HomeMy WebLinkAboutSpecial Committee of the Whole October 24 20121
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WHATCOM COUNTY COUNCIL
Special Committee Of The Whole
October 24, 2012
CALL TO ORDER
Council Chair Kathy Kershner called the meeting to order at 9:35 a.m. in the Council
Chambers, 311 Grand Avenue, Bellingham, Washington.
ROLL CALL
(9:35:36 AM)
Present: Barbara Brenner, Kathy Kershner, Bill Knutzen, Ken Mann, Carl
Weimer and Pete Kremen.
Absent: Sam Crawford.
DEPARTMENT PRESENTATIONS REGARDING WHATCOM COUNTY 2013 -2014
PROPOSED BUDGET (AB2012 -332)
Parks and Recreation
Mike McFarland, Parks and Recreation Department, described accomplishments for
2011 and 2012. They tried to keep program prices steady. Revenues and attendance
remain strong. He asked for cooperation from various partners and volunteer groups.
They received grants for projects at Lily Point Park and Lighthouse Marine Park. The
department used real estate excise tax (REET) funds for essential projects to preserve an
historical structure and replace a playground for safety reasons.
There are 190,000 users of the senior center facilities since the transition in the
management system for the centers. The program is successful.
They completed the East Whatcom Regional Resource Center and are on target with
the budget. The community is very satisfied with the facility.
There was a limited target program at Tennant Lake using interns to maintain
services at no cost to the County.
Development of the Hovander River Walk project is in its final stages. The
playground is up at Hovander Park.
They will also complete the docks at Samish Park.
The budget for 2013 -2014 is status quo but has challenges about managing fuel
costs and heating, electrical, lighting, and stormwater assessments. They've worked to
reduce energy costs and be more efficient. They don't have control over the water utility
rates. The senior center facilities are heavily used and use a lot of utilities. They've done
everything possible to get a good return on investment.
Special Committee of the Whole - Budget, 10/24/2012, Page 1
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There is a service request for infrastructure and development, including an update of
the Comprehensive Parks and Recreation Open Space Plan. The Council adopted it five
years ago as a planning document for the department. They hope to revise the document
using staff and a contractor. It keeps the County eligible for State grants. They need to
upgrade the heating, ventilation, air conditioning (HVAC) system for the Plantation Rifle
Range. The plan must be current to allow the department to apply for a grant for that
upgrade. All those levels of service (LOS) will be defined by the time the County updates its
Comprehensive Plan in 2016. That planning process is a high priority to be eligible for
funding and to set direction for the future.
Priorities are to maintain operations and LOS in terms of cleaning and maintaining
campgrounds and roads; maintaining staff hours to keep facilities open; making
improvements in aging infrastructure maintenance and replacement, and; improving
signage and wayfinding.
Senior service contracts will stay flat at about $58,700 per year. They're working to
make the Nesset farm and other facilities more sustainable.
There is opportunity to earn revenue from concession sales, which keeps the budget
at about even. The budget hasn't been increasing, but increasing costs have eroded the
budget. The extra revenue keeps things even.
They plan changes to meet accessibility compliance. They are working on a new
animal exhibit at Hovander Park, funded by the public through donations. The County
received a donation for upgrading the HVAC system at the Hovander house. The Lions Club
is adopting the fragrance garden at Tennant Lake. They will continue to work with the State
Department of Natural Resources (DNR) on the South Fork Park. The Canyon Lake
community forest access road, owned by Sierra Pacific, needs repairs.
Brenner asked about the City of Ferndale closing the senior center. McFarland stated
Mayor Jenson has looked at finding a better space to accommodate other groups. That
work turned into a rumor that the center would close, which is not the case.
Brenner asked how many non - profits are using the East County Regional Resource
Center. McFarland stated there are no nonprofits. The community uses it for meetings.
The facility has only been open since last October. He anticipates there will be new
nonprofit programs in the next year or 18 months.
Brenner asked if there will be a doctor's office. McFarland stated there will probably
not be a doctor office now. That is a second -phase use for the future. There may be a
visiting nurse.
Brenner asked about concerns about whether existing parks are not accessible.
McFarland stated there are two areas of concern, the Lighthouse Marine Park trail and
Hovander Park trail. The department is proactive about those complaints. There are access
issues elsewhere, mostly because areas need to be kept clean. All playgrounds must be
accessible. New playgrounds are accessible, but old playgrounds aren't.
Knutzen asked if the items the community wants are in relation to the Legacy
project. McFarland stated it's in the Comprehensive Park and Recreation Plan. The staff
have met with communities about that plan. There was also a random survey of county
residents.
Special Committee of the Whole - Budget, 10/24/2012, Page 2
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Knutzen asked if it was all done with the Park Improvement Plan. McFarland stated
it was funded with REET II, but it's a County plan. The plan is online and has all the
meeting information. This was done about five years ago.
(10: 00:20 AM)
Knutzen asked about $69,000 for parking improvements at Plantation Rifle Range
and another $100,000 for an HVAC upgrade. He asked if Skagit County or others can
contribute to those costs. McFarland stated there are numerous contracts with other
agencies for the use of the rifle range. They're charged a full rate fee for using the facility.
