Loading...
HomeMy WebLinkAboutFinance August 5 2008WHATCOM COUNTY COUNCIL Finance and Administrative Services Committee August 5, 2008 Committee Chair L. Ward Nelson called the meeting to order at 11:05 a.m. in the Council Chambers, 311 Grand Avenue, Bellingham, Washington. Present: Sam Crawford Bob Kelly Also Present: Seth Fleetwood Barbara Brenner Carl Weimer SPECIAL PRESENTATION 1. WHATCOM COUNTY RICHARD MANEVAL, (AB2008 -290) Absent: None LAW AND JUSTICE PLAN UPDATE PRESENTED BY WHATCOM COUNTY LAW AND JUSTICE COUNCIL Richard Maneval, Law and Justice Council Chair, submitted a handout and 2008 Plan Update (on file). The plan was updated at a cost of $18,000. He thanked Nat Dickinson for updating the plan, the Northwest Regional Council, the Executive's Office and the Law and Justice Council members. The County Council should use this update as additional information as it goes through the budget process. Collaboration in the county is very good. Pages six and seven of the update include information about increases in costs and bookings. The high priorities are on page eight. They will cost millions of dollars. Much of the work identified in the original 2000 plan is being done. Nelson asked how they defined a priority as high, medium, or low. Maneval stated they asked staff what needs to be done first. The priority level also depended on available opportunities, such as funding. The jail was prioritized highly because it will take a long time to build, and it's needed right now. Nelson asked if the committee considered using criteria, such as fiscal impacts and community needs, as a basis to establish priorities. Maneval stated they looked at the most cost - effective way of dealing with every issue. They asked staff for information on what is working and reasons for spending the money. They questioned items that seemed to cost too much and found alternatives where they could. Fleetwood asked if the committee made a recommendation on what to do if the new tax measure fails. Maneval stated they discussed it informally, but not formally. They are still deciding on the best way to go forward. Fleetwood asked if a new jail is dead if they don't pass a new tax measure. Maneval stated they can't build the jail they need with the present funding. He personally believes they will have to ask for more money from the voters. He can take that question back to the Law and Justice Council. Finance and Administrative Services Committee, 8/8/2008, Page 1 He submitted a letter (on file) requesting that the Council consider this plan during the budget process, and eventually adopt the update. The update will be posted onto the County website. Nelson asked if the administration looked at this update within the context of the budget. Dewey Desler, Deputy Administrator, stated it has not yet. They are just now asking all the departments for their feedback on the budget. This plan and its priorities will be considered. Nelson stated this update has a tremendous fiscal impact on the budget. There are elements the committee must review and consider. He's concerned about financing and timelines. Refine the methodology used to create the priorities. COUNCIL "CONSENT AGENDA" ITEM 1. REQUEST APPROVAL FOR THE EXECUTIVE TO AWARD THE BID AND ENTER INTO A CONTRACT BETWEEN WHATCOM COUNTY AND SOLE BIDDER, PUGLIA ENGINEERING FOR ANNUAL DRYDOCK REPAIRS AND MAINTENANCE FOR THE WHATCOM CHIEF FERRY IN THE AMOUNT OF $371,664 (AB2008- 291) Nelson asked the dry dock timeframe. Crawford moved to recommend approval to the full Council. Frank Abart, Public Works Department Director, stated dry dock is scheduled the entire month of September, after the holiday. Weimer asked why the cost is higher than in past years. He asked why they are going local. Abart stated there were three bidders. All three bidders indicated that the work would take longer. They hired a firm to do an ultrasonic hull evaluation and found areas that needed to be replaced. There was more than 25 percent loss in steel. There was no straight current issue at all. Eric Schlehuber, Public Works Department, stated the steel replacements are about $105,000 of the total, which is why the cost is higher than in the past. The Coast Guard requires the County to replace those worn spots. Rather than going into the dry dock not knowing, they tried to identify and limit the scope so the shipyards could bid appropriately. Brenner asked why the County is doing this work so late in the season. Schlehuber stated the bid originally went out in May, but they didn't have the ultrasonic hull reading. Next year, they will have the bid out during the early part of the quarter 2009. Crawford stated he thought they already did hull replacement in the past. Schlehuber stated they did the hull in the past. This year, they are doing the car deck. Crawford stated they were supposed to see an extended life expectancy for this boat once the electrical thing was fixed. He asked if that was fixed. Schlehuber stated there was no straight current issue. Finance and Administrative Services Committee, 