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HomeMy WebLinkAboutM111708 ~~ COMAtlrn~ ~~~~ ~~ ~ ~\Ji i...... ~~ -<I I ..; \ / / \~ ~/ ~!fIN~ District No.1 Commissioner: Phil Johnson District No.2 Commissioner: David W. Sullivan District No.3 Commissioner: John Austin County Administrator: Philip Morley Clerk of the Board: Lorna Delaney MINUTES Week of November 17,2008 Chairman Phil Johnson called the meeting to order at the appointed time in the presence of Commissioner David Sullivan and Commissioner John Austin. PUBLIC COMMENT PERIOD: The following comments were made by citizens: a person stated that he thinks the minority report submitted with the Planning Commission's recommendation on the Comprehensive Plan amendments addresses several amendments that did not need to be addressed; a Port Ludlow resident spoke against the Iron Mountain Quarry Comprehensive Plan amendment; several citizens expressed their concerns about the current operations of the Border Patrol on the Olympic Peninsula; a person reported that the State Department of Revenue will be addressing changes in open space taxation relating to horse boarding and he stressed the importance of preserving farmland; another citizen noted that there are several horse boarding operations in Jefferson County that may be affected; a person mentioned that the County's bond rating has gone up and he suggested that public infrastructure projects such as the UGA sewer can help the local economy; a citizen said that in his opinion the economy will continue to deteriorate and he thinks that it is very important for the County to stay ahead of the curve and layoff employees now so they have a chance to find other jobs; and a citizen suggested that the Commissioner's Office may want to develop a document that lists the difference between legislative and quasi-judicial actions that will help people decide ifthe Public Comment Period is a proper venue for their testimony. APPROVAL AND ADOPTION OF THE CONSENT A GENDA: Commissioner Austin moved to approve the Consent Agenda as presented. Commissioner Sullivan seconded the motion which carried by a unanimous vote. 1. RESOLUTION NO. 75-08 re: Providing a Positive Cash Balance in the Jefferson County Department of Community Development Fund (# 1430) 2. AGREEMENT and Subscription AGREEMENT, Collective Bargaining; January 2008 through December 2010; Jefferson County Uniformed Support Services (Corrections, Animal Control and Courthouse Security); Teamsters Local Union #589 3. Payment of Jefferson County V ouchers/W arrants Dated November 10, 2008 Totaling $469,363.91 COMMISSIONERS BRIEFING SESSION: The following items were discussed. Commissioner Sullivan reported: . He will be attending several meetings out of town this week including a State Council on Aging meeting and a Puget Sound Partnership Task Force meeting. Page I Commissioners Meeting Minutes: Week of November 17, 2008 Chairman Johnson reported: . At the Washington State Association of Counties (WSAC) Conference, Commissioners from all the rural counties said that they are very concerned about their 2009 budgets. . Another issue discussed at the conference was whether the Grov.th Management Act should be amended to include climate change. . He also attended a presentation on recidivism rates in the jails and what can be done to reduce it. Commissioner Austin reported: . He plans to attend the Department of Natural Resources/Pope Resources meeting at Chinmcum High School this week where they will be discussing a possible land exchange in Port Ludlow. . He attended a Business Innovation Forum at WSU/Extension last week. He noted that it was very well attended. One of the points that was made is that infrastructure and education are of key importance. . The Dosewallips State Park Large Onsite Septic System (LOSS) project is moving forward. The State is currently contacting government-owned facilities in Brinnon regarding their participation. At this point, they cannot include residential participants, however, they are building the system so that it may be expanded at a future date. . The State only received one bid for the ferries on the Port Townsend/Keystone run and it was $40 million over the expected cost. He has heard that State Ferries is looking outside the U.S. to see if there are vessels available to be purchased in an emergency situation. . This weekend he attended a Jefferson County Historical Society function and exhibit at Kalaloch regarding west end settlers. APPROVAL OF MINUTES: Commissioner Austin moved to approve the minutes of October 27, 2008 as presented. Commissioner Sullivan seconded the motion which carried by a unanimous vote. Presentation on Planning Commission and Staff Recommendations re: 2008 Comprehensive Plan Amendments: Karen Barrows, Assistant Planner, reported that the final staff recommendations for the Comprehensive Plan amendments are the same as the recommendations in the integrated staff report and SEP A addendum issued September 3, 2008. She gave an overview of the documents in the Board's packet including the Planning Commission's recommendations, their vote on each amendment, and a minority