The road is a shared use road with a logging company. They're at the point where the road
needs work. The grant for the HVAC system is funded by money collected from State gun
permits that are granted back to rifle ranges.
Brenner asked about a citizen comment from someone who said people are at the
rifle range shooting until 11 p.m. McFarland stated he recently received that complaint.
The users stopped shooting at 9:58 p.m. Indoors, law enforcement agencies use that
facility at all hours. The outdoor shooting stops at 10 p.m. More homes are being built in
that area. Realtors are disclosing information about the noise. Rarely does shooting occur
at night. There are posted public hours. Contracted law enforcement may do night
shooting. He's not aware of a situation that went past 10 p.m.
Knutzen asked about $230,000 for Lookout Mountain parking lot. He asked how full
that parking lot is currently. McFarland stated users park where the city bus unloads at the
Sudden Valley gate. This project was approved. They developed the bids, but the Council
did not award the bid. He's bringing the project forward again, repackaged because of the
heavy use.
Jack Louws, County Executive, stated he toured all the park improvement request
areas. This request is for a very busy location, with the Sudden Valley gate, Whatcom
Transportation Authority (WTA) bus stop, and school bus stop. Traditionally, people park
along the shoulders of the road. He could definitely identify a need for additional parking
for safety and access reasons. He supports this project for Council consideration.
McFarland stated the towers have critical infrastructure for emergency services,
which can't be blocked by trail users. Stimson is also popular on the weekends.
Knutzen referenced the $47,400 for the East Whatcom Regional Resource Center and
Opportunity Council, and asked if that pays for a full -time equivalent (FTE) staff position to
be present.
Dewey Desler, Special Projects Manager, stated these are one -time costs for 2013
and 2014 each, which was also a one -time cost in 2011.
McFarland stated the Opportunity Council operates the resource center on a daily
basis, and the service includes maintenance.
Knutzen asked if staff is at the resource center a certain designated time. McFarland
stated staff is there at certain times, but not always, depending on what's on the center's
schedule. There aren't regular, established hours now, but they would like there to be.
Knutzen stated the City of Ferndale contracts for certain maintenance work. He
asked if those services can be contracted for other senior facility locations. McFarland
stated it costs almost nothing, because they use the County jail work crew. They already
Special Committee of the Whole - Budget, 10/24/2012, Page 3
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eliminated the one position that mows. The staff have to mow around scheduled events.
There must be flexibility. They've considered contracting that service a half dozen times in
the past ten years.
Kershner referenced access to Canyon Lake and asked if Sierra Pacific is not willing
to work with the County. McFarland stated it's about the size of the washout that covered
an entire section of road, which wasn't the first time that happened. They have to consider
if it makes sense to move the access if it keeps happening. Sierra Pacific stated it would
like the County to have a cost share for maintenance if the road is opened again.
Brenner asked if Sierra Pacific wants to join with the County on an alternate route.
McFarland stated the other route is mostly on State trust lands, for about 400 yards on
which the County doesn't have an easement.
Brenner asked if it is in the best interest of Sierra Pacific to move the access.
McFarland stated it probably would be, but he doesn't know if Sierra Pacific will abandon the
road.
Brenner stated Sierra Pacific might be able to cost share an alternate route.
McFarland stated the alternate route is already there. They just need to get access for
public use. He would negotiate a license agreement with the DNR for public use, and get a
small easement from Sierra Pacific. The County would maintain signage.
Kershner referenced the senior centers and asked for a description of how they're all
operated. McFarland described the new management structure and schedules of the senior
centers.
Kershner asked if user fees go to the Council on Aging or the Parks Department.
McFarland stated the County receives funds for non - senior center purposes. Fees for other
programs go to whoever is running the program.
Brenner asked if the County can help the Point Roberts senior center facility, which
has a leaking roof. McFarland stated that is a separate taxing district. They can decide
their own priorities. The County also pays for using the building. They also collect fees
from the library, which uses the building. He understands they have a budget for roof
replacement.
Cooperative Extension
(10:24:29 AM)
Drew Betz, Cooperative Extension Faculty Chair, submitted and read through a
handout (on file) describing the County Extension history and programs. They have an
agreement from Washington State University (WSU) for money for forestry extension work.
Knutzen asked about hiring a dairy extension staff person. He doesn't see that
position in the budget. Betz stated that is in the WSU budget, not from funds received by
Whatcom County. That person will be based in Mt. Vernon, but will also work locally. The
first and second people offered the position turned it down. They are now interviewing two
more people.
Knutzen referenced the future of the food symposium and asked if an effort was
made to involve someone who is actually involved in the production of commercial activity,
such as a farmer. The community doesn't want another bureaucrat telling them how to
Special Committee of the Whole - Budget, 10/24/2012, Page 4
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grow their products. Betz stated the focus is mostly a scientific examination of global
warming and climate change on agriculture. It's a scientific symposium. She will pass
along the concern. It's meant to be educational, not regulatory.
