HomeMy WebLinkAboutFinance July 8 20081 WHATCOM COUNTY COUNCIL
2 Finance and Administrative Services Committee
3
4 July 8, 2008
5
6 Committee Chair L. Ward Nelson called the meeting to order at 11:10 a.m. in the
7 Council Chambers, 311 Grand Avenue, Bellingham, Washington.
8
9 Present: Absent:
10 Sam Crawford None
11 Bob Kelly
12
13 Also Present:
14 Barbara Brenner
15 Laurie Caskey- Schreiber
16 Carl Weimer
17 Seth Fleetwood
18
19
20 SPECIAL PRESENTATION
21
22 1. ANNUAL REPORT FROM THE COMMISSION AGAINST DOMESTIC VIOLENCE
23 (AB2008 -246)
24
25 Andrea Carrie Grant, Commission Against Domestic Violence Director, submitted a
26 member roster (on file). She read from Council packet page 83 regarding 2007
27 accomplishments.
28
29 Brenner stated she likes the idea of streamlining services. Many of these issues fall
30 under the issue of mental health. There is no way people have domestic violence issues
31 without some sort of mental health problem. She is frustrated when they have an
32 administration for every one of these issues. It takes up a lot of resources. She hopes that
33 streamlining the process will mean that they will streamline the administrations also. Grant
34 stated that is their goal.
35
36
37 COMMITTEE DISCUSSION AND RECOMMENDATION TO COUNCIL
38
39 1. ORDINANCE ESTABLISHING - AN EAST WHATCOM REGIONAL RESOURCE
40 CENTER CONSTRUCTION FUND (AB2008 -239)
41
42 Crawford moved to recommend approval to the full Council.
43
44 Caskey- Schreiber asked if they anticipate any infrastructure work to start by the Fall.
45
46 Mike Russell, Administrative Services Department, stated the work right now will
47 identify the water and sewer lines and roadway access for the infrastructure. As soon as
48 this is done, the next step is going out for bid for an architect to do the actual design, in
49 about 90 days.
50
51 Caskey- Schreiber stated the legislature wants to see the County start investing in a
52 capital project and spending the funds they have, as a sign of commitment. Russell stated
53 this work meets the grant requirements.
54
Finance and Administrative Services Committee, 7/8/2008, Page 1
1 Motion carried unanimously.
2
3 2. ORDINANCE ESTABLISHING PROJECT BUDGET AMENDMENT NO. 2 OF THE
4 2008 BUDGET FOR THE EAST WHATCOM REGIONAL RESOURCE CENTER
5 CONSTRUCTION FUND (AB2008 -240)
6
7 Crawford asked the role of the Economic Development Investment (EDI) fund.
8
9 Dewey Desler, Deputy Administrator, stated the EDI Board recommended this about
10 18 months ago.
11
12 Nelson moved to recommend approval to the full Council.
13
14 Motion carried unanimously.
15
16 3. ORDINANCE ADOPTING A BIENNIAL BUDGET PROCESS FOR WHATCOM
17 COUNTY (AB2008 -244)
18
19 Nelson moved to recommend approval of this item.
20
21 Motion carried unanimously.
22
23 4. ORDINANCE ADOPTING A BIENNIAL BUDGET PROCESS FOR WHATCOM
24 COUNTY (WITH EXHIBIT A) (AB2008 -244A)
25
26 Dewey Desler, Deputy Administrator, stated this item has a more detailed
27 description of the process for the mid - biennium review.
28
29 Crawford asked if the Executive has a preference between the two ordinances.
30 Desler stated the administration recommends the ordinance it submitted, but doesn't
31 oppose this ordinance. It's important to have a biennium budget. The administration is not
32 opposed to the Weimer proposal. It's more formal.
33
34 Crawford asked what has not happened in the past that this ordinance will cause to
35 happen.
