Snohomish County Council Finance and Economic Development Committee Jackson Board Room March 2, :30 a.m. MINUTES

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1 Snohomish County Council Finance and Economic Development Committee Jackson Board Room March 2, :30 a.m. MINUTES PRESENT: Committee Chair Sullivan Committee Member Koster (entered the meeting at 10:52 a.m.) Committee Member Cooper (not present) Committee Member Gossett Committee Member Somers Marcia Isenberg, Chief of Staff Sharie Freemantle, Sr. Legislative Analyst John Amos, Sr. Legislative Analyst Susan Neely, Sr. Legislative Analyst Geoffrey Thomas, Sr. Legislative Analyst Roger Neumaier, Finance Director Brian Haseleu, Finance Department Scott Camp, Finance Department Rebecca O Reilly, Finance Department Sharyl Raines, Finance Department Mark Soine, Executive s Office Brian Parry, Executive s Office Christopher Schwarzen, Economic Development Wendy Becker, Economic Development Donna Ambrose, Economic Development Ryan Hembree, Economic Development Mary Albert, Clerk s Office Linda Hjelle, Assessor s Office Jason Cummings, Prosecutor s Office Bob Terwilliger, Superior Court Judge Ellen Fair, Superior Court Joanie Fadden, Sheriff s Office Jeff Miller, Sheriff's Office Tom Davis, Sheriff's Office Tom Teigen, Parks Department Director Kirke Sievers, Treasurer Arif Kanji, Treasurer s Office Carolyn Weikel, Auditor Connie Barndt, Auditor s Office Dr. Norman Thiersch, Medical Examiner Carolyn Sanden, Medical Examiner s Office Al Noriega, Medical Examiner's Office Noah Haglund, Everett Herald Debbie Parris, Asst. Clerk of the Council Committee Chair Sullivan called the meeting to order at 10:30 a.m. Finance& Economic Development Committee Meeting, March 2, 2010 Page 1 of 5 Minutes

2 ACTION ITEMS: 1. ECAF #4751: (Proposed Motion #10-111) Professional Services Agreement with Community Attributes, Inc. relating to agricultural business organization Sharie Freemantle, Sr. Legislative Analyst, provided an overview. She stated that the total cost of the agreement is $44,000 and will be funded entirely by the grant in the Human Services agricultural program. Ryan Hembree, Economic Development, provided additional information related to the USDA grant that the County received and he responded to questions. ACTION: Move to Consent Agenda, General Legislative Session March 3 rd for action. 2. ECAF #4336: (Proposed Motion #10-110) 2010 Hotel/Motel Expenditure Plan John Amos, Sr. Legislative Analyst, provided an overview (see staff report for detail). He spoke about new funding information that has been provided (see amended funding levels). Wendy Becker, Economic Development, responded to committee members questions related to funding the Camano Island Studio Tour and possible affects of the State closing the Tourism Office. ACTION: Move to Regular Agenda, General Legislative Session March 17 th for action. (Proposed amended motion) DISCUSSION ITEMS: 1. Insurance Fund and.5 FTE for Prosecuting Attorney s Office Sharie Freemantle and Susan Neely, Sr. Legislative Analysts, provided information related to the Insurance Fund. Discussion ensued. Roger Neumaier, Finance Director, responded to committee members questions. Jason Cummings, Prosecutor s Office, described the job duties and the importance of the.5 paralegal position they are requesting to be exempted from the hiring freeze. Committee Chair Sullivan asked if Council can be assured that the Insurance Fund will recover even if an FTE is added. Mr. Neumaier stated that he is confident the Insurance Fund is sound but cannot make any assurances. Finance& Economic Development Committee Meeting, March 2, 2010 Page 2 of 5 Minutes