report. She explained that the Planning Commission had a tie vote on MLA08- 69 and this is considered a non-recommendation according to the Jefferson County Code so the County Commissioners are required to hold a public hearing. Director of Community Development Al Scalf gave an overview of the documents that are part of the record including: the original applications submitted last March, the entire Planning Commission record including written and oral testimony, the minutes of the deliberations of the Planning Commission, and their written fmdings and conclusions. He noted that the entire docket must be considered cumulatively. Therefore, staff's recommendation is that the Board set a public hearing on all the amendments. The Board is required to take action on the final Comprehensive Plan Amendment Docket by the second week in December. Staff requested that the Board hold the public hearing on December 1 which will allow time to advertise. Page 2 Commissioners Meeting Minutes: Week of November 17,2008 ;~"O"'\ .,~,..., """"~f"" Commissioner Austin moved to have the Chair sign the hearing notice scheduling the public hearing for Monday, December 1, 2008 at 5:00 p.m. in the Superior Courtroom. Commissioner Sullivan seconded the motion which carried by a unanimous vote. HEARING re: 2008 Supplemental Budget AppropriationlExtension: Chairman Johnson opened the public hearing. County Administrator Philip Morley explained that the requests before the Board are from Superior Court and JeffCom. He noted that the JeffCom budget is a stand alone fund that receives funding from several sources. Donna Hamlin, JeffCom Director, explained several reasons why they need a supplemental budget appropriation at this time. The budget shortfall was the result of several things: . A high hiring and training turnover. . Using Deputies and Police Officers to fill in at the consoles so there are always two people there. . They hired a consultant to do mapping data services. . The General Fund cost allocation was $22,000 hirer than expected. . She has one IT person on the staff and she recently hired a second person to help with the mapping project. There wasn't enough office space for both of them so she purchased a small travel trailer for them to use as an office. The E-9ll mapping issues were discussed. Donna Hamlin said that she is willing to work with other County Departments to get the mapping project done. The County Administrator reviewed Superior Court's request. The Court is required to provide certain services, and expenses came in higher than budgeted for conflict attorneys, expert witnesses, interpreters, and judges pro tem. Auditor Donna Eldridge added that Superior Court Clerk Michelle Moore reported at the Budget Committee meeting that they would probably not need a fourth quarter appropriation if this is approved. The Chair opened the public testimony portion ofthe hearing. Joe D'Amico, Security Services NW, asked how many employees they are short at Jeff Com right now? Donna Hamlin replied that they are down one employee but three are in stages of training. There are always two people at the consoles. Tom Thiersch, asked who serves on the Jeff Com Administrative Board? Donna Hamlin answered that Jeff Com is overseen by an administrative board through an interlocal agreement. The Board members are: Sheriff Brasfield, Port Townsend City Manager David Timmons, representatives from the Fire Chiefs' Organization and the Fire Commissioners' Organization and County Commissioner John Austin. They decide the direction that Jeff Com is going. She explained that the mapping project has been very fragmented in the past and 911 mapping is really JeffCom's responsibility. They will receive State grant funding for a large portion of this work. They decided to take on the project and if other County Departments can help if they want. Tom Thiersch mentioned that she may want to contact the City of Port Townsend, because they have a technology-sharing agreement with the County. Page 3 Commissioners Meeting Minutes: Week of November 17,2008 Mike Belenski, asked when the Jeff Com Administrative Board meets and if their meetings are advertised? Donna Hamlin replied that they usually meet the fourth Thursday of the month, usually at the Chimacum Fire Hall at 8:30 a.m. It is noticed in the newspaper. There will not be a meeting in December. Hearing no further comments for or against the supplemental budget requests, the Chair closed the public hearing. Commissioner Sullivan moved to approve RESOLUTION NO. 76-08, the budget appropriations and extensions for Superior Court and Jeff Com. Commissioner Austin seconded the motion which carried by a unanimous vote. Briefing on 2009 Budget Preparations: Philip Morley updated the Board on budget and policy issues that will come before them within the next month. He stated that the cyclical downturn in the economy, the increasing cost of providing services, and the reduction in revenues have contributed to this situation. He has been working with Elected Officials and Department Heads to gather information to develop a conservative multi-year budget projection and determine what