36
37 Weimer stated there were councilmember concerns about not having an opportunity
38 to review the budget mid - cycle. There is no opportunity for the Council to rearrange
39 priorities or add budget items for the second year.
40
41 Crawford asked for examples of when the Council felt it didn't properly prioritize a
42 particular item that the administration was not willing to change.
43
44 Caskey- Schreiber stated examples include the Code scrub, an enforcement position,
45 and strengthening the purchase of development rights (PDR) program. Those things didn't
46 happen. The money wasn't spent and was put back into the general fund. She would like
47 to be kept informed of things that aren't going to happen, even though the Council added
48 them to the budget. She would like to reallocate the money during the second year or work
49 with the administration on why Council priorities aren't fulfilled.
50
51 Crawford stated a lot of work has been done on the code scrub.
52
53 Caskey- Schreiber stated enhanced communication is a good thing. If money isn't
54 spent how the Council envisioned, they should discuss that.
Finance and Administrative Services Committee, 7/8/2008, Page 2
Brenner asked if the Weimer version is an annual budget without the presentations
during the off -year. Desler stated the administration would prepare a budget in 2009 and
2010. In October 2009, the administration will put forward its recommendations for
adjustments and enhancements that will go through a formal budget review process before
the County Council in November.
Brenner stated Councilmember Weimer provides the same level of scrutiny and
ability to make changes and modifications as with an annual budget. The difference is that
the Council wouldn't require formal presentations from administrative staff. She asked if
that is correct.
Weimer stated that was his intent. His language, "council committees may consider
such proposed modifications and any other budget modifications they deem necessary"
opens the door to whatever the Council wants to do.
Brenner stated change "modifications" to 'changes." It is a stronger word that would
allow the Council to make bigger changes.
Weimer stated the words mean the same thing.
Nelson stated he is concerned that Exhibit A is too much like going back to an annual
budget process. That isn't productive or advantageous to running the County business. He
asked if the intent is that the Finance Committee would consider recommendations and
decide or not to recommend approval to the full Council. He asked what happens if they are
recommended for approval.
Weimer stated any councilmember can bring forward modifications.
Nelson stated there are no checks and balances other than it being a whole new
budget process each year.
Crawford stated it doesn't change the Charter, which is clear.
Nelson stated they will have a budget process each year with Exhibit A.
Weimer stated it may be a mini - process rather than a full budget process. They
would just consider whether or not they would change priorities.
Nelson stated the language specifies that any modifications can be made. A
department that didn't like the budget the first year can come back the second year.
Weimer stated that's correct. There was a lot of concern that the Council gave up its
Charter right to review the budget every year.
Nelson asked if the Charter prevents councilmembers from bringing forward a budget
amendment during the second year. Desler stated (inaudible). The Charter indicates that
the Executive has the responsibility to bring forward supplemental budget requests and
emergency appropriations during the budget period. That responsibility is not left with the
County Council in the Charter.
The administration's objective is to retain a two -year budget process. It strengthens
the organization. It allows the administration to plan for the longer term. It takes less staff
Finance and Administrative Services Committee, 7/8/2008, Page 3
1 time. Communication is key to the success of a two -year budget. If the government is to
2 work properly, the Executive and Council must work together.
3
4 Nelson stated that instead, include simple language to schedule a strategic review
5 period mid -cycle with the Council and administration. As written, the ordinance doesn't
6 address issues that come up during the year.
7
8 Brenner stated she always understood that a Council could add or subtract anything
9 to a supplemental budget request from the Executive, but she was told they couldn't do
10 that. Now, the Prosecutor's Office says the Council can do that, with limitations. However,
11 they've only tweaked a supplemental, at most. They've never brought forward a new
12 budget modification.
13
14 Nelson stated the Council has always been allowed to request a budget modification
15 through the Executive.
