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HomeMy WebLinkAboutFinance October 21 2008I WHATCOM COUNTY COUNCIL 2 Finance and Administrative Services Committee 3 4 October 21, 2008 5 6 Committee Chair L. Ward Nelson called the meeting to order at 11:00 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 18 COMMITTEE DISCUSSION AND RECOMMENDATIONS TO COUNCIL 19 20 1. ORDINANCE AMENDING THE 2008 WHATCOM COUNTY BUDGET, ELEVENTH 21 REQUEST, IN THE AMOUNT OF $304,598 (AB2008 -350) 22 23 Kelly moved to recommend approval to the full Council. 24 25 Brenner asked if this is to just appropriate the funds and is not about the fares. 26 She's been getting a lot of emails lately. 27 28 Weimer stated they published the new proposed fare structure in the Lummi Island 29 Tome. 30 31 Motion carried unanimously. 32 33 2. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO ENTER INTO A 34 CONTRACT WITH BROWN AND CALDWELL TO ASSIST IN TECHNICAL 35 REVIEW OF THE LAKE WHATCOM TMDL WATER QUALITY FINDINGS IN THE 36 AMOUNT OF $130,787 (50% TO BE PAID BY THE CITY OF BELLINGHAM 37 THROUGH INTERLOCAL AGREEMENT) (AB2008 -353) 38 39 Crawford moved to recommend approval to the full Council. 40 41 Nelson asked the amount isn't that high. He asked if this is just for technical review, 42 and is not the actual study. 43 44 Kirk Christensen, Public Works Department, stated that's correct. It is just a 45 technical review. They have hired Brown and Caldwell, a consulting firm from Seattle, to do 46 the review. Their specialty is reviewing complex hydraulic and hydrologic models. They 47 need to look at this thoroughly to determine whether it's a good tool for the future. 48 49 Nelson stated he's concerned about the analysis that shows the projects are working 50 correctly. Christensen stated that's what this will do. It will make sure they are getting the 51 best value for the money spent. 52 53 Brenner asked if anyone local was qualified to do this. Christensen stated there was 54 not. Finance and Administrative Services Committee, 10/21/2008, Page 1 Motion carried unanimously. 3. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO ENTER INTO AN INTERLOCAL AGREEMENT BETWEEN WHATCOM COUNTY AND THE CITY OF BELLINGHAM TO ESTABLISH COST SHARING OF THE BROWN AND CALDWELL CONTRACT FOR TECHNICAL REVIEW OF THE LAKE WHATCOM TMDL WATER QUALITY FINDINGS (AB2008 -354) Crawford moved to recommend approval to the full Council. Motion carried unanimously. COUNCIL "CONSENT AGENDA" ITEMS 1. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO AWARD BID #08 -70 TO SOLE BIDDER, WATERS ELECTRIC, INC. FOR RETROFIT OF LUTRON LIGHTING IN THE COUNCIL CHAMBERS IN THE AMOUNT OF $50,406 (AB2008 -355) Crawford moved to recommend approval to the full Council. Nelson asked what's wrong with the lighting. Dewey Desler, Deputy Administrator, stated the system was put in during the early 1990's, and parts are no longer available. There will also be energy savings. Brenner asked if they are sure that they will be able to get parts in 15 years. Desler stated the technology lasts about ten years. Motion carried unanimously. 2. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO ENTER INTO A CONTRACT BETWEEN WHATCOM COUNTY AND SIEMENS BUILDING TECHNOLOGIES TO REPLACE PNEUMATIC CONTROLS WITH ELECTRONIC DIRECT DIGITAL CONTROLS IN THE WHATCOM COUNTY JAIL, IN THE AMOUNT OF $133,854 (AB2008 -356) Crawford moved to recommend approval to the full Council. Motion carried unanimously. 3. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO ENTER INTO A THREE -YEAR CONTRACT BETWEEN WHATCOM COUNTY AND HEALTHCARE MANAGEMENT ADMINISTRATORS, INC. FOR ADMINISTRATION AND CLAIMS PROCESSING FOR THE SELF - INSURED MEDICAL PROGRAM IN THE AMOUNT OF $40.14 PER EMPLOYEE PER MONTH IN 2009; $40.42 PER EMPLOYEE PER MONTH IN 2010; AND $40.67 PER EMPLOYEE PER MONTH IN 2011 (AB2008- 357) Kelly moved to recommend approval to the full Council. Brenner asked the total cost, rather than cost by employee. Finance and Administrative Services Committee, 10/21/2008, Page 2 Karen Goens, Administrative Services Department, stated that information is on exhibit B of Council packet page 108. Nelson asked which employees are covered. Goens stated half of the County employees, all those that are self- insured, are covered. The rest are on the Teamsters plan. Motion carried unanimously. 4. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO AWARD BID #08 -71 TO SOLE BIDDER MEYERS GENERAL, INC. FOR THE REPLACEMENT OF A CASHIER'S COUNTER IN THE TREASURER'S OFFICE IN THE AMOUNT OF $38,157 (AB2008 -358) Nelson moved to recommend approval to the full Council. Caskey- Schreiber asked why one counter has to cost $44,000. Mike Russell, Administrative Services Department, stated they went out to bid, and worked with the Treasurer on the design. The County Treasurer wished to remodel the counter for better efficiency for people using the counter. This is the arrangement that best serves the Treasurer's needs. Things adding to the cost include that the County must pay prevailing wage. The counter will meet the wood and grain and is a better working surface. It includes computer wiring, electrical wiring, the panic buttons, and other things. The contract doesn't include the associated equipment, but it makes sure the equipment they have will operate. Dewey Desler, Deputy Administrator, stated the work has to be done nights and weekends, which adds to the cost. Motion carried unanimously. 5. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO ENTER INTO A CONTRACT BETWEEN WHATCOM COUNTY AND WATERS ELECTRIC, INC. FOR LIGHTING RETROFIT AT THE WHATCOM COUNTY CIVIC CENTER ANNEX IN THE AMOUNT OF $49,462.32 (AS2008 -359) Crawford moved to recommend approval to the full Council. Brenner asked if this is the same as the earlier agenda item. Dewey Desler, Deputy Administrator, stated it isn't. This building was built in the 1970's. They are retrofitting the entire building. They anticipate receiving a grant from Puget Sound Energy to pay for 50 percent of the cost of this work. Motion carried unanimously. 6. REQUEST APPROVAL OF US EPA GRANT MONIES IN THE AMOUNT OF $433,736 OVER FOUR YEARS TO IMPLEMENT THE RECOMMENDATIONS IN THE BIRCH BAY CHARACTERIZATION AND PLANNING PILOT STUDY (AB2008 -360) Kelly moved to recommend approval to the full Council. Finance and Administrative Services Committee, 10/21/2008, Page 3 Motion carried unanimously. 7. RESOLUTION APPROVING A SALARY SCHEDULE AND POLICIES FOR UNREPRESENTED WHATCOM COUNTY EMPLOYEES FOR THE YEARS 2009/2010(AB2008 -361) Brenner stated make an amendment to freeze salaries of all employees making more than $100,000 until the economy is better. Another amendment is to freeze councilmember salaries. This is to show that they understand their position as public servants during hard times. No one on the Council is here for the money. Crawford stated he doesn't understand what that would accomplish. Caskey- Schreiber asked if the top level staff are getting a bigger percentage increase. She thought everyone would get the 2.7 percent cost of living increase. Wendy Wefer - Clinton, Administrative Services Department, stated the increase is 2.75 percent for the professional and supervisory matrices in 2009 and 2010, in addition to an adjustment of 2 percent on the top step in 2009. Effectively, the people at the top of the step would get 4.75 percent. In addition, the Executive recommends a 2.88 percent increase for the management and department head group. Those are the hard -to- attract and hard -to- retain groups, just like the nurses group. The County is paying the nurses more. They are getting an effective four percent adjustment at the top step. Weimer stated the reason for the difference is because they included the recruitment and retention for department heads from 2009 to 2010. Caskey- Schreiber stated times have changed. Have a blanket 2.75 percent increase for this group. Nelson moved to recommend approval to the full Council. Motion carried unanimously. 