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HomeMy WebLinkAboutM022607 District No.1 Commissioner: Phil Johnson District No.2 Commissioner: David W. Sullivan District No.3 Commissioner: John Austin County Administrator: John F. Fischbach Clerk of the Board: Lorna Delaney MINUTES Week of February 26, 2007 Commissioner Phil Johnson called the meeting to order in the presence of Commissioner David W. Sullivan and Commissioner John Austin. PUBLIC COMMENT PERIOD: The following comments were made by citizens. Several people commented that the Board needs to set the tone for their meetings; the Auditor's Office is investigating a complaint about a citizen who did not vote legally; several people stated that the Critical Areas Ordinance (CAO) Committee represents citizens living in rural Jefferson County whose lives will be effected by the ordinance; a petition was submitted with 427 signatures from citizens in favor of an Off Highway Vehicle (OHV) facility; the Commissioners need to be careful about what they say in the newspaper; the County needs an aggressive enforcement policy regarding junk vehicles; junk vehicles are worth money for scrap metal; property owners who have done voluntary conservation on their land will become defiant if stricter regulations are adopted; the Commissioners should develop a guiding principal of , public relations; Port Townsend's compo sting business is hurting local compo sting businesses; where will Port Townsend Paper Company's water allotment go if the mill closes down?; concerns were expressed about the methods used for growing crops for ethanol and biodiesel; the CAO Committee is developing local best available science (BAS) which can supplement the BAS developed by the State Department of Ecology; there is a lack of communication between the Director of Community Development and staff and the CAO Committee; landowners should be compensated for '~property rights takings"; :;t comment was made about how the public comment period is conducted; and people need a place to go to ride OHV s and a park would bring revenue into the County. APPROVAL AND ADOPTION OF THE CONSENT AGENDA: Commissioner Sullivan moved to approve the Consent Agenda as presented. Commissioner Austin seconded the motion which carried by a unanimous vote. 1. RESOLUTION NO. 20-07 re: Urging Congress to Amend Necessary Federal Statutes to Allow Federal Financial Participation in Payment of Medical Costs for Incarcerated Individuals 2. AGREEMENT, Amendment No.1 re: Alternative Response System (ARS) and Early Intervention Program (EIP); Jefferson County Public Health; Washington State Department of Social and Health Services (DSHS) Page 1 Commissioners Meeting Minutes: Week of February 26,2007 3. AGREEMENT, Amendment No.1 re: Therapeutic Services for Children Age Birth to Three (3) Years; Jefferson County Public Health; Port Townsend School District 4. AGREEMENT NO. G0700169 re: Junk Car and Abandoned Junk Vehicles; Jefferson County Public Health; Washington State Department of Ecology 5. CALL FOR BIDS re: Pavement Marking on Various County Roadways, Project No. 180542 1744; Bids Accepted at the Office of the County Commissioners Until 10:00 a.m., Monday, March 19, 2007 and Opened and Read Publicly Shortly Thereafter in the County Commissioners Chambers 6. Payment of Jefferson County Vouchers/Warrants Dated February 20,2007 Totaling $600,412.76 (Records of all claims submitted for payment along with vouchers approved and signed by the Board of Jefferson County Commissioners are retained by the Jefferson County Auditor and Public Works Department.) 7. Payment of Jefferson County Payroll Warrants Dated February 20,2007 Totaling $111,339.88 (Records of all claims submitted for payment along with AlP Warrants approved by the Payroll Services Manager are retained in the Jefferson County Auditor's Office.) 8. Letter to State Liquor Control Board re: Special Occasion Permit #092820; Port Townsend Marine Science Society APPROVAL OF MINUTES: Commissioner Sullivan moved to approve the minutes of February 12, 2007. Commissioner Austin seconded the motion which carried by a unanimous vote. PROCLAMA TION re: Proclaiming March 2007 as Women's History Month: The Chairman read the proclamation. Commissioner Sullivan moved to approve the proclamation designating March, 2007 as Women's History Month. Commissioner Austin seconded the motion which carried by a unanimous vote. Appointments to the Ferry Advisory Committee: County Administrator John Fischbach reviewed the requirements in the statute for the Ferry Advisory Committee: · At least one representative from persons or firms using, or depending on, the Ferry System for commerce. Tim Caldwell from the Chamber of Commerce is currently in this position on the Committee. · One member shall be a representative from a local government planning body. The Board directed that staff send a letter soliciting applicants to City of Port Townsend and the County Planning and Public Works Departments. They agreed to leave one position open until they receive a response. · Residentofthe County. · Not more than three ofthe Committee members shall be members ofthe same major political party. The applicants were contacted and three ofthe six applicants said that they are unaffiliated, therefore this is not an issue. Page 2 Commissioners Meeting Minutes: Week of February 26,2007 Commissioner Austin asked to see meeting minutes from the Ferry Advisory Committee for the past few years. Commissioner Sullivan reported that he spoke with Tim Caldwell, who has been on the Committee since 1993, and he said that the Committee hasn't been that active in the past. Commissioner Austin moved to appoint Peter Bonyun, Tom Thiersch, and Tim Snider to the Ferry Advisory Committee. Commissioner Sullivan seconded