3 Committee Member Gossett said he was comfortable with moving forward and suggested that Ms. Neely draft the necessary paperwork to get this started. Committee Members concurred. 2. Fourth Quarter Budget Report and Review of 2010 Revenues Roger Neumaier, Finance Director, provided an overview and stated he is here to respond to any possible questions. He responded to Committee Member Gossett s inquiry about REET funds. Ms. Freemantle provided a PowerPoint presentation and spoke about 2010 Revenue Review (see attached). [Committee Member Koster entered the meeting at 10:52 a.m.] Ms. Freemantle and Finance Staff responded to questions from Committee Member Gossett related to fair revenues and impacts, the bonding proposal, if there are enough fair revenues to pay the debt service, and elections cost recovery. Lengthy discussion ensued and additional questions and requests from committee members were addressed. 3. County Liquidity Update John Amos, Sr. Legislative Analyst, provided a PowerPoint presentation and discussed the county s liquidity analysis in the General Fund (see attached). Mr. Amos responded to questions throughout his presentation. [Committee Member Koster left the meeting at 11:16 a.m.] Mr. Neumaier responded to Committee Chair Sullivan regarding the effects on the county s bond rating. Committee Member Gossett asked if there has been discussions with the Executive about ways to deal with the revenue shortfall and if the Executive has a different approach other than what has been discussed here today. Mr. Neumaier responded and said he would focus on putting together a plan for managing expenditures. Mr. Neumaier said the Executive could have a conceptual plan to Council in approximately two weeks. Discussion ensued. Committee Chair Sullivan expressed his concerns. Committee Member Somers stated that rather than give direction today, he would like to see a plan from the Executive first. Committee Members concurred. Mr. Neumaier received clarification from committee members of what they would like to see in the plan. Finance& Economic Development Committee Meeting, March 2, 2010 Page 3 of 5 Minutes

4 4. Superior Court: Hiring Freeze Exemption Ms. Neely provided a brief introduction and referred committee members to the s in their folders that explain the situation for Superior Court (see attached). Judge Ellen Fair, Superior Court, explained the need and the importance for the requested court reporter position. She said it is not a new position and they would actually be saving money because they would be hiring at a lower pay step than what the person was at who left. Judge Fair said this hire does not compromise their Department Directed Savings. Committee Member Gossett asked if Superior Court would keep this position if positions had to be cut in the future. Judge Fair stated this is a position that would not be cut. Bob Terwilliger, Superior Court Administrator, said they have already done preliminary planning and they are prepared to do what is necessary outside of this position. Judge Fair and Mr. Terwilliger addressed additional committee member questions. It was the consensus of the committee to move forward with this request. Ms. Neely said she could prepare the paperwork and have it available for Administrative Session March 15th. [Clerk Note: ECAF has been prepared and is scheduled for Administrative Session March 22nd] ACTION ITEMS continued: 3. ECAF #4775: (Proposed Motion #10-116) Request to exempt two Medical Examiner Investigator positions and extra help from the hiring freeze Susan Neely, Sr. Legislative Analyst, provided a staff report (see attached for detail). Dr. Norman Theirsch, Medical Examiner, responded to committee member's questions. Ms. Neely provided additional information about the position and spoke of potential solutions. After further discussion, committee members instructed Ms. Neely to draft an amended motion to include an option for the possibility of using less than 2 FTEs. ACTION: Move to Regular Agenda, General Legislative Session March 22 nd for action (proposed amended motion) Meeting adjourned at 12:00 p.m. Finance& Economic Development Committee Meeting, March 2, 2010 Page 4 of 5 Minutes

5 UPCOMING AGENDA ITEMS: Snohomish County Tourism Bureau Annual Report Annexation Analysis Liquidity Analysis (continued discussion) Treasurer s Office request for hiring freeze exemption 2009 Year End Contract Report Finance& Economic Development Committee Meeting, March 2, 2010 Page 5 of 5 Minutes