actions need to be taken in 2009. Estimates for the fourth quarter budget appropriations/extensions will take a good portion of the reserves. The economic climate in the County has changed since the preliminary 2009 Budget was presented to the Board on October 6. There is a gap between projected revenues and the cost of future services and programs and the County no longer has the reserves to bridge this gap. The Elected Officials and Department Heads have been asked to save as much fund balance as they can from their 2008 Budgets and find areas where they can reduce their 2009 Budgets. He reviewed the projected numbers. He also reviewed a detailed spreadsheet with preliminary year-end excess fund balance projections to 2014. This spreadsheet also shows the amount of potential service cuts needed each year and compares the numbers if banked capacity is used. The County Administrator explained banked capacity. Since 1999, the County has not always taken the full amount of General Fund property tax that is allowed under the law. Over the past 10 years, this has saved taxpayers about $6 million. However, the County has retained the ability to go back to those tax levy rates. In the General Fund, this would amount to $480,000 in 2009. This would be an increase in the County portion of property tax of$25 per year for a home that is assessed at $275,000. The Board discussed the current budget process and the need for budget cuts. Commissioner Sullivan asked if the other Elected Officials support the use of banked capacity? The County Administrator noted that the Treasurer, the Auditor, and the Assessor are in favor of taking banked capacity in the General Fund. He clarified that he is not recommending that banked capacity be taken for the Road or Conservation Futures levy. Ann Sears, Budget Consultant, explained that the County has traditionally used Real Estate Excise Tax (REET) revenue to pay off bonds for the capital projects such as the Courthouse retrofit project. However, these revenues have been reduced by half. The funds required to pay the debt will have to come from the General Fund in 2009 and the proposed amount for repayment is $166,000. Page 4 Commissioners Meeting Minutes: Week of November 17, 2008 Philip Morley noted that on November 24 there is a hearing scheduled on the ad valorem tax levy and the public hearing on the revised recommended budget is tentatively scheduled on December 8 with the final action on the budget scheduled on December 15. Project Overview and Possible Approval of Irondale/Port Hadlock Urban Growth Area (UGA) Sewer Facility Preliminary Design Contract; TetraTech, Inc.: Project Planning Manager Joel Peterson updated the Board on the sewer project. This project originated in the Public Works Department and recently became a responsibility of the Department of Community Development. He introduced Kevin Dour from TetraTech, Inc. who is the preferred consultant for the preliminary design which is the next phase of the project. Joel Peterson noted that the Irondale/Port Hadlock UGA Sewer Facility is an important component of the UGA. The County has been working on the project since 2004 when the Jefferson County Comprehensive Plan was amended to include the UGA. This action was appealed to the Western Washington Growth Management Hearings Board (WWGMHB). In 2005, the County began work to come into compliance with the decision and order of the WWGMHB. A detailed sewer facility plan was required to help in the creation ofUGA development regulations and the land capacity analysis. The Sewer Facility Plan was completed and was recently adopted as an engineering plan by the State Department of Ecology. The 30% design phase of the sewer is the next step. This includes: environmental work, public involvement work, development of policies and development regulations and funding and finance. The contract can be continued into the 60% and 90% design phase through to construction. There are parallel paths that are being dealt with regarding the development regulations and the Comprehensive Plan. The County is going before the WWGMHB in May, 2009 to demonstrate the work that has been done to date. The goal is that the UGA will be found in compliance. The Public Infrastructure Fund and a Reclaimed Water Program grant from the State Department of Ecology are the two main sources of funding for the contract. In order to receive the State funding, the County must sign off on the contract by November 30. This Wednesday, they will meet with the Planning Commission to give an overview of the project from the Consultant's perspective and review the GMA compliance work that has been done. Director of Community Development Al Scalf reviewed the record. The Public Works Department advertised a request for proposals (RFP) and there were three bidders. After reviewing the proposals, TetraTech was chosen as the preferred consultant. They have been in contract negotiations for the past month. Kevin Dour reviewed TetraTech's experience with this type of project. Commissioner Austin asked the timeline for actual construction? Kevin Dour answered that if everything goes as planned, they