PACKET: BoCC Special Meeting - WORKSHOP Departments Budget Planning at Thu, Oct 05, 09:00 AM

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Public Works Department Biennial Budget (2024–2025)

Topic Summary

The Public Works Department (PW) presented its 2024–2025 biennial budget request, projecting total expenditures of $45.42 million in 2024, followed by $29.00 million in 2025. The budget highlights a significant increase in Capital Outlay expenditures in 2024, driven mostly by large projects in County Roads and Tri-Area Sewer funds. Overall staffing request increases by 6.49 full-time equivalent (FTE) positions across the department's operations, leading to a substantial increase in Salaries & Benefits expenditures.

Key Points

  • The department's total expenditure request is projected to decrease by 36.15% between 2024 ($45.42 million) and 2025 ($29.00 million).
  • The largest expenditure category in 2024 is Capital Outlay, projected at $27.32 million (60% of total expenditures), representing a 124.02% increase over the 2023 budget ($12.20 million).
  • Salaries & Benefits expenditures are projected to increase by 19.59% in 2024 (reaching $7.31 million) and by 2.61% in 2025 (reaching $7.50 million).
  • The department proposes increasing total FTEs from 67.68 (Base 2024) to 74.17 (Budget Request 2024/2025), a total change of 6.49 FTEs.
  • Major FTE increases include 3.24 FTEs in the Sewer Fund and 1.80 FTEs in Solid Waste.
  • Total departmental revenue forecast for 2024 is $43.94 million and for 2025 is $27.35 million.

Financials

Fund/Category 2024 Budget Expenditure 2025 Budget Expenditure 2024 Budget Revenue 2025 Budget Revenue
Department Total $45,424,827 $29,004,465 $43,935,349 $27,348,866
Tri-Area Sewer $19,894,678 $7,932,239 $19,857,703 $7,927,290
County Roads $18,430,371 $14,528,270 $17,789,488 $13,416,832
Solid Waste $5,243,691 $5,102,705 $4,943,199 $4,755,785
Parks and Recreation $1,021,778 $1,042,168 $1,005,309 $1,009,309
Solid Waste Equipment Reserve $440,000 $140,000 $30,000 $30,000
Expenditures by Type (2024)
Capital Outlay $27,320,885
Salaries & Benefits $7,311,683 $7,502,403
Transfers (2024 increase) $592,864 (269.32% change from 2023)

Alternatives

None specified.

Community Input

None present.

Timeline

  • October 5, 2023: Special Meeting / Workshop for Budget Planning.
  • 2024: Budget Request year.
  • 2025: Budget Request year.

Next Steps

The Board is requested to review and discuss the Public Works budget proposals for the 2024–2025 biennium.

Sources

  • Monte Reinders - Director/County Engineer
  • Eric Kuzma - Engineering Services Manager
  • Al Cairns - Solid Waste Manager
  • Matt Tyler - Parks and Recreation Manager
  • Cathy Taylor - Financial Manager

Public Works - Parks and Recreation Budget and Staffing

Topic Summary

The Parks and Recreation budget for 2024 and 2025 is projected to increase expenditures to over $1 million annually, funded primarily by General Fund revenues and ARPA grants. The department analysis notes a large discrepancy between the increase in park use (201% from 2009 to 2022) and the corresponding increase in Parks Maintenance FTEs (16.4% from 2009 to 2024/2025). The budget proposal requests an increase of 0.82 FTEs for Parks & Recreation overall.

Key Points

  • Park use increased by 201% between 2009 and 2022.
  • Parks Maintenance FTEs are projected to increase from 4.26 (2009) to 4.95 (2024 & 2025), a 16.4% change.
  • Recreation Program FTEs requested for 2024 & 2025 stand at 2.22, down from 4.10 in 2009 (Pre-Prop 1).
  • Proposed staffing additions include a 0.13 FTE increase for Parks Clerk Hire and a 0.50 FTE addition for Lead Recreation Supervisor.
  • The Parks & Recreation fund has reserved balances of $64,000 projected for 2024 and 2025.
  • Park Improvement expenses for Other Services/Charges jump from a projected $51,402 in 2023 to $154,100 requested in 2024, before dropping back to $64,100 in 2025.
  • County Parks Improvement revenue includes a request for $100,000 from the RCO Deferred Maintenance Grant in both 2024 and 2025.