16
17 Brenner stated the Executive didn't have to grant the request.
18
19 Crawford asked if the Council has the authority to add to the budget at budget time.
20
21 Brenner stated it does.
22
23 Kelly stated the County is now in an annual budget process, and will remain so until
24 it changes the process. He supported the Weimer proposal because it was a compromise.
25 However, the opportunity for councilmembers to add budget amendments annually should
26 be preserved. If it is not clear that the opportunity exists, he won't support it. He's been
27 on the Council six months, and there are many different opinions about what can and can't
28 be done.
29
30 Nelson asked for a definition of an emergency appropriation and contingency.
31
32 Rebecca Craven, Council Policy Analyst, stated the definition is in the Whatcom
33 County Charter, Section 6.72. She submitted the information from Prosecuting Attorney
34 Karen Frakes (on file).
35
36 Nelson asked if it would be inappropriate for the Council to appropriate money
37 outside of the budget, given current funding. Craven stated the answer depends on
38 whether it's done during the course of the year or during a mid - biennium review, under the
39 terms of a biennial budget ordinance adopted by the Council. Councilmember Weimer's
40 language was to define exactly what that mid - biennium review and modification process
41 would be. The Charter allows a biennial budget ordinance.
42
43 Brenner stated the Council has adopted emergency ordinances that haven't come
44 through the Executive. The Council is supposed to have that authority.
45
46 Nelson stated that if there are additional monies, the Council has the authority to
47 approve it.
48
49 Brenner stated some of the things proposed in the past didn't require additional
50 money. They required the County to do things differently. There are other things the
51 Council can do.
52
53 Weimer stated there are two different issues. His proposal addresses just a mid -
54 cycle review.
Finance and Administrative Services Committee, 7/812008, Page 4
Caskey- Schreiber stated she supports Councilmember Weimer's proposal. It reduces
the workload of many departments. Those staff should be working with the public instead.
In the past, she's felt some consternation with a series of large amendments from the
Executive. The Council isn't able to look at the, big picture. With this new process, the
Council will be able to do that. The process opens a channel of communication.
Nelson moved to recommend approval to the full Council. He will support moving it
forward at this time. There may be language changes.
Motion carried 2 -1 with Crawford opposed.
COUNCIL "CONSENT AGENDA" ITEM
1. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A TWO -
YEAR CONTRACT BETWEEN WHATCOM COUNTY AND EDUCATIONAL SERVICE
DISTRICT 105 (HIDTA GRANT FISCAL AGENT) TO PROVIDE PARTIAL
FUNDING OF A DRUG COURT CASE MANAGER IN THE ANNUAL AMOUNT OF
$30,000 (AB2008 -248)
Crawford moved to recommend approval to the full Council.
Nelson asked if Congressional funding has come through.
Dewey Desler, Deputy Administrator, stated they don't know yet.
Nelson stated the Council is approving this funding, but may not actually get it.
(Clerk's Note; End of tape one, side A.)
Caskey- Schreiber stated that if the County fails to get this funding, the position could
be funded by a potential mental health sales tax.
Motion carried unanimously.
2. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A GRANT
APPLICATION PROCESS FOR 2008 APPLICATION FOR THE JUSTICE
ASSISTANCE GRANT FROM THE DEPARTMENT OF JUSTICE FOR THE ADULT
DRUG COURT (AB2008 -249)
Kelly moved to recommend approval to the full Council.
Motion carried unanimously.
3. REQUEST AUTHORIZATION FOR THE PUBLIC WORKS DEPARTMENT TO USE
THE WASHINGTON STATE CONTRACT TO PURCHASE TRAFFIC SIGNALS,
LIGHT STANDARDS AND RELATED MATERIALS FOR THE HANNEGAN ROAD,
SR 544 SIGNALIZATION PROJECT FROM VENDOR VALMONT INDUSTRIES IN
THE AMOUNT OF $53,338.93 (AB2008 -250)
Nelson asked if they are sure this will fit into the design, since it takes so long to
receive the product.
