ORCAA Board of Directors
May, 2005 - MINUTES
OLYMPIC REGION CLEAN AIR AGENCY
2940 B LIMITED LANE NW
OLYMPIA WA 98502
May 11, 2005
Members present: Pat Hamilton, Pacific County (Chair)
Phil Johnson, Jefferson County
Mark Foutch City of Olympia
Ann Burgman, City of Lacey
Bob Beerbower, Grays Harbor County (Vice Chair)
Grant Munro, City of Port Angeles
Mike Doherty, Clallam County
Annette McGee, for Tim Sheldon, Mason County
Bob Macleod, Thurston County
Members absent:
Legal Counsel: Fred Gentry, Bean & Gentry
Staff Present: Rich Stedman, Executive Director, Dan Nelson, Public Information Officer, Lynn Harding, and Debbie Moody, Recorder
The meeting was called to order at 10:02 a.m.
There was one addition to the Agenda; Credit Card Update was added to Unfinished Business. Burgman moved approval of the revised Agenda. Doherty seconded the motion and it carried unanimously. Foutch moved approval of the Consent Agenda. Burgman seconded the motion and it carried unanimously.
PUBLIC HEARING
Fiscal Year 2006 Budget
Hamilton opened the public hearing at 10:04a.m. Stedman noted we met with the finance committee and this copy is essentially the same as what we went over then, with the exception that we identified $16,000 more revenue in our Core Grant and State Grant. This lowered the contribution we would have been taking from our reserves. Stedman noted we are required to hold a hearing for the budget (which we are doing today) and we are also required to adopt the budget by the 4 th Monday in June.
Stedman briefly went over the budget. Stedman pointed out the computer contractor line item. He noted a portion of the money would pay for contracting with a company to be ‘on-call' 24/7 to deal with problems and monitoring the network. The other portion of the amount listed will be used to migrate away from Microsoft to a SQL server and database. Stedman noted we were hoping to get a contract signed for the on-call portion of the contract very soon. Stedman did note the network monitoring had been done by an employee that has since moved to New York.
Stedman went over the Title V budget, noting the Title V program must cover its cost. Stedman noted the two AOP sources with noticeable changes in fees. This increase, Stedman explained is due to an increase in emissions. Stedman also pointed out a comparison of our fees to the other Agencies in Washington State.
Hamilton asked if there were any comments from the public. There were none and the hearing was closed at 10:17 a.m. Hamilton asked if there were any further questions of the Board. Burgman asked for clarification on the line item showing a car purchase. Stedman noted we will be selling 3 vehicles and replacing them with 2 new ones.
Munro asked for clarification on staff benefits. Lynn Harding, Accountant, noted the Agency currently pays 100% of the employees' coverage and up to $220 per employee toward dependent coverage. Stedman noted we contacted other agencies to see what they are contributing. We usually try to stay in comparison with Thurston County, and they are currently paying $375 per employee for dependent care.
Doherty asked if the finance committee went over any information other than what they had received today. Stedman noted the budget has not changed, other than the $16,000 additional revenue from the state, and a promotion of approximately $3,500. Doherty asked for clarification of the reserve fund. Doherty questioned whether or not this is a sustainable budget. Stedman noted we will be using a portion of the reserves, however, we will not be touching the 4 months of operating reserves. Stedman stated he has looked at our budget into FY2007 and it does appear we will be continue to be in the black, however it includes an increase in assessments from 37.5 cents per capita to 50 cents.
Foutch moved adoption of the budget. McGee seconded the motion. Hamilton asked for any further discussion.
Doherty noted he was still concerned about the sustainability of the budget. He also noted increasing the assessment would be very difficult for his county. Foutch noted we have always had challenges and staff are committed to keeping the cost of business as low as possible. Some discussion followed. Hamilton called for the question. The motion carried unanimously.
Foutch noting how nice the budget looked, thought it would be nice if Stedman could visit the different jurisdictions and perhaps explain who we are and what we do. Stedman stated he would commit to that.