Kershner stated it feels like WSU Extension has its own agenda, depending on the
staff, and the Council has no impact on the Extension's programs. This Council wouldn't
prioritize a meeting on climate change over work with the community. The County isn't
getting work that it wants from Extension.
Knutzen stated they must work on commercial agriculture in general. He hears a lot
of good things about the Burlington facility. Betz stated there is more commercial
agriculture work going on because of Chris Benedict than has gone on in the past 20 years.
He's working very hard, about ten hours per day, exclusively on commercial agriculture.
Invite him to present to the Council.
Kremen stated he thanks Ms. Betz for everything she's doing. There is room for
improvement, but that's always the case. He hopes that the process to attain a dairy agent
here in the community will be as thorough and inclusive with the agricultural community as
Chris Benedict is. It's disappointing that it's taken this long to hire someone, but it's more
important to hire the right individual than to just fill the position with anyone. Getting a top
notch agent that the dairy industry believes in is not easy. Those candidates are few and
far between.
Betz stated Henry Bierlink, Sherm Polinder, and a third person are on the hiring
committee. Every candidate has interviewed in both Lynden and Mount Vernon. The
presentations in Lynden are well- attended. Whatcom County isn't directly funding that
position. WSU is bringing in those candidates. Chris Benedict, who Whatcom County does
pay, is also on the hiring committee. There is a small talent pool, and people are hesitant
to move. They have also had to hire a new Extension director this year, Dr. Richard Koenig.
He will tour the counties and introduce himself to the Council. He was the chairman of the
department of crop and soil sciences at WSU.
Administrative Services Department — Human Resources Division
(10:47:06 AM)
Karen Goens, Human Resources Manager, stated accomplishments in 2011 and 2012
include carefully shrinking the work force through attrition. They worked with Frank Abart
to achieve certified public official designation. There are now 12 certified public officials in
Whatcom County. Her staff live up to the office mission daily. They focus on risk
management. There is little staff turnover. They implemented more effective background
checks, skills testing, and driver training. They work with supervisors to respond to
complaints. As the workforce shrinks, performance matters more. They help department
leaders take on performance issues.
In 2013 and 2014, they plan to develop high quality human resources web content
for employees. Goals are to better use existing tools, get all job descriptions online, and
work on a project with the Prosecutor's Office to begin sharing loss control and risk
management efforts. Liability insurance costs are coming down, and they will reduce the
cost of tort while adding a small amount of resource in the Human Resources Division.
They will explore options for offering the best benefits given cost constraints, work on labor
negotiations, and update County policies in plain English. They hope to develop an
advanced Certified Public Official program for the 12 CPOs in the County.
Special Committee of the Whole - Budget, 10/24/2012, Page 5
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Administrative Services Department - Information Technology Division
(10: 55 :23 AM)
Perry Rice, Information Technology (IT) Manager, submitted a handout (on file).
The division does other things besides IT, including telecommunications, staff the
information kiosk and receptionist, mail services, records management, and public records
requests. Staff was reduced from 33 to 23 since 2008. The objective the last two years
has been to maintain existing systems. It's difficult to maintain existing systems and
deploy new systems. Staff are wonderful about quick response and creative solutions.
In the last two years, accomplishments include the online crime reporting
application, a new jury audiovisual system, document imaging, financial system changes,
and the voicemail system upgrade. They also worked on efficiencies that include a help
desk ticket system to manage the 5,000 requests per year from departments. They take
care of many things daily that aren't generally visible.
They continue to look hard at telecommunications. They have gotten rid of phone
lines and other things they don't need for a savings of $61,000 per year in ongoing
expenses.
(11:00:00 AM)
The most important project to him is automatic deployment of software.
Assignments to be completed in 2012 include email archiving, cost - sharing partnership with
other jurisdictions for pictometry, replacing the battery for the data center, and beginning
to deploy Windows 7 and Office 2010 to work stations. The County has over 500
applications that aren't compatible with Windows 8 and more updated versions of Microsoft
Office. Two important projects at the Auditor's Office include e- recording and marriage
license applications.
Challenges include staffing and keeping systems running versus the demand for new
projects. The infrastructure is tired. They must keep department business applications
updated so they keep vendor support. A big new project is the Sheriff's Office records
management system.
He is pleased with the Executive recommended budget for 2013 -2014. There are
resources for staffing, professional services, and infrastructure upgrades. He's grateful for
the Executive and budget team for recognizing these needs. The network needs to be
redesigned for efficiency and security. They will follow up on email archiving. He's asked
often about increasing the use of smart phones, tablets, and other personal devices. An
email system is key to that capability. The Prosecuting Attorney wants to complete project
for expanded use of document imaging. The I- series midrange server must be kept
upgraded and healthy. They continue to invest in updating the financial system. The
current website has served the County for ten years. It's time for something new. There is
support to update the website in 2014.
Mann stated Perry Rice does a great job. He asked why they plan to use Windows 7,
when Windows 8 is about to come out. Rice stated it comes down to the other County
applications. Their vendor, Exigent, hasn't certified the applications yet for Windows 8.
They can only move as fast as the application vendors move.
Mann asked if there is an option to wait until the applications can work. Rice stated
Windows 7 is the standard business operating system right now.