the motion which carried by a unanimous vote. Discussion re: Planning Commission Applicant Interviews: The County Administrator reported that there are eight applicants for the two Planning Commission vacancies, including the two incumbents. The Board directed that the interviews be held in the Superior Courtroom in the late afternoon or early evening. Fifteen minutes will be scheduled for each applicant. Discussion of Policy on "Procedure Relating to Persons Whose Actions Disrupt a County Commission Meeting": John Fischbach stated that Civil Deputy Prosecuting Attorney David Alvarez was asked to prepare the draft policy. Chairman Johnson noted that he is concerned about 5. Chairperson of the County Commission expressly asks Sheriff's Deputy to remove offending person. The County Administrator replied that the action would be taken after the third warning. There was a discussion about the language. David Alvarez explained that the Sheriffs Deputies want clear direction. The Board agreed that the wording be changed from expressly ask to may expressly ask. Commissioner Austin moved to accept the policy with the suggested amendment. Commissioner Sullivan seconded the motion which carried by a unanimous vote. Appointment of Special Deputy Prosecuting Attorney: John Fischbach noted that the Board is being asked to appoint Mark Johnsen, Attorney at Law to represent and defend Jefferson County in a lawsuit filed by Security Services Northwest, Inc., Cause No. 07-2-0377-2. Commissioner Austin moved to appoint Mark Johnsen as Special Deputy Prosecuting Attorney in the lawsuit filed by SSNW. Commissioner Sullivan seconded the motion which carried by a unanimous vote. HEARING re: Proposed Supplemental Budget Appropriations/Extensions for Various County Funds: Chairman Johnson opened the public hearing. Central Services Director Allen Sartin explained that this "carry forward" supplement addresses projects that were funded in 2006 but were not completed, and the unexpended portion ofthe project's budgets are carried forward into the 2007 budget. Chairman Johnson opened the public testimony portion of the hearing. Page 3 Cori1missioners Meeting Minutes: Week of February 26,2007 Mike Belenski, stated that this is the first time that he has seen this "carry forward" supplemental. He asked ifthis is a new law? The County Administrator replied that it has been done in past years. Hearing no further comments for or against the budget appropriation/extension, the Chair closed the public hearing. Commissioner Sullivan moved to approve RESOLUTION NO. 21-07, the order for budget appropriations/extensions for funds with "carry over" projects. Commissioner Austin seconded the motion which carried by a unanimous vote. BID OPENING re: Paradise Bay Road Illumination Project: Bruce Laurie, Public Works, opened and read the bid that was received. Olympic Electric from Port Angeles submitted a base bid of $79,265 and a bid of$36,010 for Alternate Bid Item 1. The Engineer's estimate is approximately $90,000 for the base bid. Commissioner Sullivan moved to have Public Works staff review the bid and come back to the Board with a recommendation for bid award. Commissioner Austin seconded the motion which carried by a unanimous vote. HEARING re: Findings and Determination to Declare Certain Personal Property as Surplus and Authorize Disposal: Chairman Johnson opened the public hearing. Allen Sartin explained that an Central Services equipment replacement schedule is done each year as part of the budget process. There is a four year cycle. Central Services reviews all the equipment and makes a proposal for the Board to dispose of certain obsolete equipment. The first step in the process is to advertise the hearing. If there are no questions or comments, the Board then authorizes him to proceed with advertising the sale list to auction off the equipment. Commissioner Austin asked about the advertising process. Allen Sartin replied that it is advertised in the legal section of The Leader for two weeks. Bids will be opened at the Board's meeting on March 26. Commissioner Austin asked about items that go to the landfill. Allen Sartin explained that the County also contracts with a recycling company for items that can't be thrown away. The Chairman opened the public testimony portion of the hearing. Donna Eldridge, Auditor, asked if the County gives the equipment to non-profit organizations or other governmental entities? She asked if the Treasurer has agreed that a non-profit organization can receive the equipment? Page 4 Commissioners Meeting Minutes: Week of February 26,2007 Allen Sartin replied that the equipment is made available to other governmental entities but no requests have been made to take the equipment. The policy has been that only local non-profit organizations can receive the equipment. The Prosecuting Attorney's Office made the determination that a non-profit can receive the equipment. Al Frank, asked how equipment from other departments is designated as surplus? He asked if any equipment from other departments is missing? The County Administrator and the Chair replied that they are not aware of any missing equipment. They said that Mr. Frank's questions will be addressed in more detail in the discussion regarding capitalized assets that is the next agenda item. Mike Belenski, pointed out that there is an itemized list of the surplus equipment. When other County equipment, such as cars, are advertised in the newspaper, it only says, "Misc. Cars." Is that how the computer equipment will be listed also, or will it include the serial or VIN number? He suggested that a system that reconciles the disposal of the equipment should be used instead of drawing a line through an item on the County inventory. A few years ago, the previous Board