6 Snohomish County Council Committee: Finance and Economic Development - Analyst: John Amos ECAF: 4336 Date: 3/2/2010 Summary This ECAF accompanies Motions that approves the first round of Hotel Motel state shared funding for Projects on the list attached to the ECAF were recommended for funding by the Snohomish County Lodging Tax Advisory Board. The project list is amended to include an additional $25,000 for the County s Economic Development Office to contract for the Strategic Tourism Plan. The Motion authorizes the Executive to execute necessary contracts. Background & Discussion: As authorized by RCW Snohomish County has imposed a 2% lodging tax in unincorporated Snohomish County and any cities in the county that do not impose their own lodging tax. The tax does not increase the overall tax rate, but instead is a rebate of 1/3 of the state s share of the sales tax collected on transient lodging. This lodging tax is one of two collected in Snohomish County and is often referred to as the small fund lodging tax. The other tax on transient lodging is a countywide 2% tax that is added to the over all tax rate. This fund, known as the large fund operates under a different distribution process and is not relevant to this motion. Collections over the last 10 years for the small fund lodging tax had been increasing annually since the 2003, however 2009 collections were 7% below the 2008 level: 2% Shared Hotel Motel Year Tax 2010* $ 26, $337, $ 360, $ 332, $ 268, $ 247, $ 224, $ 199, $ 203, $ 211, *Through 2/28/2010

7 Since there low point in 2003 collections have increased an average of 8.4% through The tax continued to grow during 2008 when most other sales tax related revenues were declining and the 2009 decline was not as large as other sales tax revenue declines. The protocol is for the County to award contracts for projects twice a year from the proceeds of the previous years collections. As an example, in 2010 the County will award the $337,334 collected in This first round of funding, as amended will authorize $169,974 for projects and $20,397 for admin costs. This will leave $146,963 for second round of funding. There is also approximately $800 thousand in unreserved fund balance in the Fund. The County solicits project proposals twice a year in the fall and spring and the Executive staff reviews the proposals and prepare summaries and recommendations to the Lodging Tax Advisory Committee (LTAC). The LTAC meets, considers the proposals and makes recommendations to the County Council through this motion. The 2010 First round recommendations are detailed on the next page. Bold type indicates the proposal was funded at the full amount of the request.

8 Project Sponser Project Title Award Arlington Fly In Arlington Fly In 11,000 Arts Council of Publicity of Arts Exhibit's and 12,625 Snohomish County Special Events Arts Council of 5,000 Snohomish County Grand Opening Shack Arts Center Arts of Snohomish Marketing and Advertising 500 Camano Arts 6,500 Association CAA Studio Tour Cascade Loop 5,500 Association Cascade Loop Travel Guide Write on Sound Writers 1,885 City of Edmonds Conference Edmonds Center Enhance Promotion of ECA 10,000 for the Arts events Friends of Flying Heritage Flying Heritage Collection 10,153 5,000 Historic Downtown Broader Thinking, Broader Snohomish Reach Historic Flight 8,500 Foundation Vintage Aircraft Weekend Imagine Childrens 13,500 Museum Imagine Awareness Campaign Marysville 3,000 Strawberry Festival Mayfest Mukilteo Lighthouse 8,000 Festival Mukilteo Lighthouse Festival Olympic Ballet Peter and the Wolf, Swan lake and 5,000 Theatre Nutcracker Sky Valley Chamber 4,018 of Commerce Evergreen State Fairgrounds 2010 First Round Hotel Motel Project Funding Sky Valley Events Evergreen State Fairgrounds Events Marketing Off-Season Cultural and Family Tourism Promotion 13,793 21,000 Village Theatre $ 144,974 Administration 12% of allocations $ 17,397 Total $162,371 All 18 project proposals received funding in this round. However, only six received the full amount of their request. The remaining twelve received funding

