HomeMy WebLinkAboutFinance June 18 20131
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WHATCOM COUNTY COUNCIL
Finance and Administrative Services Committee
June 18, 2013
CALL TO ORDER
Committee Chair Ken Mann called the meeting to order at 11:05 a.m. in the Council
Chambers, 311 Grand Avenue, Bellingham, Washington.
ROLL CALL
(11: 05:15 AM)
Present: Ken Mann, Sam Crawford and Carl Weimer.
Absent: None.
Also Present: Pete Kremen, Bill Knutzen, Kathy Kershner and Barbara Brenner.
SPECIAL PRESENTATION
1. WASHINGTON COUNTIES RISK POOL ANNUAL PRESENTATION (AB2013-
183)
David Goldsmith, Washington Counties Risk Pool, submitted and read from a
presentation and handouts (on file).
Vyrle Hill, Washington Counties Risk Pool, continued the presentation on the financial
highlights in 2012.
Goldsmith concluded the presentation.
Brenner asked about having the legislature put a lid on non - economic damages. Hill
stated the Risk Pool is not a lobbying agency. There have been efforts to address it. The
issue has more to do with medical malpractice than general or tort liability. Legislators will
be more responsive to the elected officials around the state than the Risk Pool.
Crawford asked about Spokane County's greater exposure to liability. Hill stated
Spokane County is paying a disproportionate share of the insurance due to its exposure
liability.
Crawford asked and there was discussion about the Pool's reinsurance and the most
the Pool pays out. Goldsmith stated the reinsurance companies reimburse the Pool for
expenses above the County's $100,000 deductible. The pool shed everything above
$100,000 to reinsurance companies.
Knutzen asked and there was discussion of whether it's possible that the reinsurer
would deny a claim the Pool has paid. Goldsmith stated it's possible, and it's happened in
the past. The Pool paid the claim, and then sued the reinsurer for reimbursement.
Brenner asked and there was discussion of the percent of claims Whatcom County
has to pay, and how much it has paid. Hill stated he will provide that information specific to
Finance and Administrative Services Committee, 6/18/2013, Page 1
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Whatcom County. There may be some administrative expense, but no outside dollars have
been incurred.
COMMITTEE DISCUSSION AND RECOMMENDATIONS TO COUNCIL
4. ORDINANCE AMENDING THE 2013 WHATCOM COUNTY BUDGET, SEVENTH
REQUEST, IN THE AMOUNT OF $1,500,069 (AB2013 -210)
Crawford moved to forward to the full Council without a recommendation from
committee. He would like to separate the $40,000 for outside legal assistance for the
Council.
The motion carried by the following vote:
Ayes: Mann, Crawford and Weimer (3)
Nays: None (0)
(Clerk's Note: Discussion of this item continued after the next agenda item.)
10. REQUEST APPROVAL OF AN AMENDMENT TO WHATCOM COUNTY CONTRACT
NO. 201212020, A CONTRACT BETWEEN WHATCOM COUNTY AND VAN NESS
FELDMAN GORDONDERR, ATTORNEYS AT LAW, TO ASSIST IN
REPRESENTING WHATCOM COUNTY IN GROWTH MANAGEMENT HEARINGS
BOARD CASES, IN THE AMOUNT OF $40,000, FOR A TOTAL CONTRACT
AMOUNT NOT TO EXCEED $90,000 (AB2012 -422B) (11:45:10 AM)
Crawford moved to forward with no recommendation to the full Council.
The motion carried by the following vote:
Ayes: Mann and Crawford (2)
Nays: Weimer (1)
4. ORDINANCE AMENDING THE 2013 WHATCOM COUNTY BUDGET, SEVENTH
REQUEST, IN THE AMOUNT OF $1,500,069 (AB2013 -210)
(Clerk's Note: Discussion continued from earlier in the meeting.)
Brenner asked about item 16 in the ordinance and asked if they can use the mental
health tax. The program reduces recidivism. They will lose the program if they don't have
the coordinator.
Jack Louws, County Executive, state they won't lose the program, just a coordinator
position. It's appropriate based on the fewer number of people going through Drug Court.
The work will be absorbed by the rest of the Drug Court staff.
Knutzen asked about item 15 and whether they will take into account the Bakerview
facility.
