerk FINANCE & PERSONNEL COMMITTEE Marge Lai w, Chairperson Finance Minutes, 10123192, Page 8