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HomeMy WebLinkAboutM080789 4. __' ..;J ~ ':l - -';Is1~ "' MINUTES WEEK 01' AUGUST 7, 1989 The meeting was called to order by Chairman George C. Brown in the presence of Commissioner B. G. Brown and Commissioner Larry W. Dennison. APPROVAL OF MIRUTES: The Minutes of J'une 26 were approved as corrected and the Minutes of J'uly 3, 10 and 11 were approved as written by motion of Commissioner B. G. Brown, seconded by Commissioner Larry Dennison. The Motion carried by an unanimous vote. BEARING re: ProDOsed Budaet A'DDrODria'tions/Extensions = Heal'th. Sheriff and Human Services Deoartmen'ts: Chairman George C. Brown opened the Public Hearing. Sheriff Mel Mefford was present to answer questions regarding the $55,952.88 requested. He noted that most of this request is the result of the Budget being approved prior to signing the Union Contract. There were pay increases and LEOFF I retirement changes. Longevi ty. was increased from $30.00 a month to $33.33. The Clerk.Hire costs were due to three out of four dispatchers being on extended absences. Even though Sheriff Mefford cross-trained other staff members to fill in, he found it necessary to hire someone to get by. If there aren I t anYmore extended absences there may not be a need to expend the budget amount requested for this purpose. Mel provided the Board with a chart showing the increase in jail population and bookings. Mel figures there is a daily average of 33.3 prisoners. The State has the jail on for 30 beds and there is an agreement to house 31 prisoners but the jail has 49 beds. In order to remain within the ~~ide- lines, the configurations of doors within certain cell blocks are changed. They can increase population and double bunk an area with certain doors open. Sheriff Mefford also submitted a Communications Summary for J'une 1989 which showed an average of 200 calls a day between administration and communica- tions in addition to the 911 system and regular transmissions on the radio. It was noted that the calls are accelerating. There being no further comment, the hearing was closed. Commissioner Dennison moved to approve RESOLUTION NO. 62-89 ordering the proposed budget appropriations/extensions for the Health Department, Sheriff's Office and Human Services Department. Commissioner B. G. Brown seconded the motion which carried by an unanimous vote. .~t;' ',II.. 15 r.f~ on 3773 ~ . Commissioners' Meeting Minutes: Week of August 7, 1989 Page: 2 BUSINESS FROM COUNTY DEPARTMENTS PUBLIC WORKS HEARING NOTICE re: Intent to ChanCle the Name of Hadlock to Port Hadlock: Eileen Simon and the Board discussed this intent. It was decided that a public hearing would be held during the regular Commissioner's Meeting at which time the public may cqmment. It was noted that the names of the signage and those already on maps would remain but any future official documents, maps, and road signs would be Port Hadlock instead of Hadlock. (Also see Minutes of July 17 and 24, 1989) I Commissioner B. G. Brown moved to approve RESOLUTION NO. 63-89 which sets the hearing date for the proposed name change on August 21, 1989 at 10:30 a.m. in the Commissioners' Chambers. Commissioner Dennison seconded the motion which passed unanimously. Changing the Name of a Private Road: Annie street to Henry Miller Place: C. L. BriClCls Addition to Port Townsend: Mr. and Mrs. Henry Miller were present. The petition to chan~e the name is at the request of the family that owns the Briggs Addition. There aren't any other people that would be affected by a name change. Commissioner B. G. Brown moved to approve RESOLUTION NO. 64-89 changing the name of Annie street to Henry Miller Place. Commissioner Dennison seconded the motion which passed unanimously. Changing the Name of a PJ;ivate Road: Addie Street to Jones Way: C. L. BriClCls Addition to Port Towns~d: Mr~ and Mrs. Henry Miller were present. The petitiop to change the name is at the request of the family that owns'the Briggs Addition. There aren't any other people that would be affected by a name change. Commissioner B. G. Brown moved to approve RESOLUTION NO. 65-89 changing the name of Addie Street to Jones Way. Commissioner Dennison seconded the motion which passed unanimously. Applicat,i.o~ to Open RiClht-qf-Way: Ninth Avenue and Horton Streetf Irondale: Willi~ Marlow: county Engineer Bob Nesbitt presented the application. The applicant wants to construct a road to county standards on Ninth Avenue from West Kinkaid street to Horton Street and on Horton Street