9 below the requested level. The total requested level of funding was $246,695 which would have resulted in an administration allocation of $29,603. Amendment to the List: During the first phase of funding in 2009 the Snohomish County Economic Development Office received $64,500 in funding to prepare a Strategic Tourism Plan. The Economic Development Office hired and employee to work on the plan in late 2009 and had expended about $14,500 when the employee left county employment. At the January 13, 2010 meeting of the Lodging Tax Advisory Committee alternatives to completing the study were discussed. The LTAC reached agreement that the Plan should be completed by issuing a RFP for a private consultant. It was further agreed that the study could cost up to $75,000. This is $25,000 less than the remaining funding in the original allocation. In order for the RFP to be completed the Economic Development Office needs an additional allocation of $25,000. To accomplish this, the Hotel / Motel Small Fund Allocations for 2010 List attached to the Motion has been amended to add $25,000 for the Snohomish County Economic Development Office to contract for the Snohomish County Tourism Strategic Plan. This raises the total amended funding in this phase for projects to$169,974 and $20,391 for administration totaling $190,371. Action Requested: The Executive has proposed motion that directs Executive staff to prepare contracts for the agencies at the funding level approved by the LTAC. Executive Staff have asked that the project list be amended to include $25,000 for the Strategic Tourism Plan. Committee Options: Traditionally the Council has approved the projects as recommended by the LTAC. Forward the motion with amended list to the GLS.

10 Hotel/Motel Small Fund Allocations for 2010 Run date: 3/5/ :19 Run time: 3/5/ :19 Total Sponsor Sponsor OED Project Number Project Sponsor Project Title Project Match Request Rec. P Arlington Fly-In Corp. Arlington Fly-In 116,200 96,200 20,000 11,000 P Arts Council of Snohomish County Publicity of Arts Exhibits and Special Events 211, ,650 13,125 12,625 P Arts Council of Snohomish County Grand Opening Shack Arts Center 106,215 89,500 16,715 5,000 P Arts of Snohomish Marketing and Advertising 3,690 2,690 1, P Camano Arts Association CAA Studio Tour 39,257 32,757 6,500 6,500 P Cascade Loop Association Cascade Loop Travel Guide (2010) 71,400 65,900 5,500 5,500 P City of Edmonds Write on Sound Writers' Conference 7,612 4,232 3,380 1,885 P Edmonds Center for the Arts Enhance Promotion of ECA events 115,000 23,000 10,000 10,000 P Friends of Flying Heritage Flying Heritage Collection 25,143 14,990 10,153 10,153 P Historic Downtown Snohomish Broader Thinking, Broader Reach 19,620 14,620 5,000 5,000 P Historic Flight Foundation Vintage Aircraft Weekend 67,500 45,000 22,500 8,500 P Imagine Children's Museum Imagine Awareness Campaign 75,268 30,197 45,071 13,500 P Marysville Strawberry Festival Maryfest 13,500 7,000 6,500 3,000 P Mukilteo Lighthouse Festival Mukilteo Lighthouse Festival 15,000 5,000 10,000 8,000 P Olympic Ballet Theatre Peter and The Wolf, Swan Lake & The Nutcracker 218, ,000 18,000 5,000 P Sky Valley Chamber of Commerce Sky Valley Events 9,138 5,780 4,358 4,018 P Evergreen State Fairgrounds Evergreen State Fairgrounds Events Marketing 27,863 14,070 13,793 13,793 P Village Theatre Off-Season Cultural and Family Tourism Promotion 153, ,143 35,000 21,000 Amended Snohomish County Economic Development Office Snohomish County Strategic Tourism Plan 75, ,000 25, Original Requests Totals 1,295, , , ,974 12% of allocations 29,603 17,397 Total Original Proposal for Small Fund 276, , amended request totals 1,370, , , ,974 12% of allocations 32,603 20,397 Amended Total Small Fund , ,371

11 2010 REVENUE REVIEW Snohomish County Finance Committee March 2, 2010

12 Why revisit 2010 Revenues? Year end revenues in 2009 were almost $7m below revised budget Fund balance would be 3.43% with revised revenues and no expenditure reductions Some departments did not achieve their budgeted Department Directed Savings in programs were funded in part with onetime resources

13 How were 2010 Revenues reevaluated? Council directed staff to work with Finance dept in reviewing budgeted 2010 revenues Finance asked every department to review their 2010 revenues in light of current environment and submit three ranges: Probable, Optimistic and Pessimistic Council and Finance staff jointly reviewed department responses and agreed on Probable forecast actual revenues are expected to fall within + or 3% of the probable forecast.