8/5/2008, Page 2 Current asked if there is another external cause for the deterioration rate. Schlehuber stated they have exhausted all appropriate avenues that would explain hull deterioration, other than the fact that the boat is 45 years old. This year, as they do every three years, they will update the condition and evaluation survey of the boat. Kelly asked if they are sure that the.Coast Guard's 25 percent standard applies to the car deck. He believes that standard applies only to the hull, not the car deck. Schlehuber stated the deck and steel girders attached to the hull are integral to the hull. These are the recommendations from International Inspections, based on what the Coast Guard would require the County to do. The grand total of the steel replacement isn't as much as was done last year. The last number of years, they've had to replace sections of steel that have wasted beyond 25 percent. He will get an answer on the standard for the deck. Kelly asked why it now takes three weeks for dry dock. Abart stated it takes more to keep the ferry running because it is aging. The Coast Guard requires extensive replacements and repairs. It can no longer be done in two weeks. Brenner asked if they specifically said that the deck is wasted beyond 25 percent at this point. Schlehuber stated International Inspections identified areas of the duck that have wasted more than 25 percent. The Coast Guard has required them in the past to replace all sections, not just the hull. The Coast Guard has not said specifically that the car deck steel replacements must be replaced, because the Coast Guard has not performed its boat inspection, which it will do during dry dock. Motion carried unanimously. 2. REQUEST APPROVAL FOR THE EXECUTIVE TO ENTER INTO A CONTRACT BETWEEN WHATCOM COUNTY AND THE NORTHWEST RESOURCE ASSOCIATES FOR A PROGRAM EVALUATION OF THE WHATCOM HOMELESS SERVICE CENTER IN THE AMOUNT OF $22,300 (AB2008 -292) Crawford moved to recommend approval to the full Council. Motion carried unanimously. 3. REQUEST APPROVAL FOR THE EXECUTIVE TO ENTER INTO A WASHINGTON STATE CONTRACT WITH DELL FOR THE PURCHASE OF COMPUTER EQUIPMENT IN THE AMOUNT OF $44,413.75 (AB2008 -293) Nelson moved to recommend approval to the full Council. Motion carried unanimously. IVelson asked if the County is using any funding mechanism for computer upgrades. Brad Bennett, Administrative Services Department, stated there is a mechanism in general. In this instance, the Public Works Department had exhausted that source, but wanted to comprehensively replace their computers. They are doing a supplemental to pay for it on their own. Finance and Administrative Services Committee, 8/5/2008, Page 3 4. REQUEST APPROVAL FOR THE EXECUTIVE TO ENTER INTO A CONTRACT BETWEEN WHATCOM COUNTY AND JONES & STOKES ASSOCIATES, INC. FOR CONSULTING SERVICES RELATED TO UPDATING THE WHATCOM COUNTY COMPREHENSIVE PLAN IN THE AMOUNT OF $150,000 (AB2008 -294) Crawford moved to recommend approval to the full Council. Nelson asked if all the economic impacts and population projections can be compiled in the five -month timeframe. David Stalheim, Planning and Development Services Department Director, stated the scope defines the information they will collect. The public process at the beginning of the process is big - picture visioning. The public process held later is outside this scope. Nelson asked if they are going to look at three alternatives, and how that was decided. Stalheim stated that during any environmental review process, they typically look at three alternatives. Nelson asked about consulting with other agencies and jurisdictions to coordinate planning. He asked if the economic projections is an element they will look at with the Northwest Regional Council. Stalheim stated the consultants submitted a list of things they knew about. They welcome additional information. Nelson asked if the Partnership for a Sustainable Economy includes agriculture, forestry, and fisheries. He referenced page 145, or 14 of the scope of work, item 4.4. Stalheim stated he's not sure what that is. He will find out that information. Nelson stated the community's economic base includes fishery and forestry. He asked how that is included in the projections. Stalheim stated all information will be included. They will consult with those industries during the visioning process. The economic projection isn't about developing an economic development strategy. It's about sizing the urban growth areas. They are looking at the employment projections for the area. Nelson asked if the Council can see the progress reports. Stalheim stated two members of the County Council are assigned to the regional coordinating council, which will meet on a monthly basis, and those members will report to the Council. Brenner stated some of the work in the proposal is duplicative of work already done. There are already committees and staff to do some of these long -range processes. They can do this work in -house with existing committees. Money has already been spent on the visioning process. They have to do