HomeMy WebLinkAboutFinance September 27 20111
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WHATCOM COUNTY COUNCIL
Finance and Administrative Services Committee
September 27, 2011
CALL TO ORDER
Committee Chair Ken Mann called the meeting to order at 9:59 a.m. in the Council
Chambers, 311 Grand Avenue, Bellingham, Washington.
ROLL CALL (9 :59 :48 AM)
Present: Kathy Kershner, Ken Mann and Tony Larson.
Absent: None.
Also Present: Barbara Brenner, Bill Knutzen, Carl Weimer and Sam Crawford.
COMMITTEE DISCUSSION AND RECOMMENDATION TO COUNCIL
1. ORDINANCE AMENDING THE 2011 WHATCOM COUNTY BUDGET, NINTH
REQUEST, IN THE AMOUNT OF $1,418,987 (AB2011 -297) (10 :00 :08 AM)
Kershner moved to recommend approval to the full Council.
Shirley Forslof, Auditor, gave a staff report regarding using document recording fees
from the general fund and historic preservation.
The following person spoke and answered questions:
• Dewey Desler, Deputy Administrator
Brenner asked and there was discussion of how the funds can legally be spent and
how County offices pay recording fees.
The motion carried by the following vote:
Ayes: Kershner, Mann and Larson (3)
Nays: None (0)
COUNCIL "CONSENT AGENDA" ITEMS
1. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO SUBMIT
APPLICATION AND TO ENTER INTO A CONTRACT BETWEEN WHATCOM
COUNTY AND WASHINGTON STATE DEPARTMENT OF COMMERCE FOR
CONSOLIDATED HOMELESS GRANT FUNDING, IN THE AMOUNT OF $626,716
(AB2011 -300) (10:07:05 AM)
Kershner moved to recommend approval to the full Council.
Gail de Hoog, Health Department, gave a staff report on the purpose and use of the
consolidated homeless grant.
Kershner asked and there was discussion of coordinating with the City's community
development block grant from the Department of Housing and Urban Development (HUD).
Finance and Administrative Services Committee, 9/27/2011, Page 1
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The motion carried by the following vote:
Ayes: Kershner, Mann and Larson (3)
Nays: None (0)
2. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO ENTER INTO A
CONTRACT BETWEEN WHATCOM COUNTY AND THE WASHINGTON STATE
MILITARY DEPARTMENT FOR THE DEPARTMENT OF HOMELAND SECURITY
EMERGENCY MANAGEMENT PERFORMANCE GRANT TO SUPPORT EMERGENCY
MANAGEMENT OPERATIONS, IN THE AMOUNT OF $56,816 (AB2011 -301)
(10:09:31 AM)
Kershner moved to recommend approval to the full Council.
The motion carried by the following vote:
Ayes: Kershner, Mann and Larson (3)
Nays: None (0)
3. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO ENTER INTO A GRANT
AND CONTRACT AGREEMENT BETWEEN WHATCOM COUNTY AND EDLAB
GROUP FOR THE ESTABLISHMENT OF PUBLIC COMPUTING CENTERS TO
ENHANCE PUBLIC ACCESS TO CIVIL LEGAL NEEDS, IN THE AMOUNT OF
$53,647 (AB2011 -311) (10 :10 :06 AM)
Kershner moved to recommend approval to the full Council.
The motion carried by the following vote:
Ayes: Kershner, Mann and Larson (3)
Nays: None (0)
4. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO ENTER INTO A
CONTRACT BETWEEN WHATCOM COUNTY AND MICHAEL BRODSKY TO
PROVIDE CONFLICT INDIGENT DEFENSE TO THOSE ACCUSED OF CLASS A
FELONY AND AGGRAVATED 1ST DEGREE MURDER, AT AN HOURLY RATE OF
$80.00 (AB2011 -312) (10 :10 :39 AM)
Kershner moved to recommend approval to the full Council.
The following person spoke:
Dave McEachran, Prosecutor
Knutzen asked and there was discussion of whether State funding cuts would affect
the budget for the Prosecutor and Public Defender.
The motion carried by the following vote:
Ayes: Kershner, Mann and Larson (3)
Nays: None (0)
5. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO ENTER INTO AN
INTERLOCAL LOAN AND GRANT AGREEMENT BETWEEN WHATCOM COUNTY
AND THE PORT OF BELLINGHAM, UTILIZING EDI PROGRAM FUNDING, FOR
USE IN THE PORT OF BELLINGHAM'S INDEX INDUSTRIES BUSINESS
EXPANSION PROJECT, IN THE AMOUNT OF $700,000 (AB2011 -302)
(10 :14 :54 AM)
Finance and Administrative Services Committee, 9/27/2011, Page 2
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Mann moved to recommend approval to the full Council.
The following person answered questions:
• Dewey Desler, Deputy Administrator
Brenner asked and there was discussion of where this business is coming from.
