HomeMy WebLinkAboutFinance November 10 20091
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WHATCOM COUNTY COUNCIL
Finance and Administrative Services Committee
November 10, 2009
Committee Chair Sam Crawford called the meeting to order at 11:03 a.m. in the
Council Chambers, 311 Grand Avenue, Bellingham, Washington.
Present: Sam Crawford, L. Ward Nelson and Bob Kelly.
Absent: None.
Also Present: Seth Fleetwood, Barbara Brenner, Laurie Caskey- Schreiber and Carl
Weimer.
COMMITTEE DISCUSSION AND RECOMMENDATION TO COUNCIL
1. ORDINANCE AMENDING THE 2010 WHATCOM COUNTY BUDGET, SECOND
REQUEST, IN THE AMOUNT OF $3,440,693 (AB2009 -419)
Crawford stated this discussion would also include a discussion of 2010 Budget
issues and concerns - Superior Court and District Court Probation (AB2009 -366A)
as scheduled later in the meeting.
Dewey Desler, Deputy Administrator, gave a staff report.
The following people spoke:
• Brad Bennett, Administrative Services Department, answered questions.
• Chuck Snyder, Superior Court Judge, stated the judicial branch of government
is independent. He submitted a handout (on file). Functioning courts are a
budgetary necessity because they are mandated. They are not discretionary.
The original 2009 and 2010 budgets for the courts were insufficient. They
have made cutbacks to the extent the cutbacks are impacting the public's
ability to go to court. A few increases in revenue are helping a little bit, but
they don't know how long that revenue will be available. They don't know how
many court cases they'll have next year. Make sure now that the 2010
budget will be adequate, or they will have to lose four to six staff. They
already don't have enough staff to get things done timely.
• N.F. Jackson, Superior Court Clerk, answered questions.
• Dave Grant, District Court Judge, stated the District Court historically covers
90 percent of its costs from probation fees, but that amount is down to 75
percent given the economic downturn. He described District Court services
and how services would change if cuts are imposed.
• Bruce Van Glubt, District Court Probation, answered questions.
Discussion included Grant County's failure to provide adequate criminal defense; the
status of the guardian ad litem (GAL) service and volunteer Court Appointed Special
Advocates (CASA) program; the loss of the court calendar clerk; Superior Court's need for
$200,000 to cover the shortfall; the amount the court pays in the administrative services
fund; creating an option for paid settlement of cases instead of going to trial; whether the
administration has worked and can work collectively with the courts, Prosecutor, and jail to
find ways to reduce the budget impact by streamlining processes; constitutional constraints
of the courts to influence pre -trial cases; addressing a $1.6 million shortfall to protect the
reserves, and; whether attrition would include transferring and retraining people to other
departments to fill the highest priorities.
Finance and Administrative Services Committee, 11/10/2009, Page 1
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Crawford stated there is a $1.6 million budget gap. He described four budget
options presented to the Council two weeks ago. He polled the councilmembers to gage
their preference of the four options.
Fleetwood stated he is open to considering a transfer from the road fund to the
general fund. He would not support a tax levy adjustment or use of the conservation
futures levy. He would be open to a one- or two - percent tax increase of no more than
about $1 per month for the average taxpayer, to the general fund. He would be open to
corresponding cuts. The goal is to come up with $400,000 for the courts.
Brenner stated she doesn't approve of attrition without being able to transfer and
retrain people. The Council should decide its highest to lowest priorities overall. She would
support a transfer from the road fund to the general fund, but not a change in the levy.
She would not support a tax increase. She would support taking money out of the reserve
if necessary. With attrition and making the transfers, they will hit an equilibrium.
Nelson stated he is not in favor of a tax increase. His top priority is public health and
safety. Use conservation futures funds and the reserve to offset $1 million of debt. After
that, reduce the general fund reserves slightly or have departments make reductions, or do
some combination of both to make up the remaining gap, including the Superior Court gap.
Crawford stated use conservation futures fund to offset $1 million of gap. He is not
in favor of going under the ten percent reserve. Preserve bonding capacity and have money
available for an emergency. Make $600,000 or $700,000 in cuts. Triage for courts must
come from further cuts in other areas. Consider reductions in the Parks, Planning, and
Health Departments. The administration should make those cuts as painless as possible.
He's not convinced they need to provide more funding to courts, particularly with District
Court. They are going to fill the jail to capacity no matter what. Expanding or decreasing
probation capacity does not substantially defer jail costs. It just expands and contracts the
overall capacity of the justice system. They need to fulfill their constitutional requirements.
If they redirect money, it will be at the expense of other departments.