Special Committee of the Whole - Budget, 10/24/2012, Page 6
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Louws stated the County is running 525 applications. When Windows develops and
releases Windows 8, it takes time for third -party application vendors to catch up. The
County needs to develop the replacement schedule for personal computer replacement on a
five -year schedule. Don't release major new applications on old computers. It's a continual
cycle. Most businesses are one cycle behind the current Microsoft version. They are going
to replace the computers rather than upgrade the software.
Mann stated it seems like Windows 7 is the last gasp of the old generation, and the
next generation is Windows 8. He hates Vista.
Knutzen stated Mr. Rice does a great job. There is an effort to hire more staff.
Huge projects are in the works. He hopes the budget allocates at least one or two more
FTE positions for IT. Louws stated there are two new IT positions planned in the 2013 and
2014 budget, one for overall tech support and one for the Assessor /Treasurer System
(ATS).
Knutzen stated email is a high priority. Move away from Groupwise. He asked if
there is an opportunity to take advantage of cloud -based storage to free up space on the
servers and save money on server upgrades. Rice stated they would save money in one
place, but spend money in another. Costs associated with using the cloud pays for the
cloud application and the cloud infrastructure. The WTA and City of Bellingham recently
implemented Microsoft Exchange Online. Cloud computing will free up space and help over
time because version upgrades won't be necessary. It will be interesting in the future to
see how much is kept here on site. It will be like a computer storage utility. In ten or 15
years, he's not sure how much will be left in the data center.
Kershner asked where they budget for equipment. Rice stated there are multiple
cost centers, but infrastructure comes mostly from a computer capital cost center.
Kershner referenced page 10 of volume two and asked if it is $126,000 for 2013.
She asked if there is enough in the budget to do all these things. Rice stated money used
for replacing desktops is in another part of the County budget. For example, the Sheriff's
Office records management project is not in the IT budget. The phone system budget is
also in a different place.
Louws stated the technology rent and revolve (TR &R) takes care of ongoing
computer replacements. All the big projects are project -based and scattered throughout
the budget.
Desler stated $400,000 is budgeted for computer capital replacement and $75,000
for the servers. That money is distributed to all the funds.
Knutzen asked about funding from equipment rent and revolve (ER &R) and loans.
He referenced the ASR for $635,396. Rice stated that item is the ATS.
Brad Bennett, Administrative Services department, stated there is an interfund loan
from ER &R to the general fund to pay for the ATS.
Knutzen asked if there is an opportunity to do a similar arrangement for other
projects, such as email.
Louws stated a goal is to incorporate into the general fund an ongoing amount of
money they can use to keep replacing computer systems. They can pay cash for the
Special Committee of the Whole - Budget, 10/24/2012, Page 7
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Sheriff's records management system. They will do the phone system similar to the ATS.
He realizes that IT is an important tool for the employees. They have to work it into the
budget rather than borrow for the expense. A couple million dollars a year in the general
fund will allow them to continue to reinvest in advancing technology.
Knutzen asked they have figured out how to recycle computers to kids in need. Rice
stated they have contributed to the Computers for Kids program. The County has done a
few cycles with that organization. He is actively working with that organization.
Administrative Services Department - Finance Division
Bennett stated his division partners with IT for copy machines, fixed asset inventory,
payroll, and accounting for special districts. A major accomplishment was upgrading the
JDEdwards financial system, which had been very modified. Keeping current will be much
easier.
(11:26:53 AM)
A new version is coming out, and an objective is to get to that new version. His
organization is driven by deadlines and is not glamorous. They live by budget and quarterly
report deadlines.
In the next two years, they need to update the budget preparation software and
update JDEdwards to the newer version 9.3.
A major State bar revision is coming up. They will have to retrofit the old bar
system to the new bar system. They will help the Planning and Development Services
Department with the financial analysis component of the 20 -year Capital Facilities Plan.
Administrative Services Department - Facilities Management Division
Mike Russell, Facilities Division Manager, stated the Facilities Management Division is
responsible for 33 major buildings and 600,000 square feet. There are 20 additional sheds
and restrooms, which brings the total up to over 700,000 square feet.
(11 :31 :02 AM)
They manage 3,000 work orders per year with a limited staff. They have done a
good job of keeping up with the buildings. Accomplishments include the East Whatcom
Regional Resource Center, the generator backup for the computer system, a jail controls
update, second floor roofing of the rotunda, hot water replacement, carpet replacement,
and other small projects for the departments. There are about 150 to 200 projects each
year.
They are responsible for $900,000 in utilities. They have kept that budget item
intact by doing energy efficient projects, including reducing the gas bill. The electric bill is
stable. They also take care of custodian services. They have a contract custodian for outer
buildings.
The Facilities Division operates several computer system, such as the HVAC
ventilation system. They can see what the system is doing by calling it up on the computer.
They've installed several video systems in the Prosecuting Attorney's Office and Sheriff's
Office, which has cut down vandalism in the courthouse by 75 percent. They take care of
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access key control, inspections and certifications related to the facilities, parking lots and
signage, and recycling.
