2024-01-29 BRB Transition Read Ahead
Date: January 29, 2024
To: Lewis County Board of County Commissioners
From: Lee Napier, Director of Community Development
Preston Pinkston, Chief Clerk of the Lewis County Boundary Review Board
RE: Boundary Review Board Budget and Staffing
SUMMARY
On December 14, 2023 the Lewis County Boundary Review Board (BRB) authorized Preston
Pinkston, Chief Clerk of the Board, to engage in talks with the Lewis County Board of County
Commissioners (BOCC) in regard to moving staffing and budget authority to Community
Development (CD). This would be a change in the current operation where the Chief Clerk is
staffed by CD but support staff and budget is within BOCC. The BRB believes that consolidating
budget and staffing into CD would improve communication between staff, the County and the
BRB.
BACKGROUND
The BRB was established in 2006 by the BOCC. At that time the BRB determined that the Chief
Clerk would be staffed by CD with the secretary and budget within BOCC. In its rules, the Chief
Clerk of the BRB is responsible for all administrative matters including running meetings,
determining if applications are sufficient for noticing, answering any questions and managing
the budget. The secretary’s duties were to support the Chief Clerk with administrative tasks,
record keeping and taking minutes at BRB meetings. The splitting of staff between BOCC and
CD has resulted in increased work for the secretary as a result of convenience. As a result of the
secretary position within BOCC, that position took a more active role in answering questions
from the public, preparing the budget and tracking expenses, all of which are responsibilities of
the Chief Clerk. Legal Counsel is provided by the Prosecuting Attorney’s Office.
The budget for the BRB is relatively small at $1,861 for 2024. This would cover the $50.00
stipends members receive for each meeting, some training, noticing fees and some supplies.
Staff time is tracked for record-keeping purposes but the BRB budget does not reimburse any
staff hours spent working on BRB tasks. Similarly, Legal Counsel time is also not paid out of the
BRB budget.
STAFF RECOMMENDATION
2 of 3
The BRB has requested that the BOCC consolidate all staffing and budget authority to CD.
Current BRB staff believe that this would benefit both departments and improve staff efficiency.
CD would be responsible for programmatic tracking, the current expense fund and take over the
signature authority for Fund 053(BRB). This will involve coordination with the Treasurer, Auditor
and Board of County Commissioners Offices as we transition duties.
Attached: Summary of expected BRB roles and responsibilities
Roles & Responsibilities include the following
StaƯ Roles
Chief Clerk – Preston
Administrative Assistant – Megan
Payroll & Budget – Sarah
Responsibilities
Review NoƟce of IntenƟon ApplicaƟons and determine sufficiency (Preston)
Monitor the budget for the BRB (Sarah & Preston)
Assist in preparing future budgets (Sarah & Preston)
Pay invoices (Sarah)
Process filing fees (Preston)
Assist in tracking of annexaƟons/de-annexaƟons (let the Clerk of the BOCC know of pending annexaƟons)
(Preston)
Respond to inquiries (Preston)
Prepare and post all agendas (Preston & Megan)
Coordinate meeƟng schedules (Preston)
Minute taking for hearings (this includes recording and online) (Megan)
Ensure appointments and training are up to date (Preston)
Partner with HR / new appointees for proper payroll paperwork (Preston)
Process payroll (Sarah)
Payroll Approval (Preston & Lee)
Update webpage (Preston & Megan)
Record Management (Preston & Megan)