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HomeMy WebLinkAboutM100702District No. 1 Commissioner: Dan Titterness District No. 2 Commissioner: Glen Huntingford District No. 3 Commissioner: Richard Wojt County Administrator: David Goldsmith Deputy County Administrator: Gary Rowe Clerk of the Board: Lorna Delaney MINUTES Week of October 7, 2002 The meeting was called to order by Chairman Richard Wojt. Commissioners Glen Huntingford and Dan Titterness were both present. Approval of Minutes: Commissioner Titterness moved to approve the minutes of September 16 and 23, 2002 as presented. Commissioner Huntingford seconded the motion which carried by a unanimous vote. PROCLAMATION: Domestic Violence Awareness Month: Jess Schumaker, Community Education Coordinator for the Domestic Violence Program, reported that domestic violence continues to be a problem in Jefferson County because the effects can be passed down for many generations unless there is an intervention. The latest studies show that children in a home with domestic violence are aware of it even if they don't see it happening. Commissioner Huntingford moved to have the Board sign a proclamation declaring October as Domestic Violence Awareness and Prevention Month. Commissioner Titterness seconded the motion which carried by a unanimous vote. COUNTY ADMINISTRATOR BRIEFING SESSION: County Administrator David Goldsmith reported on the following: · The new E-911 computerized dispatch system includes a new records management program for the Sheriff' s Office. There have been some problems with the new system and the Department has been running it parallel to the old system to correct them. The Port Townsend Police Department has also upgraded their records management system to interface with the new County system. Last week the Sheriff decided to abandon the new system and reinstate the previous system. This may result in additional costs for data conversion. · Budget hearings are this week, and the Board has requested that 3:30 p.m on Tuesday be set aside for employees to make comments on the budget. The Elected Officials and Departments Heads will be advised of the time and asked to make arrangements for employees who want to comment at that time or at the other scheduled times. Page 1 Commissioners Meeting Minutes: Week of October 7, 2002 The deadline for the FEMA Hazard Mitigation Plan has been extended from October 2003 to sometime in 2004. The County will be provided with data about the number and nature of past emergencies. After the budget hearings, the structure of the County Administrator's Office will be reviewed to address how the responsibilities of Deputy County Administrator and the Director of Central Services will be handled. Commissioner Huntingford reported that he checked with the State about the recently increased (from $.25 per line to $.50 per line) tax on cellular phones and they confirmed that they would cut E- 911 operations funding to the County if the County didn't increase the tax. The White House has compiled information on issues that impact counties and the booklet was distributed at the WSAC/WACO Conference. The Governor has created a task force to address why businesses are leaving Washington State. PUBLIC COMMENT PERIOD: One person begged the Commissioners to save the County from the Port Townsend City Council. APPROVAL AND ADOPTION OF THE CONSENT AGENDA: Commissioner Huntingford moved to delete Item 3 and approve and adopt the balance of the items as presented. Commissioner Titterness seconded the motion which carried by a unanimous vote. 1. RESOLUTION NO. 62-02 and HEARING NOTICE re: Intent to Declare County Surplus Property; Hearing Scheduled for Monday, October 28, 2002 at 10:05 a.m. in the County Commissioners' Chambers 2. HEARING NOTICE re: Proposed Ordinance to Establish the Community Investment Fund Program; Hearing Scheduled for Monday, October 21, 2002 at 10:45 a.m. in the County Commissioners' Chambers 3. DELETE BID CALL re: Flat Bed Body and Aerial Device; Bids will be Accepted until 10:30 a.m., Monday, October 21, 2002 at the Commissioners' Office and Opened and Read Publicly in the Commissioners' Chambers Shortly Thereafter (See Item later in Minutes.) 4. AGREEMENT re: Aquatic Lands Lease No. 51-074302, Right of Entry and Authorization to Use State Owned Lands for Emergency Repairs to the Upper Hoh Road, Project No. XO1313; Jefferson County Public Works; Washington State Department of Natural Resources 5. AGREEMENT re: Provide School Health Services; Jefferson County Health and Human Services; Quilcene School District 6. AGREEMENT re: Provide School Health Services; Jefferson County Health and Human Services; Chimacum School District No. 49 7. AGREEMENT re: Provide School Health Services; Jefferson County Health and Human Services; Port Townsend School District No. 50 8. AGREEMENT #C08646, Amendment #8 re: 2001-2002 Consolidated Contract; Jefferson County Health and Human Services; Washington State Department of Health Page 2 Commissioners Meeting Minutes: Week of 10. 