the work, but not necessarily this way. Nelson asked if the current staff are not able to take on this scope in- house. Stalheim stated the funding for this work comes from the department and staffing levels that are not filled. He doesn't have the staff at this time to do this. Also, the department staff is to get the urban growth area task done by June 2009. It will consume a considerable amount of effort and all the long -range planning staff. Brenner stated the County is already paying for the visioning process. Stalheim stated this process is more about population employment projections and methodology. The legacy project visioning process is on hold right now. The contactor may Finance and Administrative Services Committee, 8/5/2008, Page 4 not execute the contract, or ask that it be transferred to the Council of Governments. At this time, there is no additional visioning process going on. Crawford stated the Partnership for Sustainable Economy is the Port of Bellingham. In 2002, the Port set up a fund for $100,000 per year to help small cities with projects. He is not sure if the Partnership still exists. Crawford stated he supports this item. Mr. Stalheim has done a good job of looking ahead and making sure the 2011 Comprehensive Plan update is on everyone's front burner. He is doing this methodically and carefully with an appropriate process. Brenner stated this is not about the Planning Director. This is about their need to work within the budget. They do have these things almost done. It won't take $150,000 to pull the work together. Nelson asked if the administration supports this item. Dewey Desler, Deputy Administrator, stated it does. It is important to get this done. They are not happy about spending this kind of money, but it's the most effective way, given the timeframe. Brenner stated that if the County makes a good faith effort to get it done, but doesn't, the State will be aware of that effort. Motion carried unanimously. S. REQUEST APPROVAL FOR THE EXECUTIVE TO ENTER INTO A CONTRACT BETWEEN WHATCOM COUNTY AND MAKERS ARCHITECTURE AND URBAN DESIGN FOR CONSULTING SERVICES RELATED TO ENSURING THAT ADEQUATE PUBLIC PARTICIPATION AND ANALYSIS IS PROVIDED TO ADDRESS THE REQUIRED COMPREHENSIVE PLAN AND DEVELOPMENT REGULATIONS TO MEET THE REQUIREMENTS OF THE GROWTH MANAGEMENT ACT IN THE AMOUNT OF $50,000 (AB2008 -295) Nelson moved to recommend approval to the full Council. He asked the history of the firm. David Stalheim, Planning and Development Services Department Director, stated he has worked with this firm in the past. One of their specialties is public involvement and urban visualization. As they start working on some of the limited areas of more intense rural development (LAMIRD) and commercial developments, they will do a good job with the public element. Staff is working on the technical aspects. The contractor will be the County's public face for this process. Brenner stated the County has done public outreach before. They need to get back to more direct discussions with the public, rather than going through consultants. The Council should do the public outreach and meet at the small cities. Nelson stated they have gotten behind in many of the long -range planning efforts. They need to evaluate this from the perspective of those who are able to do that. He likes to have professionals provide ideas that can help stimulate discussions. (Clerk's Note: End of tape one, side A.) Finance and Administrative Services Committee, 8/5/2008, Page 5 1 2 Motion carried unanimously. 3 4 6. REQUEST APPROVAL FOR THE EXECUTIVE TO ENTER INTO A CONTRACT 5 BETWEEN WHATCOM COUNTY AND ACCENT BUSINESS SERVICES, INC. FOR 6 CONSULTING SERVICES FOR THE DEVELOPMENT OF THE PROJECT 7 STATEMENT OF WORK FOR REPLACEMENT OF THE ASSESSOR /TREASURER 8 PROPERTY TAX SYSTEM AND SOFTWARE VENDOR CONTRACT 9 NEGOTIATIONS IN THE AMOUNT OF $ 24,394 (AB2008 -296) 10 11 Nelson moved to recommend approval to the full Council. 12 13 Motion carried unanimously. 14 15 7. REQUEST APPROVAL FOR THE EXECUTIVE TO ENTER INTO A CONTRACT 16 WITH THE WASHINGTON STATE MILITARY DEPARTMENT TO SUPPLEMENT 17 THE WCSO- DIVISION OF EMERGENCY MANAGEMENT'S OPERATING BUDGET 18 IN THE AMOUNT OF $51,286 (AB2008 -297) 19 20 Crawford moved to recommend approval to the full Council. 21 22 Motion carried unanimously. 23 24 S. REQUEST APPROVAL FOR THE EXECUTIVE TO ENTER INTO A CONTRACT 25 AMENDMENT BETWEEN WHATCOM COUNTY AND SNOHOMISH COUNTY FOR 26 THE FFY2006 STATE HOMELAND SECURITY GRANT PROGRAM IN THE 27 AMOUNT OF $18,437.00 FOR A TOTAL AMENDED AMOUNT OF $193,045 28 (AB2008 -298) 29 30 Crawford moved to recommend approval to the full Council. 31 32 Motion carried unanimously. 33 34 35 OTHER BUSINESS 36 37 There was no other business. 38 39 40 ADJOURN 41 42 The meeting adjourned at 11:52 a.m. 43 44 45 JillI�Ix� �• rli��C �cf+yption 47 48 A *0 COUNTY � � � : WHATCOM COUNTY COUNCIL 49 WHATCOM COUNTY, WASHINGTON 50 �?'� • 51 52 - -.. 53 Dar , Br is, Co 'r R -Clerk L. War6 Nelso , CoYnmittee Chair Finance and Administrative Services Committee, 8/5/2008, Page 6