Snohomish County Council Finance and Economic Development Committee Jackson Board Room August 3, :30 a.m. MINUTES

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1 Snohomish County Council Finance and Economic Development Committee Jackson Board Room August 3, :30 a.m. MINUTES PRESENT: Committee Chair Sullivan Committee Member Koster (not present) Committee Member Gossett Committee Member Somers Sharie Freemantle, Sr. Legislative Analyst John Amos, Sr. Legislative Analyst Geoffrey Thomas, Sr. Legislative Analyst Bridget Clawson, Human Resources Director Chris Katahira, Human Resources/Equal Employment Officer Dave Waggoner, Airport Director Roger Neumaier, Finance Director Brian Haseleu, Finance Debbie Parris, Asst. Clerk of the Council Committee Chair Sullivan called the meeting to order at 10:33 a.m. ACTION ITEMS: 1. ECAF #5524: (Proposed Motion #10-372) Adopting the Snohomish County Executive Branch Equal Employment Opportunity Plan for Originator: Bridget Clawson, Human Resources Director Bridget Clawson, Human Resources Director, introduced Chris Katahira the new Equal Employment Officer. Mr. Katahira provided information related to the Equal Employment Opportunity Plan. Responding to Committee Chair Sullivan, Mr. Katahira provided background information for himself. [Committee Member Somers entered the meeting at 10:36 a.m.] Committee Member Gossett inquired about multi-year trends. Mr. Katahira responded, he said the plan does call for annual updates and said he could include multi-year trends in future plans. ACTION: Move to Regular Agenda, General Legislative Session August 11 th for action. Finance& Economic Development Committee Meeting, August 3, 2010 Page 1 of 2 Minutes

2 2. ECAF #5329: (Proposed Motion #10-371) Accepting the 2010 First Quarter Contract Report from the County Executive Originator: Amy Jenkins, Executive s Office Sharie Freemantle, Sr. Legislative Analyst, provided an overview (see staff report for detail). ACTION: Move to Consent Agenda, General Legislative Session August 11 th for action. DISCUSSION ITEMS: 1. Second Quarter Department Directed Savings (DDS) and Updates John Amos, Sr. Legislative Analyst, distributed and discussed a DDS summary of department plans to meet savings requirements (see attached). 2. YTD Report Update Sharie Freemantle, Sr. Legislative Analyst, distributed and discussed information related to General Fund year-to-date revenues (see attached). Mr. Freemantle responded to questions and concerns from Committee Member Gossett. Committee Member Gossett commented that in the last couple of years the Council has been surprised by declining revenues. Council believed they were adopting a balanced budget, but found it necessary to make additional cuts because of declining revenue. He asked what can be done to handle this. Roger Neumaier, Finance Director, responded and discussion ensued. 3. Strategic Tourism Plan Update Ms. Freemantle provided an update. She said the stakeholder interviews are scheduled for this Thursday and next Tuesday and they are still on target to present to Council sometime in September. 4. Tourism Promotion Area Update Ms. Freemantle stated that Rick Robertson, Prosecutor's Office, is helping council staff writing the interlocal agreements. She said they are still hoping to have ready in September. Meeting adjourned at 11:05 a.m. Finance& Economic Development Committee Meeting, August 3, 2010 Page 2 of 2 Minutes

3 Snohomish County Council Committee: Operations Analyst: Geoffrey Thomas ECAF: 5392 Proposed Motion: Date: July 12, 2010 Summary Motion authorizes the surplus and sale of an additional 60,000 tons of crusher by product sand to the highest bidder. Background Snohomish County s Department of Public Works (department) has a contract with Ramo Construction (contractor) whereby contractor accepts up to 15,000 tons of crusher by product sand from the County s Sand Hill Pit extraction operation. The operation has generated 60,000 tons more by product sand than anticipated by the contract with the contractor. To maintain efficient operations at the sand pit, it is necessary that by product sand be removed. The department requests that council authorize the surplus and sale of the additional sand to the highest bidder(s) following a public sale process. The proposed motion authorizes this surplus and sale. Approval-as-to-form: Yes. Action Requested: Move the proposed motion to the July 14 th General Legislative Session for consideration for action. Council Options: Council may consider a number of alternatives including: (1) approve the proposal; (2) request additional information; (3) amend the proposal; or (3) not approve the proposal by moving to not approve or by not taking action. g:\ecaf\council\ _staff report.docx

4 Assessor Auditor Clerk Council Final 7,340,892 7,128, % 50.7% 7,980,960 7,532, % 42.5% Holding positions open. Through March they are on target to achieve savings. Though June 30 they have savings from vacancy and supplies etc of $130,329. Th Auditor has generated $211,215 in savings from vacant positions through 6/30. The Office eliminated two Business Inspector positions and is has laid off one animal control officer effective June. Three other positions are being held as vacant. They expect the remainder of the savings to be derived from leave without pay, furloughs for nonrepresented employees and a voluntary reduction in hours. 6,743,077 6,472, % Clerks Office has generated $279,026 in salary savings through the first six months which puts them on track to meet DDS. They have worked no overtime the first two quarters. They had six vacancies during the first two quarters and 48.6% anticipate two additional vacancies in July. On target to achieve underexpenditure requirements. Savings being achieved with reduced mileage reimbursement for members, staff furloughs, and retaining vacancies in the Office of Performance Audit. Council revenue collections are small and dependent on demant 3,522,015 3,461, % 49.0% for Maps and Publications. Page 1