Kershner asked and there was discussion of whether the Council addressed this
funding at the last meeting.
The motion carried by the following vote:
Ayes: Kershner, Mann and Larson (3)
Nays: None (0)
6. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO ENTER INTO A LEASE
AND OPERATIONS AGREEMENT BETWEEN WHATCOM COUNTY AND THE
OPPORTUNITY COUNCIL FOR THE OPERATIONS AND MAINTENANCE OF THE
EAST WHATCOM REGIONAL RESOURCE CENTER FOR THE TERM OCTOBER 1,
2011 THROUGH SEPTEMBER 30, 2016, IN THE AMOUNT OF $123,375
(AB2011 -303) (10:16:30 AM)
Kershner moved to recommend approval to the full Council. She asked and there
was discussion of whether the money is allocated in the budget.
The following person answered questions:
• Dewey Desler, Deputy Administrator
The motion carried by the following vote:
Ayes: Kershner, Mann and Larson (3)
Nays: None (0)
7. REQUEST AUTHORIZATION FOR THE COUNTY EXECUTIVE TO APPROVE THE
PURCHASE OF THREE REPLACEMENT TRACTORS FOR PUBLIC WORKS
MAINTENANCE AND OPERATIONS USING THE WASHINGTON STATE
CONTRACT FOR VENDOR, WASHINGTON TRACTOR, IN THE AMOUNT OF
$226,041.56 (AB2011 -304) (10 :17 :18 AM)
Mann moved to recommend approval to the full Council.
The following people answered questions:
• Eric Schlehuber, Public Works Department
• Kelly Mankle, Public Works Department
• Joe Rutan, Public Works Department
Brenner asked and there was discussion of:
• Getting information on the equipment's condition and not purchasing
replacement equipment unless there are problems with the equipment.
• Whether County staff can fill in to cover the mowing services if necessary.
She asked for information on the sale price received last time this equipment was
sold and who purchased the equipment.
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Kershner asked and there was discussion of:
• Similar equipment in the County fleet and how they're used.
• Results of past contracting efforts.
Mann asked to get more information before the evening meeting, including the
current condition of the equipment, the sale price received last time this type of equipment
was sold, the original purchase price, alternatives to buying, owning, and maintaining new
equipment, what goes into the staff's decision - making process when they decide to buy and
own equipment, and whether there are options for leasing the equipment or contracting the
service. There was discussion about the advantages and disadvantages of contracting the
service versus employing mowing staff.
The motion carried by the following vote:
Ayes: Kershner, Mann and Larson (3)
Nays: None (0)
S. REQUEST AUTHORIZATION FOR THE COUNTY EXECUTIVE TO APPROVE THE
PURCHASE OF THREE REPLACEMENT MOWERS FOR PUBLIC WORKS
MAINTENANCE AND OPERATIONS USING THE OREGON STATE CONTRACT
FOR VENDOR, US MOWER, IN THE AMOUNT OF $188,644.612 (AB2011 -305)
(10:33: 47 AM)
Kershner moved to recommend approval to the full Council.
The following people answered questions:
• Kelly Mankle, Public Works Department
• Eric Schlehuber, Public Works Department
Brenner asked and there was discussion of whether mowers are used less than the
tractors.
Knutzen asked and there was discussion of:
• Whether these were not available from a
• The status of the units they're replacing
the new tractors.
The motion carried by the following vote:
Ayes: Kershner, Mann and Larson (3)
Nays: None (0)
local vendor.
and why they can't be installed on
9. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO AWARD BID #11 -05
AND ENTER INTO A CONTRACT WITH THE LOW BIDDER, SIERRA DETENTION
SYSTEMS, FOR UPGRADES TO THE JAIL AND JUVENILE DETENTION FIRE
ALARM AND SECURITY ELECTRONICS SYSTEMS, IN THE AMOUNT OF
$2,013,450.10 (AB2011 -306) (10:38:17 AM)
Kershner moved to recommend approval to the full Council. She asked and there
was discussion of:
• The contracting company qualifications.
• The price discrepancy of the bids.
• The work the County is doing at the juvenile detention center.
• How the County selected the bidder.
Finance and Administrative Services Committee, 9/27/2011, Page 4
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The following people answered questions:
• Dewey Desler, Deputy Administrator
• Mike Russell, Administrative Services Department
Mann asked and there was discussion of the reasons for the cost of this project.
Larson asked and there was discussion of:
• The percentage of the work going to the juvenile detention center.
• Whether this is related to the $3.1 million the Council approved in July.
• The life expectancy of a system like this, and whether it could be transferred
to a new facility.
Kershner asked for more information on each of the bids received.
Brenner asked and there was discussion of how soon a new jail may be built.