Finance and Administrative Services Committee, 7/8/2008, Page 5
Jim Karcher, Public Works Department, stated it will fit. Drawings will be generated
and sent to the vendor.
Caskey- Schreiber asked the status of the Hannegan Road and Pole Road project.
Karcher stated Puget Sound Energy is relocating the lines on the roads right now. When
done, the other utilities will follow. They hope to be done by late August. When they have
an end -date for Verizon, who is the last to move, they will advertise the project for bid.
There will be a three -week bid advertisement in September. Construction will start this
year, after the bid is awarded and executed.
Crawford moved to recommend approval to the full Council.
Motion carried unanimously.
4. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A GRANT
AGREEMENT BETWEEN WHATCOM COUNTY AND THE NORTHWEST CLEAN
AIR AGENCY FOR REIMBURSEMENT OF COSTS RELATED TO
INFRASTRUCTURE SUPPORTING BIODIESEL IN THE AMOUNT OF $75,000
(AB2008 -251)
Crawford moved to recommend approval to the full Council.
Motion carried unanimously.
S. RATIFICATION OF THE 2008 — 2012 TEAMSTERS UNION LOCAL 231 MASTER
COLLECTIVE BARGAINING AGREEMENT (AB2008 -121E)
Kelly moved to recommend approval to the full Council.
Motion carried unanimously.
6. RESOLUTION AMENDING CRP #908005 FOR SUBDIVISION OVERLAY ESPANA
ESTATES AND APPROVAL FOR THE EXECUTIVE TO ENTER INTO A CONTRACT
WITH LOW BIDDER, GRANITE NORTHWEST, INC., IN THE AMOUNT OF
$184,085 (AB2008 -252)
Crawford moved to recommend approval to the full Council.
Motion carried unanimously.
7. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
CONTRACT AMENDMENT BETWEEN WHATCOM COUNTY AND THE
OPPORTUNITY COUNCIL FOR WHATCOM COUNTY HOMELESS SERVICE
CENTER ADMINISTRATIVE SERVICES IN THE AMENDED AMOUNT OF
$39,500, FOR A TOTAL CONTRACT AMOUNT OF $456,015 (AB2008 -253)
Nelson moved to recommend approval to the full Council.
Motion carried unanimously.
S. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
CONTRACT WITH OTAK, INC. FOR THE DESIGN OF HANNEGAN ROAD SCOTT
DITCH BRIDGE NO. 245 REPLACEMENT IN THE AMOUNT OF $82,813
(AB2008 -254)
Finance and Administrative Services Committee, 7/8/2008, Page 6
Kelly moved to recommend approval to the full Council.
Motion carried unanimously.
9. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
CONTRACT WITH GEOENGINEERS, INC. FOR GEOTECHNICAL ENGINEERING
FOR THE HANNEGAN ROAD SCOTT DITCH BRIDGE NO 245 REPLACEMENT IN
THE AMOUNT OF $23,600 (AB2008 -255)
Crawford moved to recommend approval to the full Council.
Motion carried unanimously.
10. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO
AMENDMENT #1 TO CZM310 GRANT AGREEMENT NO. G080003 BETWEEN
THE STATE OF WASHINGTON DEPARTMENT OF ECOLOGY AND WHATCOM
COUNTY FOR THE NORTHWEST STRAITS PROJECT: WHATCOM MRC
ADMINISTRATION AND ACTION PROJECTS, IN THE AMENDED AMOUNT OF
$25,000, FOR A TOTAL CONTRACT AMOUNT OF $209,000 (AB2008 -256)
Kelly moved to recommend approval to the full Council.
Motion carried unanimously.
11. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
CONTRACT BETWEEN THE WHATCOM COUNTY FLOOD CONTROL ZONE
DISTRICT AND THE US DEPT OF AGRICULTURE NATURAL RESOURCES
CONSERVATION SERVICE FOR ONGOING MAINTENANCE OF THE TWO
SNOTEL SITES IN THE AMOUNT OF $30,000 (AB2008 -257)
Crawford moved to recommend approval to the full Flood Control Zone District
Board of Supervisors.