from Ninth Avenue 450' to the west. Mr. MarlOW would like to open the streets to provide access to approximately four building sites in blocks 175 and 82 in Irondale. The terra~n is flat along Horton Street for 475' and then it drops. It's not considered feasible for the street to go past 450' west of Ninth Avenue. There are a few small cedars on the Right-of-Way although it was logged five to ten years ago. The Ninth Avenue Right-of- Way is presently maintained as a private 10' wide road with no existing ditches and sandy land that dra~ns well. It's estimated that 40 trips per day will be generated onto Horton Street with no more anticipated. Ninth Avenue has ten trips per day now, with more traffic expected. The property will be surveyed to enable stre$t Right-of-Ways to be located. Public Works recommends approval of the up-grade of Ninth Avenue from private to County road and that the mipimum width be 24' with a standard roadway ditch, 6" gravel base, and 2"of top course from West Kinkaid Street to Horton Street. Approval is aJ,so recommended for construction of Horton Street from Ninth Avenue, 450' to the west to the county road, and that it be 24' in width with a standard roadway ditch, 6" gravel base and a 2" top course. An approved turn around would also be required at the end of Horton Street. commissioner Dennison moved to approve this application to open the Ninth Avenue and Horton Street Right-of-Way and Commissioner B. G. Brown seconded the motion which passed unanimously. 'lOt 15 f~f,r on 3774 Commissioners' Meeting Minutes: Week of August 1, 1989 Page:3 REOUEST re: Advance OUt Of State Travel ExDenses for Attendance at Association of Oreaon Recvclers Annual conference: Seaside. Oreaon: Mollv Pearson: This request is to provide Molly Pearson with advance travel expense to attend a conference in Seaside, Oregon from September 8th through 10th. Her plans are to attend on her own time. The Oregon Recyclers Annual Conference has been attended by Jeff Frettingham and Molly Pearson in the past. A written report may be required as a result of attendance at the conference. Commissioner Dennison moved to approve the request for Advance Out Of State Travel Expenses in the amount of $228.40 and Commissioner B. G. Brown seconded the motion. The motion passed by an unanimous vote. DISCUSSION re: UDdate of West: End Annex Reoairs and Maintenance: Bob Nesbitt, County Engineer, reported that he took a trip to the West End Annex with Sheriff Mel Mefford to review multiple repairs and maintenance items. Since then he was able to locate old records which indicate some immediate maintenance needs. The septic tank needs pumping as it appears that it hasn't been pumped since constructed 20 years ago. The tank should be' pumped every three years. There may be problems with drainage. The plumbing has been repaired and patched in the past but the faucets and plumbing in the bathroom are no longer made and repair kits for the discontinued Delta line are hard to locate and expensive. Cleaning and painting is needed. The roofs of the carport and the front door need repairing. Cleaning and painting are being scheduled. The work is being done. TREASURER Statement of ReceiDts and Disbursements: Avril 1 to June 30.. 1989: The Treasurers' report of cash on hand as of the close of business on June 30, 1989, together with a statement of receipts and disbursements from April through J'une 30th was submitted. Commissioner Dennison made the motion to certify the Treasurers I report and Commissioner B. G. Brown seconded the motion. The motion passed by an unanimous vote. RECREATION Discussion re: Notice of comoarative Bid Purchase: Removal of ASDhaltWalkwav and Construction of concrete Walkwav at Memorial Field: The Board met with Warren Steurer to discuss the estimate procedure he used, the bid process, and the bids received on removal and replacement of the walkway at Memorial Field. Alternatives are being considered as to how to best achieve the needed improvements at the least cost. Warren noted that the walkway should be dealt with by September due to weather conditions, otherwise the job will have to wait until next year. The Board will consult with the County Engineer, Bob Nesbitt, before making.any determination on this matter. PLADI:rm AlfD BUILDING Buildina Setback Variance Reauest: 161 W Mavle. Port Ludlow: Patrick Bowen. Sr.: Patrick Bowen, Sr. was present along with J'erry Smith, Assistant Planner, who presented the setback variance request. Mr. Bowen is requesting a 5 foot variance from the