14 What was the outcome? Probable revenue range is $3.954m less than currently budgeted: Sales Tax ($892k) Property Tax ($280k) Motor Vehicle License Fees ($360k) Investment Interest ($600k) Fair admissions and events ($577k) Elections cost recovery ($300k) Reduction in BECCA funding ($175k) Other Miscellaneous ($210k)

15 What is the impact on fund balance? 2009 Actual 2010Adopted Status Quo/Probable Difference $192,086,652 $203,072,869 $199,118,699 ($3,954,170) Fund Balance 4.70% 5.35% 3.43% Note: Decline in 2009 revenues of almost $7m accounts for more than 1% of the decline in Fund Balance from 2010 Adopted to 2010 Probable

16 Options to manage revised revenue picture Embedded reductions in 2010 Adopted Budget average 3.39%. Additional.5% underexpenditure assumed in 2010 Adopted Budget Revised Revenue picture calls for additional 2% reduction in expenditures to balance to probable forecast, for total reduction of 5.8% Could include additional reductions in order to begin rebuilding fund balance

17 Meeting County General Fund Working Capital Needs (Liquidity Analysis) March 2, 2010

18 Liquidity Definition In the context that it is used in the County, liquidity means the level of fund balance sufficient to provide working capital to meet a fund s ongoing cash flow needs for salaries, benefits and other operating costs. This analysis is based on the General Fund.

19 Fund Balance Targets are Often Used to Ensure Liquidity Goals are Met When governments worked on cash accounting, fund balance and cash balance were essentially the same. However, modern accounting relies on accrual accounting which requires revenues and expenditures to be recognized when earned or incurred often before the actual cash is received or expended. Therefore, fund balance does not equal cash balances anymore. However, the fund balance and cash balance are closely enough related that it is common for governments to use fund balance targets as a means of assuring that a fund has enough cash balances to meet its obligations on an ongoing basis.

20 Fund Balance Policy The County currently has a policy setting 11% of prior years actual revenues as the goal for general fund reserves. (Motion ) With strains placed on general fund revenues by the declining economy in 2008 and 2009, the County made the decision to go below general fund reserve goal in order to preserve services.

21 Fund Balance As A Percent of General Fund Revenues (less Operating Transfers) Year Fund Balance As A Percent of Revenues % % %

22 Meeting Working Capital Needs With a Declining Fund Balance In order to assure that a county funds could always meet their operating obligations, the County passed an ordinance that authorizes interfund loans to meet cash requirements of funds. This assures that county funds will have the resource to meet operating obligations despite variations in cash flow. The General Fund took advantage of interfund loans in 2009 to meet working capital needs as fund balance declined.

23 General Fund Borrowing in Outstanding Loan at Month End Maximum Loan During Month January $ - $ 5,000,000 February $ 8,000,000 $ 8,000,000 March $ 8,000,000 $ 10,000,000 April $ 8,000,000 $ 12,500,000 May $ - $ - June $ - $ - July $ 6,000,000 $ 6,000,000 August $ 10,000,000 $ 10,000,000 September $ 16,500,000 $ 16,500,000 October $ 16,500,000 $ 16,500,000 November $ - $ - December $ 6,000,000 $ 6,000,000 Annual Interest Expenses Paid for Interfund Loans: $ 42,968.60

24 This chart shows the relationship of fund balance and cash balance on a monthly basis over the last two years. It s a very instructive time period because we have gone from a period of relatively high fund balance that provided ongoing positive cash balances to current fund balance levels that are requiring interfund loans on a regular basis to meet cash requirements. $40,000,000 $30,000,000 $20,000,000 $10,000,000 $0 -$10,000,000 -$20,000,000 Ending Fund Balance Cash Balance (Net of Interfund Loans) Interfund Loans Outstanding

25 Cash Balances Range $19 - $25 Million a Year Regardless of Fund Balance Level Ending Fund Balance Year End $ 31,247,986 $ 13,716,247 $ 8,625,264 Maximum Cash Balance During the Year $ 28,836,631 $ 23,363,737 $ 3,239,229 Minimum Cash Balance During the Year $ 7,906,547 $ (2,547,401) $ (16,674,783) Fund Balance as A Percent of Actual Revenues at Year End % 7.429% 4.68%