Kelly stated keep all options on the table. He is not keen on new taxes. He is
opposed to attacking the conservation futures fund. They need to supplement the courts.
He would be open to budget cuts. Look at what is happening in the administrative services
fund. The administration has to explain the administrative services budget.
Desler described the administrative services budget.
Kelly stated he would like a presentation on the effect of covering the $1.7 million
shortfall entirely from the administrative services budget.
Crawford asked the annual budget of the administrative services budget. Desler
stated it has three components, including the Finance Division, Human Resources Division,
and the Information Technology Division. A large part of the budget is spent on health
insurance and tort costs.
Weimer stated the courts need their gap filled. He is not interested in the tax shift
levy. He is not much interested in using conservation futures funds. Look at the budget
issues as a whole, not in pieces. Don't pass anything today until they look at the whole
budget. He is interested in the details of the administrative services fund and the
equipment rental and revolve (ER &R) fund. He wants more detail on the administrative cost
Finance and Administrative Services Committee, 11/10/2009, Page 2
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allocation and whether they can reduce it by about 20 percent. Also, he would consider a
one percent tax increase to close the gap for courts, if it's the only way to close that gap.
There was discussion on the implication to tonight's public hearings if they postpone
this discussion.
Caskey- Schreiber stated it's deceptive to switch the conservation futures fund, which
was a voter - approved levy. Don't do that. She is open to a partial transfer from the road
fund, but not a permanent switch. If they really need permanent revenues, have the guts
to do a tax increase. However she won't support a tax increase. Be respectful of the three
branches of government. Meet the needs of the judicial branch. Reach the shortfall by
going into the reserves a bit more and make cuts in the administrative services fund and
ER &R fund. Hold off on big equipment purchases until they get through the tough economic
times. The economy will recover. There are options other than those the administration
presented.
Brenner stated she would also like the Council or administration to combine certain
services under one department instead of several departments. She would like to know
what stimulus money they've applied for, even if they can't count on receiving it.
Crawford stated the tax increase was only favored by Councilmembers Fleetwood
and Weimer. Don't pursue it. Five councilmembers are in favor of court funding.
Therefore, the budget gap is now $1.9 million. The road fund one -time transfer may have
four supporters. Conservation futures use is off the table. At least four councilmembers are
in favor of reducing the reserves. Three councilmembers are in favor of looking at
administrative costs. The Council needs clarification on those items.
There was discussion on attrition and transferring employees to other departments
to meet high - priority needs.
Nelson moved to request answers from the administration to the questions of
defining the details of the ER &R fund and administrative services fund and to define the
impacts of reducing the those funds and the reserve to make up the deficit.
Weimer stated he has questions about reduced traffic fines and whether that is
caused by attrition. He may support reducing conservation futures funds to fund
acquisitions programs that would reduce costs in the general fund. They need to be more
specific.
Caskey- Schreiber stated they need to know how much they can transfer from the
road fund and how much they want to cut from the administrative services budget, the
ER &R fund, or the reserves as a one -time transfer. Get a presentation from the
administration.
The motion carried by the following vote:
Ayes: Crawford, Nelson and Kelly (3)
Nays: None (0)
Weimer stated that if they don't approve a tax increase, they can leave everything
else open. They won't have a deadline from the Assessor.
Desler stated any tax increases or levy shifts have to be done by the middle of
December. A transfer from the road fund to the general fund can be done any time. Adopt
Finance and Administrative Services Committee, 11/10/2009, Page 3
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the supplemental budgets expeditiously to reflect the actual revenue adjustments,
expenditures, and some new revenue to begin programs. There are other technical
amendments that will come forward. The administration is still calculating those
amendments, depending on unions and attrition impacts. The administration has all the
documentation about the ER &R fund, administrative services fund, and reserves. It will
provide that information this afternoon.
Crawford stated the Council will meet in two weeks as Committee of the Whole to
continue to discuss 2010 budget.
Weimer stated the six -year road improvement program included the road fund levy
shift. The one -year program also is based on that shift. It seems like there isn't much
interest in that levy shift now, and they may need to change it. Desler stated the program
would still go forward, but could be funded with real estate excise tax (REET) funds.
Crawford stated they will hold this item for two weeks.
2. RESOLUTION ADOPTING THE WHATCOM COUNTY 2010 ANNUAL
CONSTRUCTION PROGRAM (AB2009 -393)
Crawford moved to recommend approval to the full Council.
The motion carried by the following vote:
Ayes: Crawford, Nelson and Kelly (3)
Nays: None (0)
3. RESOLUTION AMENDING THE 2010 WHATCOM COUNTY FLOOD CONTROL
ZONE DISTRICT BUDGET, FIRST REQUEST, IN THE AMOUNT OF $59,140
(AB2009 -420)
Kelly moved to recommend approval to the Whatcom County Flood Control Zone
District Board of Supervisors.