Financials

Fund/Category 2024 Request 2025 Request Funding Source Notes
Total Parks & Recreation Expenditure $1,021,778 $1,042,168
Parks Maintenance (Program Ex) $587,198 $600,181
Salaries/Benefits (Parks & Rec Fund) $621,465 $640,676
General Fund Revenues (Parks & Rec Rev) $856,559 $856,559 Largest revenue source for P&R.
ARPA Grant Transfer (Parks & Rec Rev) $95,833 $95,833 Consistent annual transfer.
County Parks Improvement Expenditure $226,286 $232,942
County Parks Improvement Revenue $202,000 $202,000 Includes $100K RCO Deferred Maint. Grant per year.
Ending Unreserved Fund Balance (P&R) $104,626 $71,767 Declining balance.

Alternatives

None specified.

Community Input

None present.

Timeline

  • 2009: Baseline year used for comparison of staff FTE and Park Use increase.
  • 2022: Final year data used for Park Use increase calculation.

Next Steps

Budget approval and proposed staffing changes.

Sources

  • Matt Tyler - Parks and Recreation Manager

Public Works - County Roads Budget (Road Construction and Maintenance)

Topic Summary

The County Roads Construction budget proposed a substantial increase in expenditures for 2024, chiefly driven by a massive proposed increase in Construction Outlay, followed by a significant projected decrease in 2025. Construction funding relies heavily on large State & Federal Grants, including $10.19 million in CAPP Funds for 2024. Road Maintenance, which is primarily supported by Discretionary Funds, remains relatively stable but requests higher spending than the 2023 budget.

Key Points

  • Total Road Construction expenditures requested for 2024 are $10,886,808, a 148.97% increase over the 2023 projected amount ($2,924,973).
  • Construction Outlay accounts for $9,078,468 of the 2024 construction request, dropping to $4,686,014 in 2025.
  • Road Construction revenue includes $10,193,886 from CAPP Funds (State & Federal Grants) in 2024, projected to decrease to $6,145,623 in 2025.
  • Total Road Maintenance expenditures requested are $5,908,610 in 2024 and $6,227,363 in 2025 ($5,862,126 was budgeted in 2023).
  • Staffing changes for County Roads show a total increase of 0.50 FTE, composed of increasing Roads Maintenance (0.86 FTE) and Roads Administration (0.32 FTE), while decreasing Roads Transportation (1.31 FTE) and increasing Roads Construction (0.63 FTE).

Financials

Fund/Category 2024 Request 2025 Request Key Financial Details
Total Road Construction Expenditure $10,886,808 $6,643,104
Construction Outlay $9,078,468 $4,686,014
Professional Services (Construction) $1,010,456 $1,156,592 Increasing substantially year-over-year.
Road Construction Total Revenues $10,886,808 $6,643,104
CAPP Funds (Construction Revenue) $10,193,886 $6,145,623 State & Federal Grant source.
Total Road Maintenance Expenditure $5,908,610 $6,227,363
Road Maintenance Discretionary Funds $5,708,610 $6,027,363 Primary revenue source.
Road Maintenance Interfund Services $2,114,000 $2,314,000 Largest expenditure type within Maintenance.
Projected Ending Fund Balance (Road Maintenance) $3,541,996 $2,430,558 Significantly declining projected balance.

Alternatives

None specified.

Community Input

None present.

Timeline

None specified beyond the biennial budget years.

Next Steps

Budget approval for Road Construction and Maintenance programs.

Sources

  • Monte Reinders - Director/County Engineer
  • Eric Kuzma - Engineering Services Manager

Public Works - Solid Waste Budget and Policy Goals (2024–2025)

Topic Summary

The Solid Waste Enterprise Fund budget aims to balance financial health, environmental stewardship, and social responsibility while maintaining services within regulatory guidelines. Expenditures are projected to increase to $5.24 million in 2024, primarily driven by increases in salaries, long-haul professional services, and high capital outlay requests. The department is seeking to hire 1.80 additional FTEs for Solid Waste. Financial projections indicate the fund balance will only meet the operational target in 2024, falling short of both operational and asset replacement targets in 2025.