Louws stated the Council decided to return the facility back to the private sector as
an industrial warehouse. This money is to consider the County's needs for day holding
facilities for the prisoners since the jail will be off -site. They will also look at the existing
facility and consider the options available for using that building in the future. They must
take a comprehensive look at the criminal justice system.
Finance and Administrative Services Committee, 6/18/2013, Page 2
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Crawford asked if inmates will be released at the County courthouse, not at the jail
location. Louws stated that's correct.
1. ORDINANCE AMENDING WHATCOM COUNTY CODE 3.08, PURCHASING
SYSTEM (AB2013 -206)
Jack Louws, County Executive, gave a staff report and read from his memo in the
Council packet. The change gives the Executive authority to sign contracts of $100,000 or
less.
Knutzen referenced the first item on Council packet page 71. He supports the
language in this paragraph and asked if they have to adhere to State regulations regardless
of this language. Louws stated they have to follow State requirements.
Knutzen asked about specifying delivery times.
Brad Bennett, Administrative Services Department, explained the requirements
regarding delivery times and the request for qualification (RFQ) process.
Mann asked if the Council will still get reports on these contracts. Louws stated they
can do that. All contracts are posted on the County website as they're signed.
Brenner stated the Council is elected to be a check and balance of the system. The
change will be efficient, but efficiency is only one piece of government. The other piece is
having the check and balance.
Crawford asked about the number of items that would now be handled
administratively. Louws stated there would be a 65 percent reduction in contracts that
come to the Council. They won't spend money on things the Council hasn't already
authorized. The administration must talk to the Council if something is new and not in the
budget. This is just for authorized work. Council sets the policy, and administration carries
out the policy. The current process takes time and money.
Kremen stated he agrees with the proposal. It's efficient. The statistics are
compelling. The proposal will save the County money. The threshold has been $15,000 for
many years, and has not been indexed.
Knutzen stated he's uncomfortable because they do budgets every two years. He
prefers to see these things. If there were an internal auditor, he might not be as
uncomfortable. Contract change orders can be concerning. He wants to be made aware of
cost increases. He appreciates trying to gain efficiencies, but he likes to see these items
throughout the year. Louws stated any increase that goes over ten percent of the contract
requires Council approval.
Weimer stated he tends to support this item. He asked why they decided on
$100,000 instead of $50,000, for example. Louws stated that amount can be set at
$50,000. State law dictates the limits in the bid processes.
Bennett stated he can do the estimates if the limit were $50,000.
Brenner stated the councilmembers don't get into the small details when it approves
the budget. It's important to do that when these items come forward individually. Look for
the efficiency elsewhere.
Finance and Administrative Services Committee, 6/18/2013, Page 3
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Crawford stated raising the limits on when they need to go out to bid, to the State
requirement, is appropriate.
Mann moved to recommend approval.
Crawford moved to amend section 3.08.100, "Contracts for professional services
exceeding $5;998 $20,000 and bids exceeding $35999 $50,000...."
Mann stated he won't support the motion to amend. He supports the original
request.
The motion carried by the following vote:
Ayes: Crawford and Weimer (2)
Nays: Mann (1)
Weimer asked the administration to calculate the change in money saved due to the
amendment.
Kershner asked if this changes the Council's ability to see when the administration
goes out to bid. Bennett stated that in most instances, there isn't a request to go out to
bid. The first time it's before Council is when there is a request to award the bid.
Crawford stated it's important for the Council to review scopes of work that are in
contracts.
Kremen asked the administration to delineate how long the current thresholds have
been in place and what the original amounts would be in today's dollars.
The motion carried by the following vote:
Ayes: Mann, Crawford and Weimer (3)
Nays: None (0)
(Clerk's Note: Committee Chair Mann left the meeting and Councilmember Crawford
assumed the duties of the chair.)
2. ORDINANCE AMENDING WHATCOM COUNTY CODE 1.10, PROCEDURES FOR
MANAGEMENT AND DISPOSITION OF COUNTY -OWNED PERSONAL AND REAL
PROPERTY (AB2013 -207) (12:25:32 PM)
Weimer moved to recommend adoption to the full Council. He asked for the
attachment that shows the wording changes. He supports the idea in the memo. Get that
information for this evening. He amended his motion and moved to forward to Council
with no recommendation because the Exhibit is missing.