The motion carried by the following vote:
Ayes: Kershner, Mann and Larson (3)
Nays: None (0)
10. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO AWARD BID #11 -56
AND ENTER INTO A CONTRACT WITH LOW BIDDER, WESTWOOD PHARMACY,
FOR THE SUPPLY OF MEDICATIONS FOR JAIL INMATES, IN THE
APPROXIMATE AMOUNT OF $137,622.12 (AB2011 -307) (10:49:57 AM)
Kershner moved to recommend approval to the full Council. She asked and there
was discussion of why local bidders aren't winning County bids.
The following person answered questions:
• Wendy Jones, Chief of Corrections
Mann asked and there was discussion of whether this is the total amount the County
spends on medication.
The motion carried by the following vote:
Ayes: Kershner, Mann and Larson (3)
Nays: None (0)
11. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO AWARD BID #11 -78
AND ENTER INTO A CONTRACT WITH THE LOW BIDDER, REISNER
DISTRIBUTOR, INC., FOR THE ANNUAL SUPPLY OF DELIVERED FUEL TO THE
CENTRAL SHOP, THE LUMMI FERRY, AND SILVER LAKE PARK, IN THE
APPROXIMATE AMOUNT OF $941,337.75 (AB2011 -308) (10:53:11 AM)
Kershner moved to recommend approval of the substitute agenda bill item, with a
corrected amount of $959, 337.75, to the full Council.
The following person answered questions:
• Brad Bennett, Administrative Services Department
Mann asked and there was discussion of how the math error was caught.
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The motion carried by the following vote:
Ayes: Kershner, Mann and Larson (3)
Nays: None (0)
12. REQUEST AUTHORIZATION FOR THE COUNTY EXECUTIVE TO RENEW
INSURANCE FOR THE WHATCOM CHIEF FERRY FOR POLICY YEAR
09/30/2011 THROUGH 09/30/2012 IN THE AMOUNT OF $35,136 (AB2011-
292) (10 :55:41 AM)
Kershner moved to recommend approval to the full Council.
The following person answered questions:
• Dewey Desler, Deputy Administrator
Larson asked and there was discussion of whether there was a claim, and whether
the claim was dropped.
The motion carried by the following vote:
Ayes: Kershner, Mann and Larson (3)
Nays: None (0)
COMMITTEE DISCUSSION
1. DISCUSSION REGARDING SUPPLEMENTAL COMPENSATION AND OTHER
BUDGET - RELATED ISSUES (AB2011 -299) (10 :57 :07 AM)
The following people answered questions:
• Dewey Desler, Deputy Administrator
• Dave McEachran, Prosecutor
• Shirley Forslof, Auditor
Mann referenced an email from the administration received on September 23 (on
file) regarding the supplemental compensation program.
Crawford submitted and read from a handout (on file). There was discussion of:
• Restructuring the compensation package.
• What salaries other county executives in the Puget Sound earn.
• Why a salary commission is necessary.
• The timing of adjusting the compensation of the elected officials.
• The history of the Executive's salary.
Brenner stated and there was discussion of:
• Information she submitted to the Council during the last budget cycle
regarding premium pay.
• The formula for reimbursing expenses.
• Whether they can change the formula for reimbursable expenses for these
employees.
Larson asked and there was discussion of:
• The reason this issue has come up before the Council.
• The Public Official Supplemental Compensation Allowance Authorization form.
• Whether the formula anticipates overtime compensation to the elected
officials, who are salaried employees.
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• Itemizing reimbursable expenses, especially for elected officials.
• Whether language in Executive Order 2004 -03 allows the Executive to repeal
the Executive Order, despite State law.
• Previous statements regarding employment contract agreements and how the
language in the Executive Order affects such a contract.
• Whether the Council could adopt an ordinance to eliminate supplemental pay
from elected officials beginning the next term.
• Whether the County could eliminate the Executive Order and restructure
compensation.
Larson stated he prefers to eliminate overtime compensation for salaried employees,
and not eliminate the reimbursable expenses for the staff, but restructure the
reimbursement formula to eliminate County liability in employment contracts.
Brenner stated she wants to know how supplemental compensation can be
established by Executive Order. Change the reimbursement formula immediately, as long
as it doesn't diminish the existing formula.
Weimer asked and there was discussion of:
• When exactly they would have to approve a lower salary according to State
law, between terms of office.
• Which Executive compensation amounts have been used for calculating other
fees and salaries, such as filing fees and councilmember salaries.
Weimer stated he's willing to consider readjusting elected official salaries before
election time, particularly overtime compensation.
Knutzen referenced and there was discussion of how the Snohomish County's salary
commission for elected officials or the referendum process can increase or decrease salaries
of elected officials for the succeeding two years, given the State law.
OTHER BUSINESS
There was no other business.
ADJOURN
The meeting adjourned at 11:38 a.m.
ATTEST:
WHATCOM COUNTY COUNCIL
WHATCOM COUNTY, WASHINGTON
Please contact the Council Office to obtain an
official, signed copy:
360- 676 -6690 or council &o.whatcom.wa.us
Finance and Administrative Services Committee, 9/27/2011, Page 7