authorized the sale of 23 surplus items and 28 items were sold. He reconciled the two lists and on one document it said that a street sweeper sold for $3,000 but on the supporting document it was listed as a motorcycle selling for $100. When items are designated surplus, the County needs to keep tract of where they go so that people aren't unlawfully getting rich by obtaining County property. Ifhard drives are worth $100-$200 each, where are they going and how are they being disposed of? Allen Sartin replied that the surplus items will be advertised by category such as eight scanners, etc. A list of the assets to be disposed of and the assets to be included in the sale are provided to the Board. The County destroys the hard drives because they contain licensed software that cannot be given away. The County has looked at other options, but at this point in time, it is less expensive to destroy the hard drive. Tom Tiersch, stated that he has a program that erases the hard drive quickly so that they don't have to be destroyed. The value of the computer when surplused would be greatly enhanced. Joy Baisch, asked ifthere is a minimum bid? Allen Sartin replied that it is $25 for the lot. Joe Baisch, stated that destroying a four year old hard drive is probably a good move. Hearing no further comments for or against declaring certain personal property as surplus, the Chair closed the public hearing. Page 5 Commissioners Meeting Minutes: Week of February 26,2007 Commissioner Sullivan moved to approve RESOLUTION NO. 22-07 stipulating the findings and authorizing the sale and disposal of certain personal property that has been determined as surplus. Commissioner Austin seconded the motion which carried by a unanimous vote. Certification of Jefferson County Equipment Inventory: The County Administrator reported that all the equipment the Central Services Department is responsible for has been accounted for. He asked Auditor Donna Eldridge if any equipment from other departments is missing? She answered that in a prior year inventory (due December 31, 2005) a department had reported that a camera valued at $1,600 was missing. In researching the loss, she found that the original invoice showed five cameras had been purchased for a total of$I,600. The Department Head sent an email explaining that two of the cameras had been checked out by children and the Department Head thought that the parents had reimbursed the County. The Auditor reported the loss to the State Auditor's Office and the Prosecuting Attorney. The Prosecuting Attorney's Office sent a letter to the Department Head outlining options to deal with the loss. The State Auditor will begin the 2006 audit here in May. This information will be included in the documents given to the State. The Auditor explained that she and Central Services staff researched all items that the departments reported in the inventory due December 31, 2006. Last week the Board passed a resolution establishing standards for the annual inventory of the capitalized fixed assets which requires County tags on all large equipment and "small and attractive items." Donna Eldridge reported that in the statute, the Commissioners are required to certify the fixed assets of the County and the certification must be in the Auditor's office by the first Monday in March of each year. In the past, the Auditor's Office sent out an inventory list of items to each department and they would sign off on the listing. The audit done by the State through 2003 included a review of the fixed assets inventory and no comment was made about the process that was in place at the time. Once it was brought to the County's attention that the process was not following the statute, the Auditor contacted other County's to find out their procedures regarding fixed assets. Counties with a population of more than 50,000 residents have entirely different reporting requirements. The Bars Manual doesn't have a process for counties with less than 50,000 residents. The County has developed a new process this year for all department heads to certify the assets in their possession to the Board. The certification that is before the Board is formalizing the process. The Civil Deputy Prosecuting Attorney has developed a spreadsheet that lists when a piece of equipment is purchased and the cost, and when and how a piece of equipment is disposed of. This year, the Auditor rechecked the information from the equipment lists that each department head had certified. Page 6 Commissioners Meeting Minutes: Week of February 26,2007 Clerk of the Board Lorna Delaney, acting in her capacity as a Notary Public, administered an oath to the County Commissioners regarding the inventory certification. The Board signed the Inventory Certification document regarding the true and correct inventory of the capitalized assets belonging to Jefferson County on December 31, 2006. The book cont~ining the Jefferson County Equipment Inventory including real property, and roads, bridges, buildings, and parks will be kept in the Auditor's Office. NOTICE OF ADJOURNMENT: Commissioner Sullivan moved to adjourn the meeting at 11: 19 a.m. Commissioner Austin seconded the motion which carried by a unanimous vote. The next meeting is a Special Meeting on the Off Highway Vehicle Study scheduled at 1 :30 p.m. at the Quilcene Community Center. MEEf~~JA~D it,' <:)'" ' '11/' JI"~)~~~/' " S ',.,. .".... . :.J"," .....~" ~ ' j / " ;"f,'';:''~L. ;;v..".,.""..,." Ji'.:' , ~"~,,, ~ ,~~ U"'4:. y/~ i' , :., i'i~: "'II,, !i. I C ,i' !- f.,. . - ,- ~17 \ '(~"~< ~-\;_ _~;.::- .1.- ; AT'1f5 ~,'" . - I ~" <;\ ',. _~.). 9 ~ .I" .... ./~.~ ~_-:-.~ --~ ~,/t '~ ""-. :.:)") ~ ;;.' /' JEFFERSON COUNTY BOARD OF COMMISSIONERS J::::.~' CrnC Deputy Clerk of the Board Phil Johnson, Chair DaVid~~P---' A stm.~ Page 7