11. 12. 13 October 7, 2002 AGREEMENT re: On the Job Training (WIA) Reimbursement; Jefferson County District Court; Washington State Employment Security AGREEMENT re: Extension of Employee Assistance Program; Magellan Behavioral Health, Inc. Accept Resignation of Two (2) Members Serving on the Conservation Futures Fund Citizen Administration and Oversight Committee; Ralph Rush, District #2 and Roger Short, Conservation District Accept Resignation of a Member Serving on the Jefferson County Rural Library District Board of Trustees; Cynthia Lesh Letter of Support for Jefferson Transit to Receive Grant Funding for Various Proposed Projects; Washington State Department of Transportation, Transit Grant Application Review Committee HEARING re: Proposed Budget Appropriations and Extensions; Various County Funds: David Goldsmith reported that these extensions are being requested as a result of currently on-going and budgeted activities that require more funding than anticipated. Auditor Donna Eldridge explained that part of her request is for training a new employee who is replacing an employee retiring at the end of the year. Forty percent of the Coroner's costs will be reimbursed by the State. The Chair opened the hearing for public testimony. Hearing no comments for or against the requested budget appropriations/extensions, the Chair closed the public hearing. Commissioner Titterness moved to approve RESOLUTION NO. 63-02 ordering the budget appropriations/extensions as requested by the Auditor $3,718.61; the Coroner $5,000.00; the Auditor's O & M Fund $10,537.16; the Treasurer's O & M Fund $13,000.00; Veterans Relief Fund $6,000; the Solid Waste Fund $13,000 and the Solid Waste Closure Fund transfer. Commissioner Huntingford seconded the motion which carried by a unanimous vote. Dave Craig, U.S. Forest Service, re: Secure Rural Schools Title H Projects: Deputy County Administrator Gary Rowe introduced Dave Craig and explained that Jefferson County has contributed a sizeable amount of money to the Forest Service through the Title II Secure Rural Schools funding process. The County's 2003 allocation is at the same level as 2002. Dave Craig updated the Board on the projects in the National Forest being funded by the Jefferson County Title II Secure Rural Schools funds. Commissioner Huntingford asked for more information on the bid process and the contracts for deferred road maintenance work in Jefferson County. Dave Craig reported that, to his knowledge, no contractor was hired directly from Jefferson County. The crews doing the work are staying in Quilcene so there has been some economic benefit to the County. Page 3 Commissioners Meeting Minutes: Week of October 7, 2002 Presentation of Certificates; First Graduating Class of Emergency Management/Homeland Security Citizen Volunteers: Paul Heinzinger, Ann Mulkey, Gary Fell, Hugh Haven, Archie Tweedie, Marian Meany, John Ebner, Phil Meany, and Ruth Bascom were presented certificates for being the first graduating class of citizen volunteers trained as Emergency Operations Center Technicians. Liston Bascom also earned a certificate but could not be present. Director of Community Health Jean Baldwin, and Administrative and Financial Manager MaryAnne Preece re: Update and Request for Funding for Health Assessment Project: Jean Baldwin reported that the West Nile Virus was found in Pend Oreille County. A status report will be made to the Board of Health in January. A telephone "hotline" (385-9712) has been established at the Health Department that will provide information about the virus and what to do if a dead bird is found (ravens, crows, etc. carry the virus.) The advantage of finding this so late in the year is that the mosquitoes that carry the virus don't hatch and bite during winter. She then advised that Jeff Soder, former Substance Abuse Coordinator, wrote 2 grant applications that have been approved and funded: 1) the State Office of Juvenile Justice awarded the County $80,000 for a program of intensive home visits, and 2) a grant for $99,000 was received for juvenile services in the schools. It will provide training, with a large percentage of the funding going to the schools. This will take the place of a grant the ESD wrote that ended this year. The County has had success with these grant applications because of the assessment data that has been collected. The Health Department is proposing a virtual library to present this data along with data from other sources on the County website. In the 2002 budget, $25,000 was allocated for a report on the