Key Points

  • Proposed staffing increase totals 1.80 FTEs, including 3.0 FTEs for SW Operator I, an increase of 0.50 FTE for Bookkeeper II, and reductions in SW Laborer (0.54 FTE) and Clerk Hire-SW Attendants (1.19 FTE).
  • Goals include managing the Solid Waste Enterprise Fund using a triple bottom line methodology, supporting regional cooperation, delivering education services via Public Health agreement, and providing capital planning with a 40-year service horizon.
  • The minimum required landfill diversion rate (Above 50%) is projected to be met in 2024 and 2025.
  • The department plans to maintain 4 employees under the Employment Program for Individuals with Intellectual or Developmental Disabilities in 2024 and 2025.
  • Projected Municipal Solid Waste (MSW) tonnage for 2024 is 24,297 tons, and 24,540 tons for 2025.
  • The department plans to maintain $23,000 in Financial Support for Illegal Dumping Cleanup in both 2024 and 2025.
  • Target Fund Balance (25% of ARV) is projected to be deficient by $503,180 in 2024 and $849,797 in 2025; however, the fund is forecasted to exceed the 25% of Operational Expenditures target by $227,768 in 2024.

Financials

Category 2024 Request 2025 Request Notes
Total Solid Waste Expenditures $5,243,691 $5,102,705
Salaries/Benefits $1,197,264 $1,241,167
Professional Services-Long Haul $1,924,305 $2,011,572
Professional Services-Other $420,000 $270,000 Decreases significantly in 2025.
Total Solid Waste Revenues $4,943,199 $4,755,785
Garbage Fees (Largest Revenue Source) $4,057,563 $4,200,592
Capital Outlay $190,000 $40,000
Ending Fund Balance $1,538,994 $1,192,074 Forecasted balance.

Alternatives

None specified.

Community Input

None present.

Timeline

  • 2024: Target year for fund balance targets ($1,310,923 operational target).
  • 2025: Target year for fund balance targets ($1,275,676 operational target).

Next Steps

Decision on the budget request, staffing plan, and capital investments.

Sources

  • Al Cairns - Solid Waste Manager
  • Public Health (cooperative agreement for education services)

Public Works - Tri-Area Sewer Budget (2024–2025)

Topic Summary

The Tri-Area Sewer Fund budget requests large increases in expenditures for major capital projects in 2024 and 2025, primarily focused on Capital Outlay. The 2024 expenditure request is nearly $20 million, significantly higher than the 2023 projected spending of $3.17 million. This plan is heavily reliant on anticipated external funding, including a large legislative award facilitated by the Department of Commerce and grant/loan funding from the Department of Ecology (DOE). Staffing is requested to increase by 3.24 FTEs.

Key Points

  • Total Tri-Area Sewer expenditures are requested at $19,894,678 in 2024 and $7,932,239 in 2025.
  • Capital Outlay accounts for $17,842,417 in 2024, increasing from a projected $1.81 million in 2023, and stabilizing at $6,721,445 in 2025.
  • The department is requesting 3.24 additional FTEs for the Sewer Fund, with specific additions including 1.0 FTE Engineer III, 1.0 FTE Engineer III-WWTP Operator, and 1.0 FTE Eng Tech III-Waste Water.
  • Funding includes a large Legislative Award through the Department of Commerce: $16,807,703 requested in 2024 and $1,311,005 in 2025.
  • DOE Grant/Loan funding requests are $1,300,000 in 2024 and $5,366,285 in 2025.
  • Transfers from the Public Infrastructure fund are budgeted at $240,000 annually.

Financials

Category 2024 Request 2025 Request Notes
Total Tri Area Sewer Expenditure $19,894,678 $7,932,239
Capital Outlay $17,842,417 $6,721,445
Dept of Commerce-Legislative Award $16,807,703 $1,311,005 Major revenue source for capital projects.
DOE Grant/Loan $1,300,000 $5,366,285
Salaries & Benefits $707,810 $723,136
Ending Unreserved Fund Balance $695,984 $677,245

Alternatives

None specified.