Motion carried unanimously.
12. REQUEST AUTHORIZATION FOR THE EXECUTIVE . TO ENTER INTO A
CONTRACT AMENDMENT BETWEEN WHATCOM COUNTY AND SUN
COMMUNITY SERVICES FOR JAIL DIVERSION PROJECT SERVICES IN THE
AMENDED AMOUNT OF $22,500, FOR A TOTAL CONTRACT AMOUNT OF
$177,000 (AB2008 -258)
Crawford moved to recommend approval to the full Council.
Motion carried unanimously.
13. RESOLUTION APPROVING A SALARY SCHEDULE AND POLICIES FOR
UNREPRESENTED WHATCOM COUNTY EMPLOYEES FOR THE YEAR 2008
(AB2008 -1218)
Kelly moved to recommend approval to the full Council.
Motion carried unanimously.
Finance and Administrative Services Committee, 7/8/2008, Page 7
14. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO AN
AMENDMENT TO THE DRUG TASK FORCE CONTRACT WITH THE
WASHINGTON STATE DEPARTMENT OF COMMUNITY, TRADE AND ECONOMIC
DEVELOPMENT FOR PARTIAL PAYMENT OF WAGES FOR WHATCOM COUNTY
SHERIFF'S DEPARTMENT OFFICERS IN THE AMENDED AMOUNT OF $124,255
(AB2008 -259)
Kelly moved to recommend approval to the full Council.
Motion carried unanimously.
15. REQUEST APPROVAL FOR THE EXECUTIVE TO ENTER INTO AN EXTENSION
OF THE INTERLOCAL AGREEMENT THROUGH JANUARY 31, 2009, BETWEEN
WHATCOM COUNTY AND THE CITY OF BELLINGHAM CONCERNING
ANNEXATION AND DEVELOPMENT WITHIN THE CITY OF BELLINGHAM'S
URBAN GROWTH AREA (AB2008 -171A)
David Stalheim, Planning and Development Services Director, stated this just
extends the current annexation agreement for six months.
Caskey- Schreiber asked if the Growth Management Hearings Board just sided with
the County about spending another year to work on the small town urban growth areas.
Stalheim stated the Board agreed to the County's work plan until June 30, 2009.
Nelson moved to recommend approval to the full Council.
Motion carried unanimously.
OMMITTEE DISCUSSION
1. DISCUSSION WITH THE ADMINISTRATION REGARDING SITING AND
CONSTRUCTION PLANNING FOR A NEW WHATCOM COUNTY JAIL (AB2008-
214)
Dewey Desler, Deputy Administrator, submitted an amended version of the Whatcom
County New Main Jail Draft January 2008 plan and timeline for constructing the new jail (on
file). They are on schedule. He submitted and read from a presentation on the Current
Status and Projections for Whatcom County Adult Corrections Facilities (on file).
Crawford asked the reason that the original projected bed capacity requirements
were so far off. Desler stated there are changes due to increased sentences, population
growth, new legislative requirements for increased penalties, and mandatory penalties.
Crawford stated the population growth has not exceeded expectations. Desler stated
more detailed information is in the report.
Weimer asked how they know that these projections aren't off, since the same
consultant did these projections. He asked if this report considered increased mental health
funding.
Bill Elfo, Sheriff, stated the total staffing numbers need to be reviewed. That
includes the nursing staff, cooks, and also assumes operation of a direct supervision jail.
They plan on looking at technologies and other methods for monitoring inmate populations.
Finance and Administrative Services Committee, 7/8/2008, Page 8
From the beginning, he advocated for a jail with 800 to 900 beds. The Omni Group
explained the reason for the difference in the numbers as being the booking restrictions.