The motion carried by the following vote:
Ayes: Crawford, Nelson and Kelly (3)
Nays: None (0)
(Clerk's Note: Discussion continued, below.)
4. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO ENTER INTO A 9/5
MAINTENANCE AND QUARTERLY PREVENTATIVE MAINTENANCE AGREEMENT
BETWEEN WHATCOM COUNTY AND IDENTIX BIOMETRIC SOLUTIONS FOR
THE ELECTRONIC FINGERPRINT MACHINES, IN THE AMOUNT OF $26,056.28
(AB2009 -422)
Nelson moved to recommend approval to the full Council.
The motion carried by the following vote:
Ayes: Crawford, Nelson and Kelly (3)
Nays: None (0)
S. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO ENTER INTO A
CONTRACT BETWEEN WHATCOM COUNTY AND BROWN AND CALDWELL
Finance and Administrative Services Committee, 11/10/2009, Page 4
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ENVIRONMENTAL ENGINEERING & CONSULTANTS FOR LAKE WHATCOM
TRIBUTARY MONITORING 2010 -2011, IN THE AMOUNT OF $349,514
(AB2009 -423)
Crawford moved to recommend approval to the full Council.
The following people answered questions:
• Chip Anderson, Public Works Department
• Jon Hutchings, Public Works Department
Discussion included funding from the Flood Control Zone District fund; whether this
is a Council action or a Board of Supervisors action, and; what the County will receive from
this contract.
The motion carried by the following vote:
Ayes: Crawford, Nelson and Kelly (3)
Nays: None (0)
3. RESOLUTION AMENDING THE 2010 WHATCOM COUNTY FLOOD CONTROL
ZONE DISTRICT BUDGET, FIRST REQUEST, IN THE AMOUNT OF $59,140
(AB2009 -420)
(Clerk's Note: Discussion continued from above.)
Brenner stated they haven't had public success with the Conservation Program on
Agricultural Lands (CPAL) program.
The following person answered questions:
• Jon Hutchings, Public Works Department
6. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO ENTER INTO A
SPONSOR CONTRACT BETWEEN WHATCOM COUNTY AND WASHINGTON
STATE DEPARTMENT OF ECOLOGY FOR A WASHINGTON CONSERVATION
CORPS CREW IN PARTNERSHIP WITH NSEA FOR HABITAT RESTORATION
AND PUBLIC EDUCATION PROJECTS FOR SALMON RECOVERY, WATER
QUALITY, SHELLFISH PROTECTION AND STORMWATER PRIORITIES, IN THE
AMOUNT OF $61,500 (AB2009 -424)
Kelly moved to recommend approval to the full Council.
The motion carried by the following vote:
Ayes: Crawford and Kelly (2)
Nays: None (0)
Absent: Nelson (1) (out of the room)
7. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO ENTER INTO AN
INTERAGENCY AGREEMENT WITH THE WASHINGTON STATE DEPARTMENT
OF NATURAL RESOURCES FOR SERVICES RELATED TO PREPARING A
RECONVEYANCE TO THE COUNTY OF CERTAIN STATE FOREST LANDS
WITHIN THE LAKE WHATCOM WATERSHED FOR PARK PURPOSES, IN AN
AMOUNT NOT TO EXCEED $291,000 (AB2009 -437)
Kelly moved to recommend approval to the full Council.
Finance and Administrative Services Committee, 11/10/2009, Page 5
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There was discussion about ongoing expenses, the landscape protection plan,
bringing more people into the watershed as a public park; unstable slopes; concerns about
development or forestry practices; not creating a park as a means of conservation; the
fiduciary responsibility of the County; assuming liability, and; motorcycle and all- terrain
vehicle (ATV) use harming conservation areas.
The motion failed by the following vote:
Ayes: Kelly (1)
Nays: Crawford and Nelson (2)
COUNCIL "CONSENT AGENDA" ITEMS
1. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO ENTER INTO A
CONTRACT BETWEEN WHATCOM COUNTY AND ACS - ENTERPRISE SOLUTIONS
FOR THE PURPOSE OF UPGRADING THE COUNTY AUDITOR RECORDING
SYSTEM SCANNING ABILITY, IN THE AMOUNT OF $24,000 (AB2009 -425)
Nelson moved to recommend approval to the full Council.
The motion carried by the following vote:
Ayes: Crawford, Nelson and Kelly (3)
Nays: None (0)
(Clerk's Note: Discussion continued below.)
2. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO AWARD BID #09 -61
TO LOW BIDDER AURORA TACTICAL, LLC FOR THE PURCHASE OF TWENTY
MONOCULAR NIGHT VISION DEVICES, IN THE AMOUNT OF $66,076.50
(AB2009 -426)
Crawford moved to recommend approval to the full Council.
(Clerk's Note: Discussion continued below.)
1. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO ENTER INTO A
CONTRACT BETWEEN WHATCOM COUNTY AND ACS - ENTERPRISE SOLUTIONS
FOR THE PURPOSE OF UPGRADING THE COUNTY AUDITOR RECORDING
SYSTEM SCANNING ABILITY, IN THE AMOUNT OF $24,000 (AB2009 -425)
(Clerk's Note: Discussion continued from above.)
Shirley Forslof, Auditor, stated this is to put maps on the internet. It's not to
upgrade the scanning system. It comes from the Auditor's operation and maintenance
(O &M) fund.
2. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO AWARD BID #09 -61
TO LOW BIDDER AURORA TACTICAL, LLC FOR THE PURCHASE OF TWENTY
MONOCULAR NIGHT VISION DEVICES, IN THE AMOUNT OF $66,076.50
(AB2009 -426)
(Clerk's Note: Discussion continued from above.)
Finance and Administrative Services Committee, 11/10/2009, Page 6
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Scott Rossmiller, Sheriff's Office Lieutenant, stated this is not stone garden. It is for
a federal buffer zone protection grant. They have gone through the approval process to
purchase the devices. This item is to award the bid. The cost includes training.
The motion carried by the following vote:
Ayes: Crawford, Nelson and Kelly (3)
Nays: None (0)
3. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO AWARD BID #09 -72
AND ENTER INTO A CONTRACT WITH LOW BIDDER VERTICAL, INC. FOR
ALTERATIONS TO THE CIVIC CENTER BUILDING, IN THE AMOUNT OF
$885,034.50 (AB2009 -427)
Crawford moved to recommend approval to the full Council.
Dewey Desler, Deputy Administrator, gave a staff report.
The motion carried by the following vote:
Ayes: Crawford, Nelson and Kelly (3)
Nays: None (0)
4. REQUEST APPROVAL FOR THE SHERIFF'S OFFICE TO PURCHASE A WIRELESS
REMOTE FOR THE BOMB ROBOT FROM SOLE VENDOR REMOTEC, INC., IN THE
AMOUNT OF $61,373.03 (AB2009 -428)
Kelly moved to recommend approval to the full Council.
The motion carried by the following vote:
Ayes: Crawford, Nelson and Kelly (3)
Nays: None (0)
S. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO ENTER INTO AN
AMENDMENT TO THE INTERLOCAL AGREEMENT WITH WHATCOM
CONSERVATION DISTRICT REGARDING THE CPAL PROGRAM TO IMPLEMENT
A COST -SHARE PROGRAM TO PROVIDE FINANCIAL ASSISTANCE TO
LANDOWNERS IN IMPLEMENTATION OF FARM PLANS, IN THE AMENDED
AMOUNT OF $25,000 (AB2009 -213A)
Crawford moved to recommend approval to the full Council.
Discussion included citizen complaints about the program; getting information on
who is helping with the farm plans; whether the County Planning Department is making
changes to farm plan requirements, and; reviewing the process of requiring farm plans.
The motion carried by the following vote:
Ayes: Crawford and Nelson (2)
Nays: None (0)
Absent: Kelly (1) (out of the room)
6. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO ENTER INTO A
CONTRACT BETWEEN WHATCOM COUNTY AND VANDERVEEN FAMILY
Finance and Administrative Services Committee, 11/10/2009, Page 7
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Ili
TRANSPORT, INC. FOR CEDARVILLE LANDFILL LEACHATE HAULING, IN THE
AMOUNT OF $30,000 (AB2009 -429)
Nelson moved to recommend approval to the full Council.
The motion carried by the following vote:
Ayes: Crawford and Nelson (2)
Nays: None (0)
Absent: Kelly (1)
COMMITTEE DISCUSSION
1. DISCUSSION OF 2010 BUDGET ISSUES AND CONCERNS - SUPERIOR COURT
AND DISTRICT COURT PROBATION (AB2009 -366A)
See the Committee Discussion and Recommendation to Council item one, above.
OTHER BUSINESS
There was no other business.
ADJOURN
The meeting adjourned at 1:30 p.m.
Please contact the Council Office to obtain an
official, signed copy:
360- 676 -6690 or council4o.w hatcom .wa.us
39
40 Dana Brown- Davis, Council Clerk
Sam Crawford, Committee Chair
Finance and Administrative Services Committee, 11/10/2009, Page 8