Knutzen asked if it includes all assets purchased without federal funds.
Brad Bennett, Administrative Services Department, stated it does not.
The motion carried by the following vote:
Ayes: Crawford and Weimer (2)
Nays: None (0)
Finance and Administrative Services Committee, 6/18/2013, Page 4
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3. ORDINANCE AMENDING ORDINANCE NO. 2012 -053 (AMENDMENT #1)
ESTABLISHING THE RURAL ROAD SAFETY PROGRAM FUND AND
ESTABLISHING A PROJECT -BASED BUDGET FOR THE RURAL ROAD SAFETY
PROGRAM (AB2013 -209) (12:28 :24 PM)
Weimer moved to recommend adoption to the full Council.
The motion carried by the following vote:
Ayes: Crawford and Weimer (2)
Nays: None (0)
Absent: Mann (1)
5. RESOLUTION AMENDING THE 2013 WHATCOM COUNTY FLOOD CONTROL
ZONE DISTRICT BUDGET, THIRD REQUEST, IN THE AMOUNT OF $211,682
(AB2013 -211) (12:28 :52 PM)
Weimer moved to recommend approval to the full Council acting as the Whatcom
County Flood Control Zone District Board of Supervisors.
Brenner stated wait on the temporary part -time field staff position to be hired
regarding the Planning Unit.
The motion carried by the following vote:
Ayes: Crawford and Weimer (2)
Nays: None (0)
Absent: Mann (1)
6. ORDINANCE AMENDING THE 2014 WHATCOM COUNTY BUDGET, FIRST
REQUEST, IN THE AMOUNT OF ($2,496) (AB2013 -212) (12 :30 :02 PM)
Weimer moved to recommend adoption to the full Council.
Brenner asked if the Council can get an email saying that the mental health /chemical
dependency item won't be reduced in staff.
Kershner asked if this is as a result of the Council action to be informed of
departmental transfers and funds.
Jack Louws, County Executive, stated the Council would not have received quite a bit
of the last budget supplemental and this. Moving $390 from the Council budget to the
Hearing Examiner budget is something they typically wouldn't see. They are in the process
of identifying the changes to the 2014 budget that the department heads agreed on for the
elimination of closure days. They will go through the full 2013 -2014 budget in October.
Benner asked to see information on the savings from closure days.
The motion carried by the following vote:
Ayes: Crawford and Weimer (2)
Nays: None (0)
Absent: Mann (1)
Finance and Administrative Services Committee, 6/18/2013, Page 5
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7. ORDINANCE RESCINDING ORDINANCE 87 -86 AND CLOSING THE DRUG TASK
FORCE REVOLVING BANK ACCOUNT (AB2013 -213) (12:33 :31 PM)
Weimer moved to recommend adoption to the full Council.
The motion carried by the following vote:
Ayes: Crawford and Weimer (2)
Nays: None (0)
Absent: Mann (1)
S. REQUEST AUTHORIZATION FOR THE COUNTY EXECUTIVE TO ENTER INTO A
CONTRACT BETWEEN WHATCOM COUNTY AND REICHHARDT & EBE
ENGINEERING, INC. FOR THE COTTONWOOD NEIGHBORHOOD DRAINAGE
IMPROVEMENTS PROJECT IN BIRCH BAY, IN THE AMOUNT OF $84,962.93
(AB2013 -216) (12 :33 :50 PM)
Weimer moved to recommend approval to the full Council acting as the Whatcom
County Flood Control Zone District Board of Supervisors.
The motion carried by the following vote:
Ayes: Crawford and Weimer (2)
Nays: None (0)
Absent: Mann (1)
9. REQUEST AUTHORIZATION FOR THE COUNTY EXECUTIVE TO ENTER INTO A
CONTRACT BETWEEN WHATCOM COUNTY AND LEN HONCOOP GRAVEL, INC.,
AS LOW BIDDER, FOR THE COTTONWOOD NEIGHBORHOOD DRAINAGE
IMPROVEMENTS PROJECT IN BIRCH BAY, IN THE AMOUNT OF $467,646.42
(AB2013 -217) (12 :34 :21 PM)
Weimer moved to recommend approval to the full Council acting as the Whatcom
County Flood Control Zone District Board of Supervisors.