Community Input

None present.

Timeline

None specified beyond the biennial budget years.

Next Steps

Authorization for key capital expenditures and recruitment for new FTE positions.

Sources

  • Department of Commerce (Legislative Award source)
  • DOE (Grant/Loan source)

Department of Community Development (DCD) Budget and Reorganization (2024–2025)

Topic Summary

The Department of Community Development (DCD) presented its 2024–2025 budget focused on addressing the permit application backlog and completing the transition to digital permitting. To achieve these goals, DCD is pursuing aggressive staffing increases, aiming for 21.2 FTEs in 2024, supported by significant short-term consultancy funds and an increased General Fund Transfer.

Key Points

  • DCD's mission is "To preserve and enhance the quality of life in Jefferson County by promoting a vibrant economy, sound communities, and a healthy environment."
  • Core goals include eliminating the permit application backlog, completing the digital permitting process transition, and revising the Code for regulatory reform.
  • DCD plans to employ 21.2 FTEs in 2024, up from a historical range of 18.4 to 20.4 FTEs.
  • The department hired 4 staff (3.8 FTE) who begin in October 2023. They plan to hire 2 more staff to reach the 21.2 FTE target.
  • The Chief Strategy Officer position is term-limited and may not continue for a full year in 2024.
  • One current Assistant Planner position is term-limited, ending in May 2024.
  • The Development Review division has $100,000 allocated for Professional Services in 2024, decreasing to $30,000 in 2025, likely supporting the staffing and backlog reduction effort. The Building Division allocates $30,000 in 2024 ($35,000 in 2025) for Fire Code and $25,000 annually for a Plans Examiner (Professional Services).

Financials

Category 2024 Request 2025 Request Notes
Total Salaries and Benefits $1,490,964 $1,42,2497* DCD-wide request, excluding division breakouts. *Note: OCR error in 2025 salary data, assumed $1.42M.
General Fund Transfer (Revenue) $909,370 $735,818 Significantly higher in 2024 than 2023 Projected ($450,000).
Building Permits (Revenue Projected) $744,191 $744,191
Land Use Permits (Revenue Projected) $324,341 $324,341
Professional Services (Planning) $100,000 $30,000 Proposed rapid decrease suggests planned reliance on consultants in 2024.

Alternatives

None specified.

Community Input

None present.

Timeline

  • May 2024: End of term limit for one Assistant Planner position.
  • October 2023: Start date for 4 recently hired staff (3.8 FTE).

Next Steps

The department is seeking approval for the proposed staffing levels (21.2 FTEs) and the associated budget, including funding for consultant services to address the backlog.

Sources

  • Josh Peters, AICP – DCD Director
  • Chelsea Pronovost – Administrative Services Manager
  • Chief Strategy Officer (Butler)

Treasurer's Office General Fund Budget and Staffing (2024–2025)

Topic Summary

The Treasurer’s Office, which acts as the bank and ex-officio treasurer for numerous local districts, presented its budget emphasizing the need for robust staffing, technology upgrades, and process streamlining. The office maintains its FTE count at 6.00 for 2024 and 2025 to meet internal controls and provide sufficient expertise, following increases since 2021. The office projects increased revenue collection and significant Investment Income for the General Fund.

Key Points

  • The Treasurer’s Office acts as the bank and ex-officio treasurer for Cemetery, Fire, School, Hospital, Library, JEFFCOM, Parks & Rec, PUD, Port, and Transit districts (RCW Chapter 36.29).
  • The mission is to manage public funds fiscally responsibly and lawfully, implement technology advances, and provide excellent customer service.
  • Staffing is budgeted at 6.00 FTEs for both 2024 and 2025, which staff states is necessary to address required service, meet internal control best management practices (BMPs), and allow for professional development and back-up.
  • Total Expenditures meet the 1.5% increase guidance established by the BoCC. An additional Form A request is included for property tax software maintenance.
  • Key threats to staff retention are opportunities for career advancement and salary increases within the county or at other governmental entities on the Olympic Peninsula.
  • Staff member Katie Hole completed the 12-week NACo High Performance Leadership Academy program.