Stedman added we will be renegotiating Catholic Community Services rental agreement next year, and that will bring in additional revenue as well.
DIRECTOR'S REPORT
NOC Public Hearing Results
Stedman noted the summary reports for Ocean Protein and Port Angeles Hardwoods. We conducted public hearings for these sources in the past couple of weeks. Stedman noted both hearings went very well. Staff is confident Ocean Protein will be able to operate without causing an odor nuisance. Port Angeles Hardwoods is a sawmill that will be going in an industrial area. Stedman noted he couldn't say enough positive things about the way they conduct business. Port Angeles Hardwoods conducted a lot of community outreach prior to the hearing. Both projects were approved.
Legislative Update
Stedman explained HB1397 California Vehicle Emissions Standards passed and was signed by the governor. An additional bill, SB5916, regarding tax incentives on vehicles, was signed as well. Stedman noted our bill, HB1361, did not make it out of committee. This bill was not brought to committee for a vote. Stedman stated after talking to Gary Alexander, it appears that Senator Honeyford decided he didn't want to bring it to committee for vote. Stedman was disappointed as the bill initially passed the House 94-0 approval. Stedman suggested several options for follow-up on this subject. The Board could write a letter to Senator Honeyford asking for clarification as to why he made the decision he did. Stedman stated is he planning on meeting with the director of the Yakima air agency to see where the resistance might be. Some discussion followed. Foutch suggested talking with Representative Alexander and get his take on the approach and follow-up.
Air Quality Update
Stedman noted there is a sheet in the packets with air quality information listed. Stedman explained that basically we had a good air quality month.
Personnel Update
Stedman introduced our new Secretary, Lee Fairley. Stedman noted Fairley has a lot of secretarial experience and has worked for Department of Ecology, Department of Corrections, and was recently with Family Services Child Protective Services Division. The Board welcomed Fairley.
Stedman noted Jimmy Werner, ORCAA's Air Monitoring Specialist, recently received the Rhododendron Award provided by the Port Townsend School District. The school district has a weather program that went down and it appeared they would have to replace the system. Werner heard of their problem and was able to get the correct part to the system to fix their station so they did not have to replace it. Werner saved the school district thousands of dollars and got them up and running again.
Macleod moved a letter be written expressing the Boards' appreciation to Werner. Also pointing out, Macleod stated, this is a good example of public service at his best. Doherty seconded the motion and it carried unanimously.
Stedman stated we will be interviewing for an Air Quality Specialist this month. Stedman pointed out that Rita Cirulis and Mike Shults, our newest Air Quality Specialists, have been amazing. They are currently catching up on overdue inspections and are obviously doing a fine job of it. They are utilizing good customer service and receiving positive feedback.
Stedman explained we have scheduled a staff retreat for May 27. Stedman stated a Board member may attend if they would like. We have hired a consultant who is planning on interviewing staff prior to the retreat to get an idea of what is and isn't working at the agency. Stedman did note the office would be closed that day.
ORCAA On Hold Phone Messages
Stedman noted we recently put on hold messages on our phone system. There are six different messages that the public will hear while they are on hold or between transfers. This has been a very successful system, so much in fact we have actually had people call and ask to be put on hold.
UNFINISHED BUSINESS
School Bus Retrofit Program Update
Dan Nelson noted we are still progressing. Cummins Northwest is currently re-evaluating all the fleets that have already gone through the process and they are pulling in some buses that didn't qualify the first time through and applying the new standards to get them done as well. Legislation has been signed to allow for other public transit fleets, Nelson continued, so we will be working with Ecology as they develop the standards for that. For example, Stedman added, we may be able to retrofit the school buses that are run by the Jefferson Transit Authority. Foutch stated that diesel is a high pollutant and the public vehicles are such a small portion of the diesel fleet problem—and it is a public purpose—isn't there some way we can talk the legislature into upgrades for private fleets. Stedman noted the state couldn't award grants to private organizations. Stedman did add we are working to try and free up some of the money for other public transportation fleets/agencies. Some discussion followed.
