HomeMy WebLinkAboutFinance July 8 20141
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WHATCOM COUNTY COUNCIL
Finance and Administrative Services Committee
July 8, 2014
CALL TO ORDER
Committee Chair Sam Crawford called the meeting to order at 11:00 a.m. in the
Council Chambers, 311 Grand Avenue, Bellingham, Washington.
ROLL CALL
Present: Sam Crawford, Rud Browne and Barry Buchanan.
Absent: None.
Also Present: Barbara Brenner and Pete Kremen.
COUNCIL "CONSENT AGENDA" ITEMS
1. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO ENTER INTO A
CONTRACT BETWEEN WHATCOM COUNTY AND GERALDINE COLEMAN, SCOTT
MAWSON, AND MARGARET MAWSON FOR CHILDREN'S REPRESENTATION IN
DEPENDENCY PROCEEDINGS, IN THE AMOUNT OF $76,548 (AB2014 -245)
Buchanan moved to recommend approval to the full Council.
Brenner asked to know the average number of cases per case load.
Dave Reynolds, Superior Court, stated a full time case load is 80 children. The
amount in the request equates to a .75 full -time equivalent (FTE). Among the three
additional staff, they will take about 60 children.
The motion carried by the following vote:
Ayes: Crawford, Browne and Buchanan (3)
Nays: None (0)
2. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO ENTER INTO AN
INTERAGENCY AGREEMENT BETWEEN WHATCOM COUNTY AND
WASHINGTON STATE DEPARTMENT OF COMMERCE - BYRNE JUSTICE
ASSISTANCE GRANT PROGRAM TO SUPPORT POSITIONS IN THE SHERIFF'S
OFFICE AND PROSECUTING ATTORNEY'S OFFICE AND OPERATIONAL COSTS
FOR THE DRUG TASK FORCE, IN THE AMOUNT OF $131,738 (AB2014 -246)
(11: 07:10 AM)
Browne moved to recommend approval to the full Council.
(Clerk's Note: The Committee continued to discuss this item after Other Business.)
Finance and Administrative Services Committee, 7/8/2014, Page 1
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OTHER BUSINESS
Public hearing to allow an opportunity for citizens to comment on a
proposed grant agreement between Whatcom County and the City of Bellingham
for the purchase of ballistic armor plates, in the amount of $15,201 (public
hearing is a requirement of the grant) (AB2014 -228)
Crawford stated the Council discussed this item two weeks ago. He asked what it
had to do with some data collection process and the City of Bellingham. Some folks found it
controversial. He asked what that was all about.
(11: 07:58 AM)
Jeff Parks, Sheriff's Office, stated it is called a disparate grant award. The City of
Bellingham gets the larger amount of money. It's a population -based formula that the
Bureau of Justice Assistance puts together. The Bureau tells them how much money they're
getting under this program and the Justice Assistance Grant. Whatcom County receives
money because the County assists in prosecution. The County shoulders most of the costs
for the jail, prosecution, and things aside from the billing and the per diem costs. The
formula designates a much larger award to the City of Bellingham than the County. The
City gets about $25,000 out of that grant. The County's share is $15,000.
The City and County talk to each other when that grant comes around. They get a
notice that the money is available. Basically, the City and County decide whether to do
something in partnership in one program and pool the funds or do individual projects. Each
time they've done this grant, the County has applied it to the County's own needs and
project area.
In this particular case, he wasn't even sure what the City was going to spend its
money on. There are categories that are allowable within the grant. Some things are
obviously not allowable for those funds. The City apparently elected to purchase software.
He's seen a presentation on this software. It is crime analysis software that does the same
thing as the Sheriff's Office crime analysis person to check public records. If someone has
been arrested, the record is in these databases that they can access already anyway. The
software takes that information and lets the officer in the car query the program. The
program retrieves all that information, including premise reports, whether the police have
responded to that house, and whether there are flagged officer safety persons residing at
that home. The software puts all the information together and comes up with a score for
officer risk or threat. The software gives officer safety information on a call -by -call and
location -by- location basis. That's what the City is using the money for. The County doesn't
have that software. The County is capable of getting that information by checking the
databases daily. The software automates that process and pushes the information out onto
this program in the car on the mobile computer.
Crawford asked if the purchase of the vests is related. Parks stated it has nothing to
do with that program. The Sheriff's Office purchase is totally separate. The Sheriff's Office
needed to replace the plates in the special response team vests. The City used it for a
totally separate purpose. The Sheriff's Office didn't even find out what the City was doing
with its award until this concern came up.
Crawford stated some people are seeing a conspiracy theory about data collection on
private individuals. He doesn't diminish their concerns, which are legitimate in a broader
Finance and Administrative Services Committee, 7/8/2014, Page 2
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sense. The County is not doing that and is not part of the data collection. He asked about
a vote taken last night by the City Council.
Brenner stated the City voted to not get the drones. The County wasn't even
considering drones.
Crawford stated he never heard about drones.
Brenner stated someone thought it had to do with data collection. Parks stated it
has nothing to do with drones.