In the next biennium, they will focus on preventative maintenance to update worn
out and inefficient systems.
Knutzen stated he's glad to hear they are running the heat by the computer. He
asked about the cracked floor in the courthouse first floor hallway. Russell stated there is
enough money in maintenance and operations (M &O) to take care of repairing the floor in-
house. He explained the process for repairing the floor.
Knutzen asked if they can use a material with more flexibility. Russell stated they
could if there was an expansion joint, but there isn't.
Weimer asked about park facilities. Russell stated they don't manage park facilities,
but they work with the Parks Department.
Brenner asked if the Public Works Department does ground maintenance. Russell
stated they contract ground maintenance with jail work crews to do parking lots and areas
around the buildings.
Kremen stated the County disabled about 3,000 light bulbs in the courthouse a few
years ago, due to an energy crisis in the community. He's noticed that many disabled light
bulbs are turned on again. There are substantially more light bulbs turned on than there
used to be. He asked if that is intentional. Russell stated they've installed electronic
ballasts, which reduces energy use of the bulbs. It's only done when staff requested more
light. This courthouse was one of two courthouses in the United States that received
Leadership in Energy and Environmental Design (LEED) certification for a courthouse that
had already been constructed.
Kremen stated that during his conservation effort, the County saved close to
$250,000 per year, including the gas and boilers.
Louws stated power consumption in the courthouse is stable. He hasn't ordered
more lights to be turned on.
Executive
This Council did not discuss this item.
Sheriff and Jail
Bill Elfo, Sheriff, stated the budget has zero increase in operating expenses.
(11:44:50 AM)
Public safety challenges include increased gang activity and increased costs and
operating expense that necessitated reductions in discretionary spending. The crime index
is stable, with violent crime increasing slightly and property crime slightly decreasing. They
strive to be more efficient in deploying resources. Of any agency in the county, they have
the lowest ratio of law enforcement officers to citizens and to square miles. Staff are highly
trained and well- equipped. They share resources with other agencies. Discretionary
funding is less than five percent of the total budget. Options for further reductions without
the loss of personnel are limited.
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Efficiencies include a gang assessment to determine the extent and nature of gang
activity in Whatcom County. He described the gang activity in Whatcom County and
response by the Sheriff's Office. The budget keeps the neighborhood deputy program
intact. There is a Forest Service deputy to coordinate search and rescue (SAR). They have
increased instances of assisting city police departments solve crimes, and formed a law
enforcement mutual aid team to assist with major investigations.
They pursued Operation Stonegarden grants, and worked with the congressional
delegation to derail proposals to eliminate funding projects on the northern border. He
described the benefits received from Operation Stonegarden grant funds. They improved
financial tracking, seek to collect reimbursable overtime costs, and increased the use of
contracts for providing services.
They obtained grant funded positions to track gang members and sex offenders.
New software delivers training and scheduling programs. They still need a new record
management system, which they will implement by the end of 2013.
Plans for a new jail are moving forward. There are also plans to make the current
jail facility last a few more years. They are working on a fully functional mental health
triage center to control jail populations. A new phone contract for inmate phone use will
increase revenues. The jail medication service went out to bid to achieve a cost reduction.
He hired a professional emergency manager as deputy director of the Division of
Emergency Management (DEM). They are in jeopardy of losing grant- funded positions, and
are exploring the option of partnering with others on emergency management services.
He's proud of his staff and pleased to work with Executive Louws and his staff. The
Sheriff's Office has come in under budget every year, and he will continue to make that
effort. Overtime funds are barely sufficient. They lack capacity to sustain prolonged
operations such as disasters or major crimes. However, the Executive assures him the
County maintains the ability to deal with unanticipated emergencies and unusual
occurrences.
(12:00:18 PM)
Brenner asked about the lowest ratio of deputies per square mile. Elfo stated they
have the lowest ratio of deputies per population and per square mile of any organization in
the county. Whatcom County is in the middle compared to other counties.
Kremen stated the County is fortunate to have Sheriff Elfo, the hardest working
Sheriff he's seen. He's a valuable asset to Whatcom County. However, the County is not in
the middle in terms of deputies per capita. In terms of peer counties, only Spokane County
has a better ratio of deputies per capita. They have to be realistic about the way they
characterize the amount of coverage the County has per deputy. When he took office as
County Executive, there used to be one officer per 1,252 per capita. Now, the ratio is
under 1 per 1,000. They have made vast improvements in the ratio. Elfo stated his
comparison was with the city police departments in Whatcom County. Looking at the
comparable counties, which are the counties Whatcom County uses for collective bargaining
purposes, they are in the middle. However, Whatcom County also is a border county, and
has Point Roberts, East County and Newhalem.
Brenner referenced a letter about sex offender housing, and asked if the state
sheriffs have been trying to get the State Department of Corrections to allow counties to
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make local decisions about the location of sex offender housing. Elfo stated he doesn't
recall that letter specifically. Now, Whatcom County doesn't have any control. They are
better off to have sex offenders housed than homeless, so they are tracked better and are
less likely to reoffend. He'd have to research the issue of having local control.