Stedman added we are currently working with Tacoma Rail as well. If we can demonstrate they are municipal we can probably provide funds for them to retrofit approximately 15 locomotives.
Macleod asked if there was an update on the plug in facility for a truck stop. Stedman noted we did not get chosen for that program. Munro noted we have similar problems with black smoke in the straits with all the ships going up and down through the straits. Stedman stated the maritime is a separate thing altogether. Stedman explained one committee is trying to get a sulfur emission control area (SECA) in the Strait, which would mean the ships would be required to switch to low sulfur diesel fuel as they make passage to harbors in BC and Washington state.
Final Draft Strategic Plan
Stedman explained there is a final copy of the Strategic Plan in the packet. Stedman noted the copy is black and white, however, once approved we will produce them in color; copies will be sent to the Board and other interested parties. There are still provisions in the Plan, Stedman explained, to increase staff, but it is not a final template as to what will happen. There will come a time, Stedman continued, if we continue to see growth in sources and workload, we will have to look at increasing revenue somehow.
Foutch moved adoption of the Strategic Plan. Johnson seconded the motion. Hamilton asked if there were any further questions. Doherty wanted his concerns known. If you state in your Plan that you expect to increase staff 35% and back home we are cutting staff, we will be less likely to increase the assessments. Doherty suggested looking closer at permits with regards to fee increases. Stedman noted Doherty could argue they need more staff in Clallam County, but that doesn't necessarily mean they will get it. We are including additional staff due to the fact that we know if there is growth (more sources) we may need additional staff to handle that. Stedman noted he would be willing to include language which would allow the Plan to state the increase in demand for government to operate more efficiently and reduce staff size and budgets, and to the extent practicable, we would comply with that by reducing services. Munro asked if we could delay the adoption of this until the next meeting.
Munro moved to table the adoption until the June meeting. McGee seconded the motion and it carried unanimously.
Ostrom, Inc. vs. ORCAA Update
Stedman explained, thanks to Gentry's excellent job in drafting a motion to reconsider, the PCHB has agreed to do just that. There will be a hearing at the PCHB on June 9 th and 10 th.
Shake Mill Update
Stedman stated we recently sent a letter to shake mill facilities reminding them of the deadline to comply with the rules by either shutting down their burning operation or install controls. There was some discussion. There was no action required of the Board.
Credit Card Payment Update
Foutch stated that use of credit cards for ORCAA customers came up a month or so ago. He recalled the choices we had before us at the time were to charge a fee to users or to up the fees of permits. This issue came up at the Olympia Council budget committee meeting, Foutch stated, and it was noted the State Auditor has issued a ruling that states you can't do either one. What you can do, Foutch explained, is have customers pay through a third party, such as a bank. Stedman noted we are working with our computer consultant with regards to online payments. Stedman stated he would keep the Board updated with regards to what we find out about these services.
NEW BUSINESS:
Executive Session
The Executive Session, regarding personnel issues, began at 11:22 a.m.
The Executive Session ended at 11:35 a.m. by unanimous consent. Hamilton noted there was no decision or action to be taken.
Prior to adjournment, Hamilton stated staff is currently insured by WCIF (Washington Counties Insurance Fund) and the rates are substantial and they are a small pool. Hamilton noted she is concerned as several counties are leaving this pool and there is a concern that if you leave this pool, they could possibly ask for some funds to cover costs. Hamilton thought that staff should look into other insurance carriers prior to re-signing this year. Some discussion followed. There was no action required of the Board.
Doherty wanted to recognize Stedman and staff for the recent hearing in Port Angeles. They all looked and acted very professional.
The meeting adjourned at 11:45 am.
PRESENTED BY:
Richard A. Stedman, Executive Director
APPROVED BY:
The Majority of the Board
APPROVED and SIGNED this 8 th day of June 2005