Crawford asked if the City's vote against the project impacts the County's ability to
get the vests. Parks stated it potentially does. He's not sure if the City will reallocate the
money or decide to buy something different.
Crawford stated the total grant is $40,000. The Sheriff's Office receives $15,000 for
the vests. Parks stated the County is a sub - recipient of the City. The City is the primary
applying agency. The City needs to sort through that issue. Obviously the County won't
spend the money until the grant comes in and is appropriated. The public hearing is a
requirement of the grant. He can't speak to how the City chose that expense or what the
City did to put it forward to the City Council. The Sheriff's Office had nothing to do with
their decision or using the software. The information is commonly available. It's written for
law enforcement, and it simply queries databases that are out there and available to be
queried already.
COUNCIL "CONSENT AGENDA" ITEMS
2. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO ENTER INTO AN
INTERAGENCY AGREEMENT BETWEEN WHATCOM COUNTY AND
WASHINGTON STATE DEPARTMENT OF COMMERCE - BYRNE JUSTICE
ASSISTANCE GRANT PROGRAM TO SUPPORT POSITIONS IN THE SHERIFF'S
OFFICE AND PROSECUTING ATTORNEY'S OFFICE AND OPERATIONAL COSTS
FOR THE DRUG TASK FORCE, IN THE AMOUNT OF $131,738 (AB2014 -246)
(Clerk's Note: This item was discussed before Other Business.)
Browne amended the motion and moved to approve both requests.
The motion carried by the following vote:
Ayes: Crawford, Browne and Buchanan (3)
Nays: None (0)
3. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO ENTER INTO A GRANT
AGREEMENT BETWEEN WHATCOM COUNTY AND THE STATE MILITARY
DEPARTMENT TO SUPPORT ENHANCED COOPERATION AND COORDINATION
AMONG LOCAL, TRIBAL, TERRITORIAL, STATE AND FEDERAL LAW
ENFORCEMENT AGENCIES IN A JOINT MISSION TO SECURE THE
INTERNATIONAL BORDERS OF THE UNITED STATES, IN THE AMOUNT OF
$447,391 (AB2014 -247)
Browne moved to recommend approval to the full Council.
Finance and Administrative Services Committee, 7/8/2014, Page 3
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Jack Louws, County Executive, stated he is also asking for authorization to enter into
sub - recipient agreements resulting from this grant. He gave a staff report. Add language
to the motion, authorize the County Executive to enter into sub - recipient agreements
resulting from the grant. That gives him the ability to expedite the money throughout the
community in the next six to eight weeks.
Browne amended his motion and moved to recommend approval to the full
Council and to authorize the County Executive to enter into sub - recipient agreements
resulting from this grant agreement.
Buchanan asked how the disbursement would occur.
(11:18:07 AM)
Jeff Parks, Sheriff's Office, stated the intent of the Operation Stonegarden grant is
for extra patrols to assist the Border Patrol. The grant is managed through a local
committee that includes all the small cities and the State Department of Fish and Wildlife.
They apply for the grant, each agency specifying what they want to purchase with the grant
funds. They transitioned the latest series of grants into paying overtime instead of buying
equipment. It's a tactical plan developed in cooperation with the leadership throughout the
county. There have to be sub - recipient agreements each year. Each entity has an
agreement that includes various issues. The County manages the contract for them. It can
be cumbersome if each sub - recipient has to come to the Council.
Crawford asked if this is a customary way to pay for overtime. Parks stated it's for
extra time and is related to border patrol. It's above and beyond the regular Sheriff's Office
budget. It's extra activity for which the Border Patrol is able to pay the rate.
The motion carried by the following vote:
Ayes: Crawford, Browne and Buchanan (3)
Nays: None (0)
4. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO AWARD BID #14 -40
TO THE RESPONSIVE BIDDER, PAPE MACHINERY, FOR THE SUPPLY OF TWO
SELF - PROPELLED PNEUMATIC TIRE ROLLERS, IN THE AMOUNT OF $170,562
(AB2014 -248)
Buchanan moved to recommend approval to the full Council.
Browne stated they did well on the pricing.
The motion carried by the following vote:
Ayes: Crawford, Browne and Buchanan (3)
Nays: None (0)
5. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO ACCEPT ALL BIDS FOR
THE ANNUAL SUPPLY OF ROCK, GRAVEL, AND SOIL FOR USE AS NEEDED FOR
VARIOUS COUNTY MAINTENANCE PROJECTS, AND SELECT THE
APPROPRIATE VENDOR AS DICTATED BY THE SPECIAL CIRCUMSTANCES OF
EACH PARTICULAR JOB, IN AN AMOUNT TO EXCEED $50,000 (AB2014 -249)
(11:25:11 AM)
Finance and Administrative Services Committee, 7/8/2014, Page 4
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Browne moved to recommend approval to the full Council. He asked why they are
authorizing an amount to exceed a certain level. It should indicate a spending cap.
Crawford stated it's an on- demand, necessary service.
Frank Abart, Public Works Department, stated they never know exactly how much
they will spend. He will provide information on how much they've spent in past years.