5 District Court Prosecuting Attorney Sheriff Sheriff - Corrections Final 8,588,982 8,310, % Through June 30, 2010 District Court has realized savings of $223,971 from vacancies and salary savings from furlough and LWOP savings. If they maintain the current pace they 49.9% will meet the $401,080 DDS savings goal. PAO is holding positions vacant, using savings from the five day furlough and utilizing a grant resources to meet underexpenditure requriements. In their June report they included 11.5 vacant positions that are contributing to 14,603,555 14,181, % 47.6% savings. 46,521,838 45,096, % We have met with the Sheriff's staff and reviewed their DDS submittal. They using alternative grant revenues to fund positions, holding vacancies, reducing overtime and expect to meet underexpenditure requirements. Through the May report the Department had generated $667,651 of the required DDS. We will continue to work with the Office to track 51.9% progress toward achieving budget objectives. See above. Also Corrections is deriving some of the savings by underexpending line item costs in addition to vacancies, overtime reduction and 39,440,696 38,943, % 51.3% furloughs. Page 2

6 Superior Court Treasurer Executive Boundary Review Board - Board of Equalization Final 21,836,871 21,119, % 51.6% 3,170,917 3,079, % 53.3% 379, , % 43.7% Superior Court is holding positions vacant, assuming an increase in leave without pay and identifying specific cuts. They have identified $100 thousand in new revenue that is still being analyzed. Through June they have realized over half of the required DDS ($459,391). On Watch List. at nearly 52% of budget through June and s are only 49%. Treasurer submitted a plan to meet underexpenditures through savings in line item accounts in the first quarter. Tracking Finance and Council Staff are tracking revenues closely with the Treasurer's Staff. Expendiutres seem to be due to large encumbrances. Conducting meetings with a quorum saving board member payments (2 per meeting). In addition, Board has employed a hearing examiner that has allowed them to hear more appeals. Also they are no longer sending scheduling letters by certified mail. Page 3

7 Final Emergency Management Emergency Management will absorb their 940, , % managed savings through mandatory GF furlough days and by charging a portion of GF Emergency Manager time to the 2010 EOC grant for the preparation and planning of the new EOC. They will also hold one position in the general fund vacant for four months during 48.8% Executive The Executive Office will achieve their managed 2,219,506 2,149, % savings through non-represented staff furloughs, delay in filling authorized positions and reductions in a combination of areas including supplies, professional services, printing and 47.4% travel Facilities Management Purchasing will achieve their managed savings 460, ,814 na by postponing hiring of two vacant facilities technician positions until fourth quarter Facilities is also delaying hiring of three FTE's and further reducing overtime, maintenance supplies and service expenses in fund 511 until 50.9% Finance Finance will achieve its target through nonrepresented 3,321,935 3,216, % staff furloughs and reduced overtime, supplies, vacancies and revenues which are new to the General Fund that result from Finance staff efforts. Finance is continuing to hold one vacant position until full 47.0% underexpenditure has been achieved. Hearing Examiner 546, , % 52.1% Reported a reduction of copier costs. Page 4

8 Human Resources Human Services* Medical Examiner Nondepartmental Office of Public Defense Final 1,550,765 1,497, % Human Resources will achieve its target through non-represented staff furloughs and by delay 47.3% hiring Human Services plans to achieve their targeted levels by absorbing those amounts in nongeneral 3,668,828 3,561,527 na fund programs 46.2% The Medical Examiner will absorb their managed savings through non-represented staff furloughs and by reducing expenditures from their professional services, travel, training, dues 1,924,737 1,858, % 49.5% and equipment budgets Multiple Appropriation Monitored Throughout the 8,289,832 8,289, % 41.5% year. OPD will manage attorney contract dollars to meet the Department Directed Savings. The contracts are structured such that they are dependent on the case filings, if case filings increase the costs will increase. Department of Finance is monitoring case filing activity. s are ahead of schedule because of full 6,792,768 6,613, % 51.4% receipt of Justice in Jeopardy funding. Page 5

9 Final Parks and Recreation 9,385,684 9,114, % The Parks Department will delay hire on eight vacant positions. This is in addition to nonrepresented staff furloughs and line item reductions that were made in extra help, supplies, utilities, rentals, fair entertainment, advertising, etc. Reductions are expected to have an impact on facility standards. The Fair represents a significant percentage of Parks s and Expenses and since it has not occurred yet the percentages are not very 40.5% useful. Full review at the end of the third quarter. Planning and Development Services* Planning will absorb the managed savings 3,842,554 3,721, % through non-represented staff furloughs and reductions of extra help, elimination of one vehicle, overtime, supply purchases, contracted services and by leaving an authorized position vacant. They are also transferring some costs 45.4% to grants. Total 203,072, ,579,689 *Original Managed Furlough Savings Were distributed to line items in the department budget. Page 6

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