data collected by the Behavior Risk Factor Survey System (BRFSS). A report will be developed in booklet form with additional information available on the Web. The virtual library will bring all of this data and information together and present it in a way that will be useful to citizens and agencies who need a profile of strengths and challenges for Jefferson County. This library will help people find information they are looking for in a simpler format. She is asking for funding because this project will cost more than was originally anticipated. County government stands to gain a lot because the data will provide the information in a package where it can be compared to the services provided. She requested $24,000 in the 2003 budget to implement this program. HEARINGS re: 2003 Budget: Chairman Wojt opened the budget hearings. Deputy County Administrator Gary Rowe thanked Accountant Karen Bednarski for putting together a summary of the revenues and expenditures for 2003. He explained that this hearing is to take comment on the following funds: Community Services, Conservation Futures, Hotel/Motel, Veterans' Relief, and Weed Control. The Chair opened the hearing for public comment. Page 4 Commissioners Meeting Minutes: Week of October 7, 2002 Tim Hockett, Deputy Director of Community Action Programs, stated that they operate a number of programs that are funded by Jefferson County. He introduced Randy Swenson, the Director of the Quilcene Community Center. OlyCAP's budget proposal for 2003 is $12,000 more than last year's proposal. The reason for the increase is because funding from other County sources have been covering some of the costs for running the community centers that OlyCAP is responsible for under their contract. This includes a portion of the utilities and some of the supplies for the community centers. He reminded the Board that OlyCAP is a non-profit agency, they run the centers with subsidized workers, and they have been running deficits. Chairman Wojt asked how the Brinnon Motel is doing? Tim Hockett answered that the motel is open and active. OlyCAP lost about $12,000 through the first year of operation because they also funded a pre-school operation at the Brinnon School that cost approximately that same amount. This year they have another funding source for the pre-school operation, so they hope the motel will break even. Gary Rowe pointed out that there are 3 components to OlyCAP's request for additional funding: 1) $4,300 that the County Facilities budget has paid in the past; 2) $4,200 that the Brinnon Senior Center has been paying, and; 3) funding for a Title V employee. Tim Hockett noted that currently they have one person dividing their hours between the Tri Area Community Center and the Brinnon Senior Center. The County also provides funding for a Health Care Access Program, RSVP, and the Forks Recreation Center programs. He asked the Commissioners to continue their support for the Forks Recreation Center because Westend residents of Jefferson County also use those programs. Terri Naughton, Tri Area Teen Center, explained that the Center received $15,000 in foundation grants last year and $4,000 recently from the Jefferson County Association of Realtors Rummage Sale. Their budget is approximately $32,000 a year. Their guaranteed income from UGN is $9,000, Jefferson County funds $4,800, and the Community Network funds $4,500. They have been able to make up the difference through fundraising. Her Board is concerned that the County puts considerable funds into the Rec Center in Port Townsend, but continues to limit funding for facilities for Tri Area and Quilcene kids. Recently new siding was put on the Teen Center and it was painted. She invited the Board to stop by and see the improvements. She added that volunteers who teach the kids a skill or hobby are as important as the money. Kathy Lucero, Clallam County Noxious Weed Control Coordinator, expressed her appreciation for the increase in the proposed Weed Control Fund budget. Jefferson and Clallam Counties have worked together on several projects this year and it has made a positive difference. Next year should be even better because they are looking at more grant funding that will make a bigger, better program. She likes working with staff from Jefferson County and the new Weed Board members. She presented the Board with a report of projects that had been accomplished this year. Judi Stewar[, Jefferson County Weed Board member, stated that they realize that budgets are tight and they appreciate the Board's support. Page 5 Commissioners Meeting Minutes: Week of October 7, 2002 Jack Westerman, Assessor, noted that the Conservation Futures Fund revenues are listed as $172,400 and asked how much of the total amount is anticipated from property taxes? Gary Rowe