Brad Bennett, Administrative Services Department, explained the bid process
requirements. If the amount they need to spend reaches the threshold that requires
Council bid award, they will structure the bid to meet that requirement. There is no upper
limit because the commodity price fluctuates from year to year.
Crawford asked if the administration would object to any kind of a cap on the
spending amount. Louws stated the Council is authorizing the Executive to enter into a
contract with different vendors for a total amount. The motion could authorize the contract
to not exceed the total line item, divided by multiple vendors. Trying to comply with the
State bid guidelines and County Code does not allow them to spend over the amount
budgeted in the line item. They may be able to structure the language in the future to
adequately describe it. It could be included in the motion, but not in the contract. Staff will
have to think about what the motion should be so it complies with State law, County Code,
and auditing requirements.
Crawford asked if the County still owns any gravel pits. Abart stated the County
owns gravel pits in which it stores material, but the County doesn't mine gravel.
Crawford asked how the companies submit a bid and then use the County pit.
Eric Schlehuber, Public Works Department, stated the bidder is using its own
materials, not the County gravel pit. The County used to crush its own rock many years
ago. It no longer does. The County is going through the process to designate the Axton
Road pit for fill and reclamation.
Browne asked if there is still material in the County -owned pit. Schlehuber stated
there is. The County attempted to surplus the pit, but no one wanted it. They are using the
site as a fill site.
Browne stated that if a gravel mine company has run out of material, the County
may be able to swap its remaining material for a site that has been fully mined, and end up
with more fill capacity.
The motion carried by the following vote:
Ayes: Crawford, Browne and Buchanan (3)
Nays: None (0)
6. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO AWARD BID #14 -39
TO BOTH GRANITE CONSTRUCTION AND WHATCOM BUILDERS FOR THE
ANNUAL SUPPLY OF ASPHALTIC MIXES, AND SELECT THE VENDOR THAT
HAS THE BEST VALUE BASED ON PRICE AND COST TO TRANSPORT THE
PRODUCT TO THE JOB SITE, IN AN AMOUNT THAT COULD EXCEED $50,000
(AB2014 -250) (11:41:11 AM)
Buchanan moved to recommend approval to the full Council.
Finance and Administrative Services Committee, 7/8/2014, Page 5
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Crawford asked for information on how much they've spent in the past.
The motion carried by the following vote:
Ayes: Crawford, Browne and Buchanan (3)
Nays: None (0)
7. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO AWARD BID #14 -33
AND ENTER INTO A CONTRACT BETWEEN WHATCOM COUNTY AND THE LOW
BIDDER, HENIFIN CONSTRUCTION, LLC, FOR THE CORONADO - FREMONT
STORMWATER IMPROVEMENTS, IN THE AMOUNT OF $278,884.33 (AB2014-
251) (11:42:27 AM)
Browne moved to recommend approval to the full Council.
The motion carried by the following vote:
Ayes: Crawford, Browne and Buchanan (3)
Nays: None (0)
8. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO ENTER INTO A
CONTRACT BETWEEN WHATCOM COUNTY AND ARC OF WHATCOM COUNTY
TO PROVIDE COMMUNITY INFORMATION, EDUCATION, AND FAMILY
SUPPORT SERVICES TO INDIVIDUALS WITH DEVELOPMENTAL
DISABILITIES, THEIR FAMILIES /CAREGIVERS, AND THE PUBLIC, IN THE
AMOUNT OF $65,000 (AB2014 -252) (11 :43:07 AM)
Buchanan moved to recommend approval to the full Council.
The motion carried by the following vote:
Ayes: Crawford, Browne and Buchanan (3)
Nays: None (0)
COUNTY EXECUTIVE'S REPORT
Office:
(11:43:48 AM)
Jack Louws, County Executive, reported on the following items in the Executive's
• The closure of the State Street building.
• Budget instructions given to department heads. Deadlines are in July or early
August, depending on the department.
• The Whatcom Unified Emergency Coordination Center open house is
scheduled.
• County staff recognition celebration is scheduled.
• The Potter Road bridge is under construction.
• The signalization project at the West Smith Road and Aldridge Road
intersection is recently completed.
• The signalization project at the Birch Bay- Lynden Road and Portal Way
intersection is winding down.
• They received eight competitive bids for the new telephone system. A
recommendation may come to Council in August.
Finance and Administrative Services Committee, 7/8/2014, Page 6
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• The emergency medical service (EMS) handoff to Fire District 7 happened
seamlessly. He thanked everyone who made that happen. They've made
great progress in the past two and a half years to work through tough issues
and build a good future for that service.
• The EMS Technical Advisory Committee meets tomorrow to debrief the
handoff.
OTHER BUSINESS
There was no other business.
ADJOURN
The meeting adjourned at 11:53 a.m.
ATTEST:
Dana Brown- Davis, Council Clerk
Jill Nixon, Minutes Transcription
WHATCOM COUNTY COUNCIL
WHATCOM COUNTY, WASHINGTON
Sam Crawford, Committee Chair
Finance and Administrative Services Committee, 7/8/2014, Page 7