26 Conclusions In 2008 a beginning fund balance of 16% of 2007 revenues would have been barely sufficient to avoid interfund borrowing. In 2009 a beginning fund balance of 7.43% of 2008 revenues required interfund borrowing topping out at $16.5 million. There were four months in 2009 when interfund borrowing was not needed. Interfund borrowing costs amounted to $42 thousand in Interfund borrowing will probably be somewhat higher in 2010 since the 2009 ending fund balance is lower than A Target Fund Balance to provide for the general funds working capital (liquidity) needs depends on the County s tolerance for short term debt and is probably between 8 and 16 percent.

27 Conclusions (Continued) Since ending fund balance for 2009 is projected to be 4.62% of 2009 revenues, further deterioration of the fund balance is impractical. Steps should be taken to ensure that fund balance does not decline any further in 2010: Make sure adjustments are made to offset projected revenue shortfalls; Make sure departments achieve their Department Directed savings: Look for opportunities to rebuild fund balance.

28 Maintaining cash balances sufficient to meet working capital requirements within acceptable short term borrowing parameters is only one of the considerations in establishing fund balance targets. Other Considerations Include: * Providing funds for emergencies or unforeseen expenditure needs; * Providing funds levels to mitigate the impact of economic fluctuations and provide orderly adjustment to revenue fluctuations; and *Provide a level of Fund Balance to maintain a sound financial base and ensure County s credit worthiness

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33 Snohomish County Council Committee: Finance Analyst: Susan Neely ECAF: 4775 Date: March 2, 2010 Summary A motion requesting exemption from the temporary hiring freeze in order to fill two Medical Investigator as well as extra help (temporary) positions within the Snohomish County Medical Examiner s Office. Background & Discussion: The Executive is requesting that two Medical Investigator positions as well as temporary positions to assist in death investigations be exempted from the hiring freeze (Ordinance ). This is the second time this has been requested: Council approved Motion No on January 27, 2010 which authorized the department to fill the positions. However, on February 10, 2010, Council approved Motion No which reinstated the hiring freeze for those positions for which a bona fide offer of County employment had not been tendered or accepted prior to adoption and actual notice of the motion. The positions in question are vacant due to (1) an employee transferring to another vacant position within the Medical Examiner s Office and (2) a termination effective December 16, The staff report for the original request (ECAF #4526) is attached for background information. What follows is new information/justification submitted by the department. In order to maintain 24/7 coverage, the Medical Examiner s Office has used overtime valued at a monthly cost between $7,683 and $8,245. There were 22 vacant shifts (176 hours) in December and 19 vacant shifts (152 hours) in January that needed to be covered. These shifts were covered by the existing staff, management and union, thus not all coverage resulted in an actual overtime cost. Recent sick leaves, staff shortages and employee fatigue have already forced the use of on-call to cover some midnight shifts. An answering service forwarded law enforcement death reports