answered that the amount is based on the 2002 budget plus 1%, plus new construction. The levy rates will be adopted in December. The Assessor asked about the Veterans' Relief Fund. Gary Rowe replied that a State statute requires a certain amount in reserves in September, and if it isn't there, the minimum amount needs to be levied, which is approximately $29,900. Jack Westerman pointed out that there will be $29,900 less in the Current Expense Fund because of this. Chairman Wojt responded that the eligibility rules for the Veterans' Relief Fund were expanded this year by the State and the Service Officers' Association expects to see an increase in applications for assistance in 2003. Ann Avery, Director of the Economic Development Council, reported that this has been a successful year because of regional partnering efforts on the Olympic Peninsula, inside and outside of the County. The EDC is working with WSU and Peninsula College to implement a small business incubator and information center in Jefferson County. They are awaiting the final word from a recruitment prospect, a Victorian hardware manufacturer and distributor, that they have been working with for over a year. This company could create 20 new jobs. The EDC is working with an established local business that is seeking gap financing that would bring a very large infusion of new investment into the community. They have also been working with the County on a Community Investment Ordinance that will create more possibilities for existing and new businesses. David Goldsmith explained that the EDC has a contract with the County to provide services. The County will be asking them to take on more tasks this year, including an economic development strategy for County government and filling the role of an omsbudsman to assist applicants with the permit process. Bid Call re: Flat Bed Body and Aerial Device: (See also Item 3 on the Consent Agenda.) Commissioner Huntingford moved to approve the bid call for the flat bed body and aerial device as presented setting the bid opening for shortly after 10:30 a.m., Monday, October 21, 2002 Commissioner Titterness seconded the motion which carried by a unanimous vote. The meeting was recessed at the end of the scheduled business and reconvened on Tuesday morning with all three Board members present. The 2003 Budget hearings were continued as follows: HEARINGS re: 2003 Budget: (See item earlier in the minutes.) Chairman Wojt opened the budget hearing. County Administrator David Goldsmith explained that this hearing is to take comment on the funds administered by the Public Works Department. Public Works Director Frank Gifford added that the Department has followed the Board's directive to build 25% of all non-capital as a reserve. The Chair opened the hearing for public comment. Hearing no comments for or against the 2003 Budget for the Public Works Department, the Chair closed the public hearing. Commissioner Huntingford stated that his main concern in questioning the equipment list is because other Page 6 Commissioners Meeting Minutes: Week of October 7, 2002 departments were asked to cut back on spending, and he wants the Public Works Department to take a critical look before replacing any high-priced equipment. He added that last year in the budget process, a higher percentage for the road levy was adopted because of anticipated deficits on projects over the next few years. Why are they recommending less this year? What has changed? Gary Rowe stated that their reserves are higher now because for several years they had to spend reserves on emergency projects and the State or Federal Government didn't provide reimbursement. Also, for the last few years, the Federal Forest Fund monies have helped bring up the total revenue for the Road Fund. Frank Gifford added that they have eliminated 2 management positions in the Department and reduced FTEs this year. The meeting was recessed and reconvened at 11:30 a.m. to continue the 2003 final budget hearings. All three Commissioners were present. HEARINGS re: 2003 Budget: (See item earlier in the minutes.) Chairman Wojt opened the budget hearing. Deputy County Administrator Gary Rowe explained that this hearing is to take comment on the funds administered by the Public Service Departments which include: Parks and Recreation, Health and Human Services, Community Development, Cooperative Extension, and Central Services. These are the funds administered by Department Heads and not Elected Officials. The goal is for these funds to eventually rely on other funding sources such as fees and grants rather than the General Fund. The Parks and Recreation Fund has been increased to include funds for research and planning to form a Parks and Recreation District in 2003. County Administrator David Goldsmith stated that