HomeMy WebLinkAbout011413_ca05JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Ruth Gordon, Jefferson County Clerk
DATE: 1/8/2013 for 1/14/2013 Agenda
SUBJECT: Transfer of Funds within Clerk's Budget/Project Management
STATEMENT OF ISSUE: [n order to finalize a plan set forth by the previous County
Administrator in 2007, the Board of County Commissioners is currently engaged in a project to
establish an office for the Superior Court Administrator within the footprint of the Superior Court
Judge's Chambers, thereby creating a separate office for the County Clerk. The upcoming
departure of our long-time Facilities Manager has put that project in jeopardy, as he was to serve
as the project manager for the construction phase. The Clerk has offered to provide personnel
funds from her 2012 depar[mental budget to provide funds sufficient to hire an outside project
manager to keep the Court Administrator office project in motion. The Clerk requests that the
County Commissioners approve the transfer of funds appropriated for personnel costs in the
Clerk's 2012 budget to be made available for expenditure in support of work done on the office
project in 2012, per the Central Services Invoice dated December 31, 2012 totaling $5,513.61.
ANAYLSIS: Since 2007 the Clerk has been requesting a remedy to the overcrowded condition
in which the department works. In 2011 the Clerk began to initiate changes that lead to a
successful redesign of the 21'x22' main office, allowing for more efficiency, storage, and ease of
movement through the office. However, no progress has yet been made in providing a separate
office for the elected Clerk, nor in limiting access between the Clerk's and Court's space - at
present all employees of the Court and all employees of the Clerk have keys to each others'
workspaces, which is not a normal situation. The plan to create a separate office for the Court
Administrator within the Superior Court's space will resolve these long-standing shortcomings.
FISCAL IMPACT: In 2012 one of the Deputy Clerks worked four days a week of a full time
position to accommodate family needs, leaving $10,129 unspent in that budget line. $5,514.00
could be redirected to fund work on the office project without overspending the Clerk's budget.
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RECOMMENDATION: Approve the transfer of funds o allow the Court Administrator's
office project to be completed as soon as practical.
REVIEWED BY:
7
i ip Morl y, ounty Administrator
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Date
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
TO: Donna Eldridge, Auditor
FROM: Board of County Commissioners
Philip Morley, County Administrator
DATE: 1/14/2013
SUBJECT: Transfer of Funds within Clerk's Budget/Project Management
Please transfer $5514.00 from line 001050000.512.30.10.0080 to line
001050000.51230.91.0010 to make it available to reimburse the Central Services
Department for 2012 expenses for professional services.
Jefferson County Board of County Commissioners
By: John Austin, Chairman Date
°2~ Department
q ~? Jefferson County,
H,ryG O
of Central Services
Washington
P O. Bmc 1220
Port TOxnsend, WA 98368
Phone: (360) 3859171
Fax: (360)386-9795
Invoice
Jefferson County Clerk
Invoice Date: December 31, 2012
Quantity ni Description Unit Price Total
13 ea Pr ~ect M mt Staff Hours -Bemis 47.82 $ 621.66
4.5 ea Pr ~ect M mt Staff Hours -Bemis $ 71.73 $ 322.79
1 ea Terrapin Professional Services - 11/12/12 $ 2,703.50 $ 2,703.50
1 ea Terra in Professional Services- 10/15/12 $1,146.50 $1,146.50
Subtotal $4,794.45
Overhead $ 719.17
Total Due $ 5,513.61
Remit payment to:
Jefferson County Central Services
P.O. Box 1220
Port Townsend, WA 98368