Brenner referenced the Division of Emergency Management and asked if it's possible
that the office at the airport will reopen. Elfo stated the Port expressed a renewed interest.
They are exploring the possibilities, including funding.
Knutzen referenced the ASR for the records management system and a Federal
Emergency Recovery And Reinvestment Act grant. He asked if there is potential to get any
grant funding for this system. Elfo stated they will explore options for grants. He doesn't
know of any available grant. He is exploring grants for other IT issues.
Knutzen referenced the $3.7 million from Operation Stonegarden, and asked about
the status of those funds. Elfo stated they are working hard to prevent those funds from
being eliminated. The federal government has maintained the grant program so far. They
have approval for the next fiscal cycle.
Kremen stated it's important for the County to have a presence in Washington D.C.
They are gaining another member of Congress. Two congressional members will help them
obtain funding for these issues. The need and justification is compelling. He's optimistic
they may be able to get funding to help the Sheriff and criminal justice system protect
Whatcom County. Elfo stated the $3.7 million was not just to Whatcom County, but
included other agencies in the area, too.
Louws stated he will be in Washington D.C. in March. With Council approval, the
Council can also send a delegate to attend for the County Executives of America Conference
and the National Association of County Officials (NACO) Conference.
Kremen stated past trips to Washington D.C. have resulted in huge dividends for
Whatcom County. Continue to have both Executive and Legislative branch presence in
Washington D.C.
Knutzen stated the City of Woodinville subcontracts its law enforcement to the King
County sheriff. He asked if Sheriff Elfo can work with the small cities similarly to save
money on budgets. Elfo stated most other counties in Washington have active contracts for
law enforcement services. Efficiencies could be gained, but no City has expressed an
interest in it.
Mann referenced issues regarding inner - tubing violations on the South Fork river.
Elfo stated there has not been as much activity as in past years, due to the late summer.
It's a resource - intensive problem for the Sheriff's Office. The residents' problems and
complaints are real. Consider banishing inner - tubing on the river altogether.
Mann asked how much fuel costs play into the budget, and how is it managed. Elfo
stated the cost is built into ER &R expenses. They will set an amount of money for fuel, and
will be expected to manage it. As they update the aging fleet, they will look at more fuel
efficient and safer vehicles. They are working with the Public Works Department, which
manages the overall County fleet, to come up with solutions.
Kremen stated he understands the need to have the larger pursuit vehicles that are
not so fuel efficient. Don't change that policy. However, other cities and jurisdictions have
several vehicles that are Priuses. He asked if they can incorporate non - pursuit vehicles to
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be more fuel efficient. Explore those opportunities. Elfo stated balance that with the type
of area. Here, there are open county roads with changing weather conditions.
Manufacturers are aware of the need for fuel efficiency. He is carefully evaluating all
factors.
Mann stated he agrees with Councilmember Kremen. Don't dismiss the idea.
Kershner stated she's glad to hear the Sheriff is working with the Health Department
on a mental health triage center. She hopes they take folks to the triage center instead of
emergency room. Elfo stated the emergency room is the only option now. Funding a fully -
functional mental health triage center is the top priority of the Behavioral Health and
Substance Abuse Revenue Advisory Board. That will be very valuable to the community and
more efficient for law enforcement.
Mann asked if there is any use for the old jail once they have a new jail. Elfo stated
he defers to the experts about the use and longevity of that building. The Sheriff's Office
will need a small holding facility for offenders going to court. Other jurisdictions have used
old facilities for records and equipment storage. It's a valuable piece of property. It would
enliven the community to have another government function at that location, rather than a
jail. Can't put in the triage center without drastic modifications.
Kremen stated he also recognizes Chief of Corrections Wendy Jones for the
remarkable work she's done over the years. Her efforts are much appreciated.
(Clerk's Note: The Committee took a break from 12 :30 p.m. to 1 :35 p.m.)
Miscellaneous Non - Departmental and Advisory Boards, Commissions, and Committees
(1:36:12 PM)
Desler referenced a handout submitted at the meeting on October 18 (on file).
Knutzen asked what is the Whatcom County convention center.
Kremen stated it's a line item established many years ago because there was an
effort to build a convention center in Whatcom County.
Desler stated they have a convention fund. Revenue comes from the lodging tax.
They spend that money on promotional activities with many organizations throughout the
community. A five - member committee decides how the money is spent. He described the
committee membership. He submitted a handout (on file).
Louws stated they plan to spend an amount equal to the revenue generated, which
is about $550,000 each year for 2013 and 2014.
Knutzen stated he suggests they rename the fund.
Brenner referenced an email from Wendy Harris and asked about money for the
horticulture inspection program.
Kremen stated it's for an office space that Wendy Harris claims is rarely used.
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Desler stated they share the cost of the horticulture inspection program so
inspectors can inspect nurseries throughout the community. There are agricultural issues
with nurseries.
Brenner stated she would like to have a discussion about the program.
Brad Bennett, Administrative Services Department, stated they make sure the
nurseries don't distribute diseased plants throughout the community.
Kremen asked if that work will be done regardless of whether Whatcom County
contributes $10,000, which is supposed to be for office space, according to Ms. Harris.