grouping departments together will make it easier for the public to see how costs relate to their tax dollars. The Chair opened the hearing for public comment. Laurie Hampton, affiliated with the 4-H Club, the Fair Board, and the Advisory Board for Cooperative Extension, appreciates the funding that they receive from the County. The 4-H Club has received several grants this year and is focused on the South County after school program. This is a positive program, but, unfortunately, there isn't funding available for staff for the volunteer based 4-H program because of this focus. As always, they try to do the best they can with what they have. Sherry_ Kimbrough, Chair of the Substance Abuse Advisory Board, stated that she has talked with the State Department of Alcohol and Substance Abuse and was told that their services for Jefferson County are the lowest priority because of budget cuts at the State level. It is important that the Board is aware of this so that the County can be prepared. Dick Gunderson, Substance Abuse Program Coordinator, reiterated that they are expecting harsh cuts in program funding on the State level. The County will need to find new sources for funding in order to maintain appropriate levels of service. Brooks Hanford, Cooperative Extension volunteer, stated that when the County seeks alternative funding Page 7 Commissioners Meeting Minutes: Week of October 7, 2002 sources, certain conditions need to be met. It has taken a lot of effort and time to develop after school programs and 4-H activity programs. When the County lets outside funding take over, the current programs that have been developed may be taken over by some other agency. Bill Woolf, Chair of the Cooperative Extension Advisory Committee, thanked the Commissioners for their support. He is concerned that the more staff time spent writing grants, the less time is spent on services. They will do their best to keep all sides of the activities going. Hearing no further comments for or against the 2003 Budget for the Public Services Departments, the Chair closed the public hearing. Commissioner Titterness asked about reductions in the 4-H budget. Gary Rowe explained that in July of this year budget cuts for operating supplies were made in all departments. Extension Agent Katherine Baril added that there was a reduction of 27% in the supplies and operations budget for their programs which was 13% of the overall budget. One of the biggest changes in 4-H was 100% funding from the General Fund for a 3/4 time Program Assistant position that was cut to less than lA time with the balance in funding made up by the Secure Rural Schools Fund. The program has grown, but the funding is only expected to last for 3 or 4 years. The Water Quality position is in the same situation. This means that 2 positions are basically grant funded. A strategy needs to be developed for when the grant funding is no longer available. Sarah Peters, After School Program Director, updated the Board on the programs in Quilcene and Brinnon. Penny Smith, 4-H Youth Agent, clarified that the 4-H Program has no office support, the Program Assistant deals only with the After School Program. The Board recessed and reconvened at 2:00 p.m. to continue the budget hearings. Commissioner Huntingford and Commissioner Titterness were present. Chairman Wojt was absent. HEARINGS re: 2003 Budget: (See item earlier in the minutes.) Commissioner Huntingford opened the budget hearing. Deputy County Administrator Gary Rowe explained that this hearing is to take comment on the Law and Justice Funds which include: Superior Court, District Court, Juvenile Services, Prosecuting Attorney, and the Sheriff. He said that the Law and Justice Departments did a great job collaborating to balance their needs and make their recommendation on the budget. One item that was added to the budget was a fingerprint machine for the Sheriff' s Office. Commissioner Huntingford opened the hearing for public comment. Page 8 Commissioners Meeting Minutes: Week of October 7, 2002 Marianne Walters, Superior Court Clerk, stated that she has 2 additional matters that need to be addressed in the 2003 budget. She has asked for a change in job classification for an employee to Assistant Court Administrator and she is requesting an additional $1,500 in the salary line. Regarding the Superior Court budget, she has resigned her position as Superior Court Commissioner because of a recent ruling from the Judicial Conduct Commission that a partisan elected official can no longer serve as a judicial officer. Judge Majhan and Judge Huth will be absorbing the majority of her responsibilities, but there will be times when an additional Court Commissioner will be needed. She is asking for an additional $7,500 for this position. Judge Majhan, Superior