The motion carried by the following vote:
Ayes: Crawford and Weimer (2)
Nays: None (0)
Absent: Mann (1)
COUNCIL "CONSENT AGENDA" ITEMS
1. REQUEST AUTHORIZATION FOR THE COUNTY EXECUTIVE TO ENTER INTO A
CONTRACT AMENDMENT BETWEEN WHATCOM COUNTY AND THE
OPPORTUNITY COUNCIL TO APPLY LEASE, RENT, AND USER FEES FROM THE
OPERATION OF THE EAST WHATCOM REGIONAL RESOURCE CENTER TO THE
PURCHASE OF NEEDED EQUIPMENT AND MATERIALS AND PROGRAMMING
AT THE CENTER (AB2013 -218) (12 :34 :54 PM)
Crawford asked for a staff report.
Mike McFarland, Parks and Recreation Department Director, gave a staff report.
Finance and Administrative Services Committee, 6/18/2013, Page 6
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Crawford asked if the Opportunity Council has decision - making authority over how
the rent is spent. McFarland stated they are the contractor. Other revenue sources come in
from the rental of the facility.
Weimer asked if there is clear accounting. McFarland stated there is.
Weimer moved to recommend approval to the full Council.
Brenner asked if this will include homeless support. McFarland stated it doesn't that
he's aware of.
Brenner stated she would like a presentation that shows how much money the
County has approved for the Opportunity Council for homeless services and how many
people have been housed or prevented from becoming homeless.
Dave Finet, Opportunity Council, stated it doesn't impact the Resource Center. They
don't have a projector or other equipment out there. They would use head start or
community services block grant to pay the rent, but can't use those funds for capital
purchases. After they pay rent, money goes into a pool that can be used for capital
purchases.
The motion carried by the following vote:
Ayes: Crawford and Weimer (2)
Nays: None (0)
Absent: Mann (1)
2. REQUEST AUTHORIZATION FOR THE COUNTY EXECUTIVE TO ENTER INTO A
CONTRACT BETWEEN WHATCOM COUNTY AND CASCADE VOCATIONAL
SERVICES TO PROVIDE PATHWAYS TO EMPLOYMENT AND COMMUNITY
ACCESS SERVICES TO ADULTS WITH DEVELOPMENTAL DISABILITIES, IN AN
AMOUNT NOT TO EXCEED $741,899 (AB2013 -219) (12:41:00 PM)
Weimer moved to recommend approval to the full Council.
Knutzen asked if all these contracts are typical.
Jessica Lee, Health Department, stated the revenue contract from the State is the
same this year. There was an increase two years ago. This is the first time they've seen
the dollar amounts. They manage the contracts by client. The money follows the client.
These are Medicaid entitlement services. The Health Department is managing these
programs for the State. About 300 adults and 150 children are in the program.
Weimer stated the more providers there are, the more choices each client has in
choosing where to work.
Crawford asked if these are all State dollars. Lee stated they are.
The motion carried by the following vote:
Ayes: Crawford and Weimer (2)
Nays: None (0)
Absent: Mann (1)
Finance and Administrative Services Committee, 6/18/2013, Page 7
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3. REQUEST AUTHORIZATION FOR THE COUNTY EXECUTIVE TO ENTER INTO A
CONTRACT BETWEEN WHATCOM COUNTY AND WASHINGTON VOCATIONAL
SERVICES TO PROVIDE PATHWAYS TO EMPLOYMENT AND COMMUNITY
ACCESS SERVICES TO ADULTS WITH DEVELOPMENTAL DISABILITIES, IN AN
AMOUNT ESTIMATED TO BE $6,205 (AB2013 -220)
Weimer moved to recommend approval to the full Council.
The motion carried by the following vote:
Ayes: Crawford and Weimer (2)
Nays: None (0)
Absent: Mann (1)
4. REQUEST AUTHORIZATION FOR THE COUNTY EXECUTIVE TO ENTER INTO A
CONTRACT BETWEEN WHATCOM COUNTY AND WHATCOM COUNTY COUNCIL
ON AGING TO PROVIDE PATHWAYS TO EMPLOYMENT AND COMMUNITY
ACCESS SERVICES TO ADULTS WITH DEVELOPMENTAL DISABILITIES, IN AN
AMOUNT ESTIMATED TO BE $23,365 (AB2013 -221)
Weimer moved to recommend approval to the full Council.