required setback of 20 feet from Willow Street which is not open, and is only a 30 foot right-of-way at this time. Mr. Bowen anticipates that the owners of adjacent property will log it next year. He is requesting the variance to enable him to construct a carport. He questioned the Board on the validity of the land covenants in which there was an original 10 foot setback. Commissioner Brown informed Mr. Bowen that the covenants of the land are strictly between the person that platted the property and the land owners, but the covenants would at least have to meet Vtlt 15 rAr,~ on 3775 Commissioners' Meeting Minutes: Week of August 1, 1989 page:4 the County setbacks. After further discussion Commissioner B. G. Brown .moved to approve the variance as requested and Commissioner Dennison seconded the motion. The motion carried by an unanimous vote. * * * ADDOintment of a Devutv' Coroner: Mark Ruth: Commissioner B. G. Brown moved to approve RESOLUTION NO. 66-89 appointing Mark Huth as Deputy Coroner . Commissioner Dennison seconded the motion which passed by an unanimous vote. 1989 Budaet Transfers; Plannina and Buildina and Juvenile and Familv Court Services Deoartments: Commissioner Dennison moved to approve RESOLUTION NO. 61-89 authorizing Budget Transfers for Planning and Building and J'uvenile and Family Court Services as requested. Commissioner B. G. Brown seconded the motion which passed unanimously. ADDlications for Assistance from the Soldiers' and Sailors' Relief Fund: Commissioner Dennison made the motion to approve the Applications for Assistance for William S. Hendrix ($218.91) and Herschel Atkinson ($100.00). Commissioner B. G. Brown seconded the motion which carried by an unanimous vote. ADDOintment of a Deuutv' Clerk of the Board of Countv' Commissioners: Dierdrei Keecran-Whiteford: Commissioner Larry Dennison moved to approve RESOLUTION NO. 68-89 appointing Dierdrei Keegan-Whiteford as Deputy Clerk of the Board. Commissioner B. G. Brown seconded the motion which carried by an unanimous vote. Letter re: Marine sanctuarv FundinG: Commissioner Dennison moved to sign a letter to the Congressional Delegation urging them to support funding at the 4.9 million dollar upper limit for Marine Sanctuaries. Commissioner B. G. Brown seconded the motion which passed by an unanimous vote. Letter to Diane RushinG. Vice-Chairman to Governor's Advisory Commi ttee on EDleraencv Medical Services: Commissioner B. G. Brown moved to sign the letter and Chairman George C. Brown seconded the motion which passed by an unanimous vote. Centennial Committee. Chairman Glen Bellerud re: T-Shirt: Glen Bellerud appeared to present the Board with Centennial T-Shirts. A discussion was held regarding the presentation for Citizen of the Century, plays, children's games, and other activities to occur during J'efferson County Fair (August 11-13). Details will be given in the Fair Bulletin. Marv Gaboury. Chairman of the Salarv Administration COJIJIli ttee re: ( 1 ) UDdate on the Civic Pride Honor Roll. (2) Salarv Classification of Revenue/Foreclosure Deuutv'. (3) Job Classification Sub-Committee RecOJlJllenda~ tions. (4) FLSA Classification of Payroll/Personnel Soecialist and Accoun- tant. (5) Reauest to AdoDt the 1990 Budaet at the DeDar'tment Level. for Current ExDense and All Others at the Fund Level. and (6) Discussion of Centennial RecordinG Leaislation: 1) Mary Gaboury and the Board discussed honoring voters and residents of 3efferson County of 50 years. She updated the Board on the event and the criteria used to determine the recipients of the honors. The Civic 'lOt 15 rAf,l; 00 3776 Commissioners I Meeting Minutes: Week of August 1, 1989 page:5 Pride Honor Roll program is progressing well and will be presented on Wednesday, August 9th at 3:45 p.m. The Board1s presence was requested. 2) Board approval was sought to have the position of Revenue/Foreclosure Deputy be graded as 24. The Treasurer submitted the request, it was classified by the sub-committee and reviewed by the Salary Administra- tion Committee (SAC). The SAC recommends approval of the grade. An .organization chart was submitted showing the existing structure of the office personnel and of that proposed. The Revenue/Foreclosure Deputy is considered to be a supervisory position according to this chart. After discussion on the criteria used for determining classification and why this particular position is thought to be a grade 24, Commissioner B. G. Brown moved to approve the job classification for Revenue/Fore- closure Deputy in the Treasurer 