Bennett stated he's never heard that the funding is to pay for office space.
Brenner stated she would like to know for sure how the program is funded.
Desler submitted and read through information (on file) on the convention center
fund. The committee will make recommendations on how to spend $550,000 per year.
Brenner asked when the City of Bellingham is going to annex the area around the
airport. Desler stated they don't know.
Louws stated keep some fund balance to pay for economic development components
of the Birch Bay berm and pedestrian project, such as restrooms. At some point, the Birch
Bay Chamber of Commerce will take care of restroom maintenance.
Mann stated he's concerned the committee membership doesn't represent a broad
spectrum of interests in the county. He worries the money may not be effectively deployed.
He asked if the State law says exactly who sits on the committee.
Kremen stated it does. The Executive appoints the individuals. At least two
members have to generate the tax, and two members have to be recipients of the tax. The
one elected official is the County Executive.
Mann asked if they are legally allowed to have more representatives. Desler stated
they should check the law.
Mann stated some of the decisions made, such as marketing of Birch Bay to Mount
Baker, didn't seem like it was run by anyone who had any idea of how to run a regional
marketing plan. The County gave them a lot of money.
Brenner stated it's their money.
Kremen stated the vast majority of the money generated for the fund goes to
Whatcom County Tourism. This is a small portion of the fund. Most of the allocations have
been productive and provided benefits to the greater tourism community.
Mann stated he would like to look into ways to improve the membership of the
advisory board and make sure they're deploying the money effectively.
Desler stated the five members of the committee share Councilmember Mann's
concern. The committee will analyze the results of what's occurred in the last 12 months
and make a set of recommendations so future programs can be as effective and efficient as
possible. If the Council chooses, it can have a more direct dialog with the committee.
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Desler stated they are negotiating an arrangement with the Whatcom Humane
Society for the animal control program. The program cost was reduced in 2010 through
2012. The proposal for 2013 is another reduction of $50,000. They still maintain services.
The Humane Society has worked well to help restrain the overall costs of the program and
maintain good quality services. In 2013, operations will be consolidated into a new
building. The County won't need to maintain its own facility. The estimated cost for 2013 is
$360,000. They are working on reducing the cost of vehicles, which totals about $3,000
per month. The County has been paying $950 per month, per vehicle into the ER &R fund,
which pays for maintenance, fuel, and replacement.
Kremen asked if there are future plans for the existing County facility. Desler stated
the County Executive will make a recommendation. The property can be surplussed, or can
be used for something else.
Kremen stated it is a valuable property.
Louws stated they will make that decision after the Humane Society moves to its
new property. The building may work for a morgue facility. He commends the Humane
Society for working to negotiate a lower cost. The current amount discussed is $361,000,
which he will likely recommend.
Kershner asked about jail operating costs and the jail fund. Desler stated the jail
fund supports jail operation. Revenue comes from the general fund, fees, and grant
revenue.
Kershner asked if the jail fund is to keep the fund separate from the general fund
and Sheriff's fund. Desler stated it is. The management must think about the jail as an
enterprise.
Kershner asked if the management asks for more if necessary. Desler stated they
would ask the Executive and Council to approve more, using the jail fund or general fund.
Another reason for the jail fund is to set up a fund source to pay for the cost of designing
and building a new jail. About $4 million is in the fund now.
Kershner asked if the jail fund is not the same as jail operating costs. Desler stated
that's correct.
Kershner asked where the $5.1 million from the jail operating costs item goes.
Desler submitted and read from a handout (on file).
Knutzen stated update the contact person for Council of Governments (COG). He
asked about item 13, association dues. Desler stated that item covers the dues to the
Washington State Association of Counties (WSAC), Washington Association of County
Officials (WACO), the National Association of County Officials (NACO), and the Association of
County Executives. The amount budgeted in 2012 wasn't equal to the amount that the
County had in terms of buildings, so they did a couple of adjustments. No one is raising
their dues.
Knutzen asked if the County donates to International Council for Local Environmental
Initiatives (ICLEI).
Kremen stated the County eliminated that item.
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Weimer asked about programs funded by the lodging tax and how much money was
requested versus how much was approved. Desler submitted a handout (on file).
Recommendations will come forward at the December meeting.
Weimer asked about certain requests that are already recommended. Louws stated
each organization had to submit for the 2013 -2014 budget. This is the amount each
organization has requested. There isn't any recommendation yet. The committee will
refine the requests.
Kershner asked about other funds requested by the Port of Bellingham for economic
development investment (EDI) funds. Louws stated the County, City, and Port created a
tri- funders agreement to review applications and make recommendations. Next year, they
want to release $135,000. The Northwest Economic Council will probably repurpose
themselves to work with the COG and the Board of Directors for the Northwest Economic
Council to do a private sector review of EDI applications. It will provide a private sector
review of a comprehensive economic development strategy for the future. This amount
may change a bit. The government is paying less for more deliverables at this point. The
City of Bellingham and Port also contribute to this effort. They fund the Small Business
Development Center (SBDC) and Technology Alliance Group (TAG). They will also fund
$5,000 to the Chamber for a visioning event. The group makes recommendations to him,
and it is the Council's decision.