34 ECAF #4775 Staff Report March 2, 2010 Page 2 to the on-call investigator, with other reporting agencies directed to secure the body-in-place until morning. The department received strong complaints from care facilities not equipped to store bodies. If the department is unable to fill the two vacant positions, service reductions will be necessary. If necessary, the office will eliminate the on-duty midnight shift which means that all calls received during that time would be routed to an answering service, resulting in four to eight hour delays in death scene response and body transport. Since, RCW requires that the Medical Examiner authorize moving a body, other responders would be affected (e.g., law enforcement, fire and EMS). Additionally, the office might need to decline jurisdiction on sudden, unexpected by apparent natural deaths of decedents age 50 or older. Per the department, filling the two positions would be the most efficient and cost effective solution, with extra-help the least expensive alternative. Filling both positions would cost about $12,200 per month (assuming step 1). It would maintain service levels and still provide salary savings (since the previous employees were at steps 3 and 5). Other potential solutions are to: 1. For a monthly cost of $6,900, fill one permanent position and use management labor and intermittent extra help to back fill the second; 2. For a monthly cost of $6,900, use overtime to cover leaves and vacant shifts, although this is unsustainable due to the current staffing level already requiring overtime for holidays and case completions; 3. For a monthly cost of $5,200, use an on-call investigator for law enforcement calls, leaving other deaths (e.g., nursing homes, adult care facilities, hospitals, and private residences) on hold until morning; or 4. For a monthly cost of $7,500, use an on-call investigator for all calls, although this could compound risks of employee accidents and errors due to fatigue. After approval of Motion , the department did hire a King County Medical Investigator effective February 4 th to work every Thursday and Friday night shift. However, it is unclear if the department terminated this employee upon Council approval of Motion No (even though the motion contained language regarding any bona fide offers of employment). Action Requested: The Executive is requesting that the Council approve this motion exempting the positions and use of temporary help from the hiring freeze. Council Options: Take no action at this time. Delay action, reassessing at a later date. Approve the exemption. Attachment: Staff Report for ECAF #4526

35 Snohomish County Council Committee: Law & Justice/Human Services Analyst: Susan Neely ECAF: 4526 Date: January 25, 2010 Summary A motion requesting exemption from the temporary hiring freeze in order to fill two Medical Investigator as well as extra help (temporary) positions within the Snohomish County Medical Examiner s Office. Background & Discussion: The Executive is requesting that two Medical Investigator positions be exempted from the hiring freeze (Ordinance ). The positions are vacant due to (1) an employee transferring to another vacant position within the Medical Examiner s Office and (2) a termination effective December 16, Additionally, the Executive is requesting an exemption from the freeze to fill temporary positions to assist in death investigations as needed. Per the procedures detailed in the hiring freeze legislation, any elected official may request an exemption via the ECAF process. Around the clock death investigation coverage is required to serve the criminal justice system and protect public health and safety. Medical Investigators provide on-site scene investigations regarding the death circumstances, as well as collecting and reviewing medical records and demographic information that is pertinent to cause and manner of death. To provide the 24/7 coverage, there are currently 5.00 Medical Investigators and 1.00 Medical Investigator Master budgeted within the Medical Examiner s Office. With two vacancies and the inability to obtain temporary assistance, the office may not be able to provide the 24/7 coverage which may result in evidence being disturbed, damaged or lost due to a delayed response. This increases the possibility of failure to detect and disclose homicides, public or workplace safety hazards, defective or hazardous consumer products, infection disease, toxin or biological agents that could result in additional deaths. RCWs and mandate death investigation as a health/safety function of county government, as does SCC Transporting of bodies, identification of the deceased and evidence collection are all elements of death investigation and are included in the duties of a Medical Investigator.

36 ECAF #4526 Staff Report January 25, 2010 Page 2 RCW requires that the Medical Examiner authorize moving a body under his/her jurisdiction. Timely and effective response by Medical Investigators allows law enforcement, fire and medical rescue personnel to complete their death scene duties and return to other public safety issues. Filling the vacancies will still result in savings that will go toward the Department s 2010 Department Directed Savings (DDS). The 2010 Medical Examiner s budget includes funding for both the Medical Investigator positions at pay grade 239, steps 5 and 3. The department anticipates filling these positions at lower step levels and projects salary savings ranging from $28,100 to $42,800, depending upon when hiring is completed. However, the department also anticipates extra help expenditures of approximately $12,000 to ensure 24/7 coverage. Exempting this position from the hiring freeze meets the criteria set in the Snohomish County Code. County Code allows the Council to exempt specific appointments from the hiring freeze if the code criteria are met. The Executive is citing that the Medical Investigators are necessary for the performance of a critical safety function, the satisfaction of a legal mandate, and to maintain efficient and cost-effective operation of the county (SCC (2)(a), (b) and (c)). Action Requested: The Executive is requesting that the Council approve this motion exempting the positions from the hiring freeze. Council Options: Take no action at this time. Delay action, reassessing at a later date. Approve the exemption.

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