Court, stated that the situation regarding the Court Commissioner would be a lot worse and cost the County considerably more money if it wasn't for the cooperation of Judge Huth and District Court. Gary Rowe interjected that when the budget cuts were made earlier this year, Superior Court cut a considerable amount of money for the Court Commissioner position and the request for additional funding in 2003 is still less than was budgeted in 2002. David Goldsmith added that an item that still needs to be resolved in the Court budgets is the Public Defender's contract for 2003. Judge Huth, District Court, added that he feels the software program for probation monitoring is important. Gary Rowe replied that it is in the Central Services budget. Tracie Craig, District Court Clerk, pointed out that $500 for Probation Office supplies was deleted and it should have been added. Commissioner Huntingford stated that the Board appreciates the work that the Law and Justice Council has done and the collaboration between these departments even though revenues are down. He thanked them for all their efforts. The Board recessed until 2:30 p.m. and then resumed the 2003 Budget Hearings. Commissioner Huntingford and Commissioner Titterness were present. Chairman Wojt was absent. HEARINGS re: 2003 Budget: (See item earlier in the minutes.) Commissioner Huntingford opened the budget hearing. Deputy County Administrator Gary Rowe explained that this hearing is to take comment on the General Government Departments which include: Assessor, Auditor, County Commissioners, County Administrator, and Treasurer. He said that these budgets are status quo from the changes that were made mid-year. Commissioner Huntingford opened the hearing for public comment. Page 9 Commissioners Meeting Minutes: Week of October 7, 2002 ,~t Judi Morris, County Treasurer, stated that she appreciates the collaboration between the Elected Officials on the First Floor. The budget process seemed to go easier this year, except for the final budget hearings which she feels have been confusing because the participants didn't know if and when they were supposed to speak The final budget hearings need to be more structured. Working in teams will make the 2003 budget a Success. Jack Westerman, stated that there was one salary change in his budget because one of his employee's hours had been divided between the Treasurer's Office and the Assessor's Office and in 2003 they will be working in the Assessor's Office more. Just because the public isn't here for the hearings, doesn't mean they don't care. He thinks they feel that the Elected Officials are doing what they were elected to do. Hearing no further comments for or against the 2003 Budget, Commissioner Huntingford closed the public hearing. The meeting was recessed until 3:30 p.m. when the Budget Hearings were continued. Commissioner Huntingford and Commissioner Titterness were present and Chairman Wojt was absent. HEARINGS re: 2003 Budget: (See item earlier in the minutes.) Commissioner Huntingford opened the budget hearing. He explained that the Board added this portion of the hearing for employees who want to comment on the budget. Commissioner Huntingford opened the hearing for public comment. David Alvarez, Civil Deputy Prosecuting Attorney, urged the Board to take the 1% tax increase. It is important to ask everyone to share the burden of the cost of government. The mid-managers had to take a 4% salary reduction at mid year to balance the budget. All the employees are diligent workers, and the County will lose good people to the private sector because they pay much better. It was unfortunate that the voters didn't approve the Juvenile Justice tax, but the voters didn't have enough information. The next time this tax is put on the ballot, there needs to be a proactive effort to make sure that people know that it is a dedicated tax and can't be used for anything else. Gary_ Rowe, speaking as an employee of the County, stated that he has been involved with budget processes in the County for a number of years. He appreciates the amount of cooperation and teamwork that all the offices have shown during the mid year 2002 budget cuts and the 2003 Budget process. It is important to maintain a quality staff for the organization and create an atmosphere of cooperation. Hearing no further public comment, Commissioner Huntingford closed the public hearing. Page 10 Commissioners Meeting Minutes: Week of October 7, 2002 The meeting was recessed at the close of business on Tuesday and reconvened on Thursday for a workshop on the 2003 Budget. All three Commissioners were present. MEETING ADJOURNED ATTEST: ' ~ ~ ~ ~ ' '" L~rna Delaney, CMC Clerk of the Board JEFFERSON COUNTY pOARD"0}F/0OMMI S SIONERS Richard Wojt~Chair 7 //' Dan Tittemess, Member Page 11