When the interim jail opened and there were fewer booking restrictions, the Omni Group
had more concrete data about the number of bed needs. Another factor affecting the
previous estimate of necessary beds is due to early release of inmates from overcrowding.
Effects from collecting a mental health tax were planned for. They had hoped the
mental health triage center would provide some treatment to those in the jail work center,
and allow law enforcement alternatives for dealing with people who commit minor crimes
due to mental health issues. However, the services available now don't divert people from
jail. Those services aren't able to take violent and disorderly people or juveniles. If that
center were fully functioning, it would be another tool to lessen the rate of increasing bed
needs.
Crawford asked about the triage, center being fully functioning. Elfo stated that the
existing triage center is not able to turn over as many people as they initially anticipated.
Kelly asked for information on the types of staff in the Sheriff's Office. Elfo stated
they have 91 employees in the corrections bureau.
Wendy Jones, Chief of Corrections, stated other staff including the nursing staff and
physicians, psychiatrists, the GED instructor, and other contract staff. Currently, there are
120 positions. Of those, 91 are direct County hires. The rest are contract staff.
Caskey- Schreiber asked if the per day housing cost of $68 includes medical services
for the inmate. King County estimates a daily cost of $300 to $400. Jones stated it does
include basic medical, dental, and psychiatric care. There are extraordinary costs that come
up. King County's costs are much higher for many reasons, including scale.
Desler continued to read the presentation on projected staffing levels.
Brenner stated the ratio of staff persons to inmates should be higher than it is.
(Clerk's Note: End of tape one, side 8.)
Desler finished reading the presentation on projected staffing levels. More detailed
information on projected costs will come forward soon. The cost of construction has gone
up dramatically in the last few years. They have to factor in those additional costs.
They have also been working on site selection issues that he is prepared to discuss
at another session.
Crawford asked about the 2003 estimates and the difference with this new,
expanded facility and expanded costs. He asked how they would meet the expanded need.
Desler stated they cannot build a facility for $46.5 million based on initial financial
projections. The corrections tax is not large enough to support the needed capacity. They
would prefer to discuss the estimate during the discussion with the consultant in a few
weeks. The estimate is larger than the County's taxing capacity. They will have to deal
with it.
Caskey - Schreiber stated she would like to see a comparison of what they estimated
in 2003 and what they need now, in terms of building size, staff, and cost estimates. She
asked if they can explore the option of having a private company build a jail. She is
comfortable forcing the mental health sales tax forward to do preventative action to reduce
Finance and Administrative Services Committee, 7/8/2008, Page 9
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jail populations. Recently, she got recent information from drug court, which has been very
successful. It has saved the County millions of dollars.
Kelly asked the last estimate for a bond. Desler stated the last estimate was $28.5
million, assuming they can sell the facility for $10 million and use reserves from the
corrections tax. For every $1 million they bond, they must have an annual payment of
$75,000. There is money to cover annual bond payments from the corrections tax. They
have to find new revenue to pay for a new main jail.
Kelly asked how many bonds the County has currently and how many new bonds it
proposes for different projects. Desler stated the County has few bonds now. There are
existing bonds for the Courthouse and the Civic Center Building. They need a bond related
to technology and capital projects if the Council chooses to move in that direction.
Caskey- Schreiber stated they can borrow more via a bond, but the County can't
afford a higher payment. That's the limiting factor.
Brenner asked about the sites being considered now. She asked when they can have
an executive session to discuss those two sites.
Nelson moved to go into executive session for five minutes to discuss site
purchases.
Motion carried unanimously.
OTHER BUSINESS
There was no other business.
ADJOURN
The meeting adjourned at 1:10 p.m.
—:: �-– L a==,
Jill Nixon, Minutes Transcripti n
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WHATCOM COUNTY COUNCIL
WHATCOM COUNTY, WASHINGTON
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L. Ward Nelson, Committee Chair
Finance and Administrative Services Committee, 7/8/2008, Page 10