Financials

Category 2024 Request 2025 Request Notes
Treasurer Total Expenditures (Revised) $707,673 $717,291 Includes $4,001 on Form A for software maintenance each year.
Treasurer Total Revenue (Revised) $24,006,715 $24,628,019
Investment Income (General Fund Revenue) $1,935,000 (Est) $2,000,000 (Est) Major revenue source increase over 2023 Est ($600,000).
Property Tax (General Fund Revenue) $8,960,000 (Est) $9,167,000 (Est) Largest General Fund revenue category.
Real Estate Transactions Projected Value $300,000,000 $350,000,000 Projected recovery from 2023 Est ($295M).
Revenue Collections Projected Total $350,000,000 $360,000,000
Invested Moneys Projected Total $165,000,000 $170,000,000

Alternatives

None specified.

Community Input

None present.

Timeline

  • July 5, 2023: Sabrina Hatcheray Settlemire retired after 31 years of service to Jefferson County.
  • December 2022: Katie Hole completed the 12-week NACo High Performance Leadership Academy program.

Next Steps

Office is continuing to implement remaining Munis ERP and Sympro debt and investment software program enhancements, and constantly monitor processes.

Sources

  • Stacie Prada - Jefferson County Treasurer
  • Thomas Goodworth - Chief Deputy Treasurer
  • Katie Hole - Accountant/Investment Specialist
  • Sabrina Hatcheray Settlemire - Retiree
  • NACo High Performance Leadership Academy
  • RCW Chapter 36.29

Jeffcom and REET Technology Funds Management Goals

Topic Summary

The Treasurer’s Office manages the Jeffcom Capital Fund (Fund 119) and the REET Technology Fund (Fund 151) with specific goals focused on reserve maintenance, debt payments, and funding eligible technology expenses. Jeffcom fund management is centered on sales tax distributions to cover bond debt, while the REET Technology Fund coordinates expenses for the Assessor and Treasurer Offices. The office also works to improve tax collections, manage foreclosures, and educate taxpayers on foreclosure avoidance options.

Key Points

  • Jeffcom Capital Fund (Fund 119) Goals:
    1. Manage the fund with the monthly sales tax distribution.
    2. Maintain a 5% reserve based on indebtedness.
    3. Ensure timely and accurate bond debt payment.
    4. Collect sufficient amounts to prevent a negative fund balance for the November bond payment, as sales tax is collected for only ten months when the full payment is due.
  • REET Technology Fund (Fund 151) Goals:
    1. Manage the fund responsibly to fund eligible expenses in the Assessor and Treasurer Offices.
    2. Maintain a reserve to offset annually increasing maintenance fees.
    3. Seek opportunities to fund the electronic submittal of Real Estate Excise Tax (REET) affidavits from title companies.
    4. Objectives include monitoring revenues, coordinating expenses with the Assessor’s Office, and offsetting maintenance fees for the annual revaluation system.
  • Foreclosure Avoidance Program Goals:
    1. Continually improve collection via training and technology.
    2. Cross-train staff for coverage and public assistance.
    3. Maintain foreclosure/distraint properties at less than 4% of total parcels.
    4. Have less than 30 real properties filed in court for foreclosure.
    5. Have less than 20 personal properties filed with court for distraint.
    6. Sell all properties in auction process to minimize tax title properties held by the county.

Financials

Jeffcom Capital Fund (119)

Category 2024 Request 2025 Request
Budgeted Revenue $282,000 $282,000
Budgeted Expenditures $279,625 $278,533
Estimated Ending Balance $36,432 $39,899

REET Technology Fund (151)

No detailed financial table provided in the text breakdown.

Alternatives

None specified.

Community Input

None present.

Timeline

None specified.

Next Steps

Ongoing monitoring of revenues and coordination between the Treasurer and Assessor Offices for the REET Technology Fund, and continued management of the Jeffcom bond debt.

Sources

  • Stacie Prada - Jefferson County Treasurer
  • Washington State MRSC (Budgeting in Washington State resource)

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