's Office at grade 24. COMmissioner Dennison seconded the motion which passed by an unanimous vote. 3) SAC unanimously recommends that the 30b Classification sub-committee make recommendations directly to the Board of County Commissioners. If approved the recommendation would amend Chapter VIII 30b Descriptions, page 2. Preparing New 30b Descriptions. The chapter now reads: 'Salary Administration Committee makes recommendation to the Board of Commis- sioners' and it would be amended to read '30b Classification Sub- Committee makes recommendations to the Board of Commissionersl. Commissioner Dennison moved that the 30b Classification sub-committee make recommendation to the Board of Commissioners and that Chapter VIII be amended. Commissioner B. G. Brown seconded the motion which passed unanimously. 4) Employee Relations Services, Inc. (ERS) has completed a determination that identifies the positions of Payroll/Personnel Specialist and Accountant as Fair Labor Standards Act (FLSA) exempt because they are administrative. According to ERS the position of (1) Accountant in the Auditors' Office is classified as white collar employment of an administrative nature. Portions of the FLSA were cited as being relevant and of (2) Payroll/Personnel Specialist in the Auditors' Office, as performed for 3efferson County is classified as white collar employment of an administrative natu~e. Various FLS Acts were cited as relevant and both positions meet the tests required. If these positions are FLSA exempt then the salary is on a monthly basis rather than an hourly rate and the comp-time would be at the discretion of the Department Head. After further discussion Commissioner B. G. Brown moved to approve the amendment to the 30b Description Manual to show these two positions as exempt from FLSA, Administrative, as requested. Commissioner Dennison seconded the motion which passed unanimously. 5) The Financial Management Committee with full support of the Budget Committee requested that the "1990 Budget be adopted at the department level for current expense and all others at the fund level..." with the following guidelines: 1. Budgets would continue to be prepared as they are at present, at the line item level. The reporting and budgeting would be the same. The only change would be the elimination of transfers between line items during the year as long as the department budget is in the black. 2. If the department's bottom line is in the red. an appropriation would be necessary. Necessary requests for appropriation from departments on a quarterly basis would be continued. 3. If a new payroll line is needed or a major unbudgeted expenditure is needed, the Boards' approval would be required. 4. Any capital outlay or leases not included in the original budgets would require Board approval. After reviewing the recommendation the Board suggested th.at "any payroll status change would require the Boards approval" be added to number three of VOl 15 rA~C on 3777 1l '" . .. Commissioners' Meeting Minutes: Week of August 1, 1989 page:6 the guidelines. After discussion regarding checks and balances, realloca- tion of the budget items from one line to another, and the benefits and potential h~zards of such a system, the Board decided that if any change is to be made in the transfer procedure it will be addressed when the 1990 budget is adopted. If a change is made it wou d be done by Budget Resolu- tion. Mary noted that a change in the process would mean that there would be no loss of controls, that the reporting and ormat would be the same, and that the only changes in the system would be to eliminate paperwork, and to save the County time and money. She also comm nted that tracking expendi- tures is simpler and the information would b. more "meaningful" if this method is used. 6) Centennial recording legislation was di cussed. A fund has been established for Auditors. The Board of Co issioners needs to adopt the Auditor's Operation and Maintenance Fund 0 & M) and a budget must be provided. She assured the Board that sh would prepare the budget. Mary would like to form a committee to ass st the Auditor in prioritiz- ing significant historic documents for preservation and to review provisions of the new law. Commissioner B. G. Brown volunteered to be on the Committee. The benefits of the fund and what it could be applied to were discussed. Mary will draft a Resolution to insure compliance with the statutes and she will present it to the Board. MEETING I 3EFFERSON COpNTY CO~ISSIONERS ~ SEAL: " ~; 15 r~r; 00 3778