The motion carried by the following vote:
Ayes: Crawford and Weimer (2)
Nays: None (0)
Absent: Mann (1)
S. REQUEST AUTHORIZATION FOR THE COUNTY EXECUTIVE TO ENTER INTO A
CONTRACT BETWEEN WHATCOM COUNTY AND SERVICE ALTERNATIVES,
INC. TO PROVIDE PATHWAYS TO EMPLOYMENT AND COMMUNITY ACCESS
SERVICES TO ADULTS WITH DEVELOPMENTAL DISABILITIES, IN AN
AMOUNT ESTIMATED TO BE $375,450 (AB2013 -222)
Weimer moved to recommend approval to the full Council.
The motion carried by the following vote:
Ayes: Crawford and Weimer (2)
Nays: None (0)
Absent: Mann (1)
6. REQUEST AUTHORIZATION FOR THE COUNTY EXECUTIVE TO ENTER INTO A
CONTRACT BETWEEN WHATCOM COUNTY AND WORK OPPORTUNITIES TO
PROVIDE PATHWAYS TO EMPLOYMENT AND COMMUNITY ACCESS SERVICES
TO ADULTS WITH DEVELOPMENTAL DISABILITIES, IN AN AMOUNT
ESTIMATED TO BE $293,266 (AB2013 -223)
Weimer moved to recommend approval to the full Council.
The motion carried by the following vote:
Ayes: Crawford and Weimer (2)
Nays: None (0)
Absent: Mann (1)
Finance and Administrative Services Committee, 6/18/2013, Page 8
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7. REQUEST AUTHORIZATION FOR THE COUNTY EXECUTIVE TO ENTER INTO A
CONTRACT BETWEEN WHATCOM COUNTY AND KULSHAN SUPPORTED
EMPLOYMENT TO PROVIDE PATHWAYS TO EMPLOYMENT AND COMMUNITY
ACCESS SERVICES TO ADULTS WITH DEVELOPMENTAL DISABILITIES, IN AN
AMOUNT ESTIMATED TO BE $749,599 (AB2013 -224)
Weimer moved to recommend approval to the full Council.
The motion carried by the following vote:
Ayes: Crawford and Weimer (2)
Nays: None (0)
Absent: Mann (1)
S. REQUEST AUTHORIZATION FOR THE COUNTY EXECUTIVE TO ENTER INTO A
CONTRACT BETWEEN WHATCOM COUNTY AND ADVANCEMENT NORTHWEST
TO PROVIDE PATHWAYS TO EMPLOYMENT AND COMMUNITY ACCESS
SERVICES TO ADULTS WITH DEVELOPMENTAL DISABILITIES, IN AN
AMOUNT ESTIMATED TO BE $7,584 (AB2013 -225)
Weimer moved to recommend approval to the full Council.
The motion carried by the following vote:
Ayes: Crawford and Weimer (2)
Nays: None (0)
Absent: Mann (1)
9. REQUEST AUTHORIZATION FOR THE COUNTY EXECUTIVE TO ENTER INTO A
CONTRACT AMENDMENT BETWEEN WHATCOM COUNTY AND FHB
CONSULTING FOR CONSULTANT SERVICES TO IMPLEMENT PHASE II OF THE
AG- WATERSHED PILOT PROJECT, IN THE AMOUNT OF $115,560, FOR A
TOTAL AMENDED CONTRACT IN THE AMOUNT OF $218,519 (AB2013 -226)
Weimer moved to recommend approval to the full Council.
Brenner stated there is no specific information about what is going to happen. She
would like to know about the three projects she's heard about.
Samya Lutz, Planning and Development Services, gave a staff report and stated the
contract with the State Department of Commerce goes into 2014. The County has a
contract with FHB Consulting for phase 1. This item continues into phase 2 to fulfill the
County's obligation to the Department of Commerce. The program is a non - regulatory,
incentive -based approach to support agricultural and watershed health. It's in the
Agricultural Strategic Plan. Many farmers and landowners are already doing the activities.
This is a way to compensate them for their activities.
