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HomeMy WebLinkAboutM041910 District No.1 Commissioner: Phil Johnson District No. 2 Commissioner: David W. Sullivan District No. J Commissioner: Johu Austin County Administrator: Philip Morley Clerk of the Board: Lorna Delaney MINUTES Week of April 19, 2010 Chairman David Sullivan called the meeting to order at the appointed time in the presence of Commissioner Phil Johnson and Commissioner John Austin. , PUBLIC COMMENT PERIOD: The following comments were made by citizens in attendance at the meeting: a citizen asked if the agreement for appraisal services for the Port Hadlock Urban Growth Area Sewer Project (consent agenda item #4) had gone through the proper bidding process? and stated that it should not be approved until it has; a citizen discussed the benefits of roral and farm land; another citizen feels that the County is too dependent on grant funding and that something must be done to break the cycle of dependency; a citizen stated that he video records the Commissioner meetings, but he does not edit the videos; a citizen feels that the Commissioners need to apply rules fairly to all videographers; the citizen who video tapes the Commissioner meetings to be shown on PTIV said that he does so as part of a verbal contract to see if it is viable for the County to continue; a man feels that the reason the public video records the Commissioner meetings and posts them on the internet is because the County does not provide this service; a citizen said he is disgusted with the personal attacks that occur at these meetings and he thinks the Commissioners should discontinue holding the public comment period. APPROVAL AND ADOPTION OF THE CONSENT AGENDA: Commissioner Austin moved to approve the consent agenda as presented. Commissioner Johnson seconded the motion which carried by a unanimous vote. 1. AGREEMENT re: Supply of Liquid Asphalt Products for Bituminous Surface Treatment (BS1) Program; Jefferson County Public Works; Paramount Petroleum Corporation 2. AGREEMENT re: Emergency Repair and Permanent Restoration; Quinault South Shore Road Mile Post I.I4 to Mile Post 1.28, County Road No. X01848; Jefferson County Public Works; Washington State Department ofTransportation (D01) 3. AGREEMENT re: Rural Arterial Program (RAP), Paradise Bay Road, Phase 2; Jefferson County Public Works; County Road Administration Board (CRAB) 4. AGREEMENT re: Appraisal Services, Port Hadlock - UGA Sewer Project; Jefferson County Public Works; Allen Brackett Shedd 5. AGREEMENT, Interlocal re: Accounting and Payroll Services; Jefferson County Auditor's Office; Jefferson County Library 6. AGREEMENTS (2) re: Change Order No.7 and 8 re: Jeffcom 911 Radio System Improvements; Jefferson County JeffCom; Buchanan General Contracting Company . 7. AGREEMENT, Amendment No.1, re: Family and Juvenile Court Improvement Plan; Jefferson County Juvenile Services; Susan Steiner Page 1 Commissioners Meeting Minutes: Week of April 19, 20 I 0 8. NOMINATION for County Engineer of the Year Award; Monte Reinders, Jefferson County Public Works Engineer 9. Payment of Jefferson County VouchersIWarrants Dated April 12,2010 Totaling $1,340,075.70 COMMISSIONERS BRlEF1NG SESSION: The Commissioners reviewed their meeting calendar for the upcoming week. County Adminilltrator Philip Morley reported as follows: . The appraisal services for the Port Hadlock Urban Growth Area Sewer Project did go through a competitive request for qualifications process working off of a list from the State Department of Transportation. . A reception for Governor Gregoire will be held during her visit to Jefferson County on Thursday, April 22, 20 I 0 at 2:00 p.m. at the Northwest Maritime Center. . The State Department of Ecology will be holding a public hearing on the locally adopted Jefferson County Shoreline Master Program on Tuesday, April 20, 2010 at 7:00 p.m. at the Fort Worden Commons. There will be an open house at 5:00 p.m. prior to the hearing. . Within the next two weeks the Department of Community Development will be submitting the grant application to the U.S. Environmental Protection Agency (EPA) for funding to develop a Watershed Resource Center. The intent of the grant is not to regulate, but to provide guidance through complex regulations as a voluntary option for applicants. . The next Community Input Workshop is scheduled for 7:00 p.rn. on Monday, April 26, 2010 at the Marrowstone Island Garden Club. APPROVAL OF MINUTES: Commissioner Austin moved to approve the minutes of April 5 and 12,2010 as presented. Commissioner Johnson seconded the motion which carried by a ImRnimous vote. Letter of Supportfor County Engineer Monte Reinders Nominationfor Engineer of the Year: Commissioner Johnson moved to send a letter to go along with the nomination of County Engineer Monte Reinders to be awarded Engineer of Year. Commissioner Austin seconded the motion which carried by a nnRnimous vote. Discussion and Possible Approval re: AGREEMENT for Annual Revaluation Software; Jefferson County Treasurer; True Automation: Treasurer Judi Morris explained that the Board is being asked to approve an agreement for a new computer system for both the Treasurer's and Assessor's offices. The current vendor CompuTech has put the County on notice that they will no longer be supporting the computer system that is currently used. Further, the legislature has mandated that by the year 2014 all Counties must convert to an aunuaI property revaluation cycle which is not supported by CompuTech's computer system. Jefferson County is currently on a four-year property revaluation cycle. After researching many new vendors and options it has been determined that the most appropriate option is to go with True Automation. This vendor is one of three that provide Assessor and Treasurer computer services to governments. It also appears that converting from CompuTech to True Automation will be the smoothest transition process. Page 2 Commissioners Meeting Minutes: Week of April 19,2010 ~' 0, !