Kershner asked where the Council decided to put the money.
Kremen stated the COG will be an advisory committee to deal with the
recommendations for EDI allocations and the comprehensive economic development
strategy (CEDS). The County will fund the SBDC.
Kershner stated there is a pot of money. Recommendations from individuals come
to the Executive and Mayor, which are approved by the councils. She asked if the
recommendations are to take the money and give it to these organizations, without
recommending certain specific programs.
Tawni Helms, Administrative Services Department, stated the City, Port, and County
entered into a three -year interlocal agreement, and the County committed up to $225,000.
Louws stated his office will provide details about what the money goes to. The SBDC
application explains its deliverables for money it receives from the County. The County has
contracts with them and receives quarterly reports.
Brenner asked about not funding the Heritage Flight Museum and funding the
Lynden Pioneer Museum. Louws stated the Pioneer Museum submitted a request for
funding. The five - member group will look at it. If a group is not on the list, it's because
they didn't submit an application.
Desler stated the document is incomplete.
Brenner stated these requests must be for needs, not wants. Desler stated this list
of requests is about the lodging tax revenue only.
Kershner asked about a Department of Ecology (DOE) grant that is ending, items 16
through 18. Desler stated that position is ending.
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Brenner asked about real estate excise tax (REET) I and REET II money. Desler
submitted and read from REET handouts (on file). For the next four years, it will finance
many of the development costs of the new jail. The County is allowed to take a million
dollars per year from the fund to pay for maintenance and operations. The cost of
maintenance and operation traditionally covered by the general fund would be put aside to
acquire property and architectural expenses for a new jail.
Brenner asked if the County will transfer funds from the REET fund to the general
fund. Leave it in the REET fund. Bennett stated the law doesn't allow that. REET will pay
for maintenance and operations of general fund funded capital facilities. They will move the
money to pay for Parks Department operations to maintain capital facilities. It allows the
County to use the money for maintenance and operations of facilities that they can acquire
with REET II funds. The County spends money to operate Parks Department facilities.
Brenner stated funding for stormwater projects keeps going down. Desler stated
they are spending everything requested for 2013 and 2014. They haven't estimated the
amounts yet for 2015 and 2016. If it's more, that amount will come from the fund balance.
Brenner stated they may ask for more if the County prioritized stormwater projects.
That's a need. They may not be able to maintain parks at the same level, but stormwater
work has to be done. REET II is a good source of funds for stormwater projects. The
County doesn't have a choice in doing stormwater projects.
Weimer asked about the possibility of getting rid of certain advisory committees.
Louws stated the Council needs to decide that possibility.
County Council
(2:54:06 PM)
Dana Brown - Davis, Clerk of the Council, stated she submitted a status quo budget,
and there are no ASR's. She moved money around to increase councilmember travel,
registration, and tuition in the amount of $1,000 per councilmember.
Kremen stated revisit the amount of money necessary for travel, lodging, per diem,
and registrations. A total of $7,000 per year for everything is not adequate to accomplish
the things they need to accomplish.
Brenner stated councilmembers can spend their own money if costs go over the
amount allocated.
Kershner asked how much and for what purpose Kremen wants an increase.
Kremen stated he would work on a proposal.
Kershner stated there's never been enough to send a councilmember to the NACO
conference in Washington D.C.
Brenner stated councilmembers have used other councilmembers' money in the past.
Kremen stated that for each member to attend NACO, exclusive of airfare and
lodging, registration is $465. Lodging is around $135 per night. The airfare is around
$400. They've talked about sending up to three councilmembers.
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Kershner stated don't place an artificial limit on the number of councilmembers who
get to go.
Louws stated the Council budget is about 2.6 percent less than in 2012. If the
Council wants to add $5,000 or $6,000 to its travel budget, it is still within the budget
guidelines and is not out of line.
Kershner stated that if they don't spend it, it becomes lapse. She asked if it's
possible to use travel money for something else in the department if necessary. Brown -
Davis stated it is possible.
Kremen stated most counties their size pay for lobbyists in Olympia and Washington
D.C. The investment for a presence in Olympia and Washington D.C. is a bargain for the
amount of money budgeted.
Knutzen asked about staff salary and benefit changes. If there is a way to give his
travel budget to staff so they are better - compensated, he would be willing to do that.
Desler stated health insurance rates were less than budgeted, and the pension costs rates
were also reduced. The rates are less than what was budgeted in 2012. No one is being
paid less. Normal step increases are budgeted.
Brenner stated going to Washington D.C. is the biggest waste of time.
Kershner asked for a number in which they can adequately increase the travel
budget.
ADJOURN
The meeting adjourned at 3:07 p.m.
The Council approved these minutes on November 20, 2012.
ATTEST:
WHATCOM COUNTY COUNCIL
WHATCOM COUNTY, WASHINGTON
J
Please contact the Council Office to obtain an
official, signed copy:
360- 676 -6690 or council &o.w hatcom .wa.us
Special Committee of the Whole - Budget, 10/24/2012, Page 17