The motion carried by the following vote:
Ayes: Crawford and Weimer (2)
Nays: None (0)
Absent: Mann (1)
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10. REQUEST AUTHORIZATION FOR THE COUNTY EXECUTIVE TO ENTER INTO A
CONTRACT BETWEEN WHATCOM COUNTY AND WILSON ENGINEERING FOR
CONSTRUCTION SUPPORT SERVICES FOR THE CORONADO - FREEMONT
STORMWATER IMPROVEMENTS PROJECT, IN THE AMOUNT OF $89,783
(AB2013 -227) (12:51 :58 PM)
Weimer moved to recommend approval to the full Council.
The motion carried by the following vote:
Ayes: Crawford and Weimer (2)
Nays: None (0)
Absent: Mann (1)
11. REQUEST AUTHORIZATION FOR THE COUNTY EXECUTIVE TO ENTER INTO A
CONTRACT BETWEEN WHATCOM COUNTY AND STREMLER GRAVEL, INC., AS
LOW BIDDER, FOR THE CORONADO- FREMONT STORMWATER
IMPROVEMENTS PROJECT, IN THE AMOUNT OF $595,238.40 (AB2013 -228)
(12:52:21 PM)
Weimer moved to recommend approval to the full Council.
The motion carried by the following vote:
Ayes: Crawford and Weimer (2)
Nays: None (0)
Absent: Mann (1)
12. REQUEST AUTHORIZATION FOR THE COUNTY EXECUTIVE TO ENTER INTO A
CONTRACT AMENDMENT BETWEEN WHATCOM COUNTY AND NORTHWEST
YOUTH SERVICES FOR HOUSING SERVICES TO HOMELESS YOUTH, IN THE
AMOUNT OF $20,000, FOR A TOTAL AMENDED CONTRACT IN THE AMOUNT
OF $146,600 (AB2013 -229) (12 :52 :49 PM)
Weimer moved to recommend approval to the full Council.
The motion carried by the following vote:
Ayes: Crawford and Weimer (2)
Nays: None (0)
Absent: Mann (1)
13. RESOLUTION AMENDING CRP #912004 AND AUTHORIZING ADDITIONAL
FUNDS FOR THE AWARD OF A CONTRACT BETWEEN WHATCOM COUNTY AND
CULBERTSON MARINE CONSTRUCTION, AS LOW BIDDER, FOR THE
GOOSEBERRY POINT FERRY WINGWALL REPLACEMENT, IN THE AMOUNT OF
$651,326.59 (AB2013 -230) (12 :53 :13 PM)
Weimer moved to recommend approval to the full Council.
The motion carried by the following vote:
Ayes: Crawford and Weimer (2)
Nays: None (0)
Absent: Mann (1)
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Crawford asked if this expense is considered a capital expense, not maintenance and
operations.
Frank Abart, Public Works Department Director, indicated it is considered a capital
expense.
14. REQUEST AUTHORIZATION FOR THE COUNTY EXECUTIVE TO ENTER INTO A
CONSULTANT AGREEMENT BETWEEN WHATCOM COUNTY AND SARGENT
ENGINEERS FOR DESIGN OF THE HANNEGAN ROAD TEN -MILE CREEK
BRIDGE NO. 236 REPLACEMENT PROJECT, IN THE AMOUNT OF $101,456
(AB2013 -231)
Weimer moved to recommend approval to the full Council.
(12:54:41 PM)
Crawford asked the source of funding.
James Lee, Public Works Department, stated funding is from local funds. The
Hannegan Bridge hasn't held up well to truck traffic. Given the current efficiency rating of
the bridge, it probably won't qualify for Bridge Replacement Advisory Committee (BRAC)
funding.
The motion carried by the following vote:
Ayes: Crawford and Weimer (2)
Nays: None (0)
Absent: Mann (1)
OTHER BUSINESS
Crawford stated he would like information on a claim for missing jewelry from
someone when released from jail, how items go missing, and how those claims are
processed.
ADJOURN
The meeting adjourned at 12:57 p.m.
ATTEST:
, Council Clerk
-, Minutes Transcription
WHATCOM COUNTY COUNCIL
WHATCOM COUNTY, WASHINGTON
Ken Mann, Committee Chair
Finance and Administrative Services Committee, 6/18/2013, Page 11