/ - .'':'.. ,.+- , " Assessor Jack Westerman stated that CompuTech will maintain the current system through 2012, but they will not do the conversion to an annual cycle. The majority of the Counties in Washington State that had CompuTech have converted to True Automation, including Clallam County. Although any conversion process is very difficult, the system offered by True Automation has some flexibility for the future. The CompuTech system has been reliable and worked very well for the County over the last 20+ years. It is a mainframe system and as such, it does not have quite the flexibility that some of the newer PC based systems have. Currently 1 I counties have converted or will be converting to True Automation's system which has shown to be successful. Those counties include: Benton, ClaIlam, Clark, Columbia, Island, Pend Creille, San Juan, Skagit, Snohomish, Wahkiakum and Whatcom. Treasurer Judi Morris stated that the cost of the software for the conversion is $413,38 I ($213,418 for the Assessor's office and $199,963 for the Treasurer's office). Annual maintenance of the system is provided for both offices for an additional $64,600 per year. Utilizing the "Automated Real Estate Excise Tax" (AREE1) grant program, the Treasurer's portion of the program costs in the amount of$71,000 will be reimbursed. There is also $122,313.1 9 in the Treasurer's AREET Technology Fund which has been saved for this process that can be used to cover the Treasurer's portion. She noted that when the legislature mandated the conversion to an annual property revaluation cycle they diverted the AREET technology fee to go into a different fund as of July 3 1,2010 that will be used to reimburse counties for the annual property revaluation cycle conversion which may take a few years. Ultimately, Jefferson County will be reimbursed from the State for the initial costs of the annual conversion and then reimbursed on an ongoing formula basis to offset the annual maintenance fee that will go into effect once the system is fully implemented at the end of2012 or the beginning of2013. While the State reimbursement for the annual conversion is paid from a fund that includes fees collected in all counties, the ongoing reimbursement to offset the annual maintenance fee of $64,400 will only come from fees collected in Jefferson County which may not even total $10,000. She reviewed the costs of the other two vendors and stated that Snohomish County is very dissatisfied with the customer service provided by one of the vendors which is why they are now converting to True Automation which has better customer service and support. The benefit of having a system that other Counties use is that a users group can be formed to work together to see that Washington State rules are included in the software to insure that any new phases and upgrades will meet the needs of the State and Jefferson County. Assessor Jack Westerman added that the State Department of Revenue (DOR) is already meeting with True Automation to discuss the needs that must be considered in doing program upgrades so the reports meet the standards required by DOR. Both Assessor Jack Westerman and Treasurer Judi Morris agree that the system offered by True Automation best meets the needs of the County and they recommend approving the agreement. Page 3 Commissioners Meeting Minutes: Week of April 19, 2010 ~.c.. -l~ ,0 Discussion ensued regarding the possibility of a short term loan from the Equipment Reserve and Revolving (ER&R) Fund to pay for the initial costs until t4e County is reimbursed through the grant process. It was noted that True Automation and the other two vendors do not offer systems for the other financial functions provided by the Treasurer's office relating to processing warrants and managing investments and debt. Therefore, there are unknown costs associated with implementing other financial system options and integrating them with other County systems and programs that share data. After being informed about potential system options for the other financial functions, the Board agreed to postpone making a decision on the agreement until next week. COUNTY ADMINISTRATOR'S BRIEFING SESSION: County Administrator Philip Morley reviewed the following with the Commissioners: . Paradise Bay Drainfield . Schedule Coordination . Regional Coordination Update Shared economic development strategy Community Development Block Grant (CDBG) Planuing Only Grant application and joint application with the City of Port Townsend for inventory of property for affordable housing Shared Resource Conservation Manager Grant Broadband Inter-jurisdictional coordination on "Make Waves" pool proposal . Miscellaneous Topics Budget planuing for 2012 and beyond Coordination with Jefferson Transit and other jurisdictions Quarterly meetings with elected officials and department heads NOTICE OF ADJOURNMENT: Commissioner Austin moved to adjourn the meeting at 3:36 p.m. until the next regular Monday meeting at 9:00 a.m. or special meeting as properly noticed pursuant to RCW 42.30.080. Commissioner Johnson seconded the motion which carried by a nnanimous vote. JEFFERSON COUNTY BOARDZ7~ David ~ v Chair Page 4