are looking at fall of 20 1 0 and the sewer could be in use about a year later. The treatment plant would be built in phases. The Waste Water Facilities Plan describes the fu1l20-year planning horizon to develop and provide service to the entire UGA. He added that there has been talk about potential Federal stimulus funding and if this is made available, the sewer project would have a good chance to receive funding because it is already moving into the first phase. Page 5 Commissioners Meeting Minutes: Week of November 17, 2008 ~''"'.o ~.. ......::'.... ~~~"... '"IN''' Commissioner Sullivan moved to approve the contract with TetraTech, Inc. for the IrondalelPort Hadlock UGA Sewer Facility preliminary design. Commissioner Austin seconded the motion which carried by a unanimous vote. Discussion re: Changes in Proctor Home Project: Barbara Carr, Juvenile Services Director, explained that the current Proctor Home will no longer be available after the first of the year. They have found a solution to keep the program going by having Proctor Home Coordinator Kelli Parcher run the full program, including the facility. A cost comparison shows there is a savings in the amount of the new facility. They will remove the alarm system from the current home and install it in the new facility using funds from the 2008 budget. She referenced overall costs ofthe project. She added that she will keep the Board advised about alternative plans to transport juveniles to the lockdown in Kitsap County when the Hood Canal Bridge is closed for repair. She thinks it is more budget effective to keep the kids local. She asked that the Board approve the contract with Kelli Parcher and an amendment to the current rental agreement that allows them to pay month to month until the move. Commissioner Austin moved to approve the contract with Kelli Parcher and the amendment to the current rental agreement. Commissioner Sullivan seconded the motion which carried by a unanimous vote. COUNTY ADMINISTRATOR'S BRIEFING SESSION: The following items were discussed. . Superior Court Clerk's Office space needs. Loring Bemis, Facilities, is reviewing past space studies and researching the Clerk's space needs, options, and the potential costs. The County Administrator will update the Board when the results of the analysis are complete. . Hire Approval forms. Human Resource Manager Lorna Delaney is finalizing a form to distribute to the Elected Officials and Department Heads to implement the resolution regarding a hiring freeze that was recently approved by the Board. . JeffCom Budget Issues. The County Administrator provided information about Jeff Com's 2008 appropriation request and their proposed 2009 budget. He also reported on topics discussed at the most recent Jeff Com Administrative Board meeting. . Washington State Association of Counties (WSAC) Legislative Agenda. The County Administrator and the Board discussed legislative efforts and recent news about WSAC's 2009 legislative agenda. . 2009 Budget process. There was a discussion about the 2009 Budget update from the Board's morning session and the upcoming public hearing scheduled November 24. The County Administrator reported that he had productive budget meetings with each Department Head and Elected Officials last week. . Staff recognition and relations. There was a discussion about existing ways employees are recognized and come together, such as the Tax Blues Breakfast and the Employee BBQ. The Commissioners and Philip Morley explored additional ideas for strengthening employee relations. . Mountain View Swimming Pool. The County Administrator reported on prior discussions with the City regarding their request for funding, the information that the Commissioners want as background for considering the request, and whether the County has extra money in the budget to contribute. Page 6 Commissioners Meeting Minutes: Week of November 17,2008 f~, ~{ ~'''''~ij~~ . The following miscellaneous items were also discussed: a) clarifying the Commissioners' role and appropriate venues for public input regarding legislative issues, permit review, cases before the Hearing Examiner, or appeals to the Western Washington Growth Management Hearings Board or the courts; b) information from the WSAC Conference on shared internet systems; c) the recent reauthorization of Secure Rural Schools Act and steps to appoint members to the Resource Advisory Committee (RAC); d) questions about the status and plans for land donated by the Navy to Jefferson County near Camp Parsons; and e) the Jefferson Healthcare's Efficiency Improvement Program. NOTICE OF ADJOURNMENT: Commissioner Sullivan moved to adjourn the meeting at 3 :24 p.m. to the next regularly scheduled meeting. Commissioner Austin seconded the motion which carried by a unanimous vote. -----...":~-., .. '- '. . "1,,(,1,1<' MEE, :r:IN't,~~RNED . ", r-~.... ,*,. ", ''> ,.'_-'- ", ~'..., (1 \ S,r;~f ~.~ I' t., \ ,'>"'<".,, ." t ~,-"~, ,j ,,' . ~~,\: ';/ ,~;./ Art~fl; :~.j I;;J <. / .' ~ JEFFERSON COUNTY BOARD OF COMMISSIONERS ~, C0'tL q~~ Phil .M~~~ Chair ~tI~~ Davi~. Sullivan, Member l<>M~M[l0 f f 'lie Matthes, CMC Deputy Clerk of the Board Page 7