8. RESOLUTION AMENDING CRP #904002 TO INCLUDE THE CONSTRUCTION OF THE HANNEGAN ROAD /SR544 POLE ROAD SIGNALIZATION PROJECT AND APPROVAL FOR THE COUNTY EXECUTIVE TO AWARD A CONTRACT TO LOW BIDDER STRIDER CONSTRUCTION COMPANY, INC. IN THE AMOUNT OF $2,418,234.01 (AB2008 -362) Crawford moved to recommend approval to the full Council. Brenner asked the total they've spent so far. Crawford stated the total so far is $4,918,234 according to the information on Council packet page 186. Brenner asked how much more they have to do on this project before they're done. She asked if it's the most expensive intersection of all time. Joe Rutan, Public Works Department, stated the amount of money to spend from here on out will be for construction, overtime, and other things. There are still compensation issues regarding right -of -way acquisition. He hopes they don't spend another million dollars. There are no other County intersections this size. Now, the County only Finance and Administrative Services Committee, 10/21/2008, Page 4 1 operates two signals. This is the third. The State Department of Transportation will 2 maintain this signal. 3 4 Crawford asked for a diagram of what the finished intersection will look like. 5 6 Weimer asked the sources of the funds. Desler stated they are transferring funds 7 into the road fund to pay the costs. 8 9 Weimer asked how the County purchases rights -of -way.. Normally, governments 10 work a deal and then condemn the property. Whatcom County doesn't do that. It pays 11 people whatever the people want. 12 13 Frank Abart, Public Works Department Director, stated the County provides a fair 14 price, but it doesn't have the leverage because there is no desire to pursue any kind of 15 condemnation proceeding. He's not sure if condemnation procedures would be beneficial. 16 The County doesn't just pay people what the people want. 17 18 Weimer stated that the State Department of Transportation used eminent domain to 19 get rights -of -way when it worked on the Guide Meridian. He asked if they've compared the 20 process to see which is a better deal. Abart stated the County's right -of -way manager 21 worked at the DOT for several years. They've discussed whether or not that process is an 22 advantage. The County may have to exercise that option at some point, because they can't 23 pay what people want. 24 25 Caskey- Schreiber stated the intersection is very tight. The property owners are all 26 three -sided commercial properties. Any change affects their business operations. It's not 27 an easy intersection. They have to deal with ingress and egress for three businesses at a 28 very tight intersection. She's very thankful to the staff who have worked on this 29 intersection. 30 31 Also, a portion of Pole Road has two different speed limit sizes for about 30 feet. 32 Going one way the speed limit sign says 50 miles per hour and the other sign going the 33 - other way says the speed is 35 miles per hour., 34 35 Brenner asked if the County is prohibited from paying more than an appraised value. 36 Abart stated he will look into it. 37 38 Nelson stated there is a legal land acquisition process. Explain that process to 39 councilmembers at some point. 40 41 Motion carried unanimously, 42 43 9. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO ENTER INTO A LOCAL 44 AGENCY STANDARD CONSULTANT AGREEMENT WITH SHEARER DESIGN, LLC 45 FOR THE DESIGN OF A REPLACEMENT STRUCTURE FOR SULPHUR CREEK 46 BRIDGE #422 ON BAKER LAKE ROAD IN THE AMOUNT OF $118,991 47 (AB2008 -363) 48 49 Kelly moved to recommend approval to the full Council. 50 51 Crawford stated make sure this location is in Whatcom County. 52 53 Nelson asked the amount. 54 Finance and Administrative Services Committee, 10/21/2008, Page 5 Joe Rutan, Public Works Department, stated the location is in Whatcom County. This is just for the structural design, not the replacement. Fleetwood asked if this is a true replacement or an improvement. Rutan stated the old bridge is mostly gone. There is a temporary bridge in place now. They will build a new bridge. Fleetwood asked who uses this bridge. Rutan stated the primary access is recreational. This is also access to a hydroelectric dam. There are also Forest Service facilities and a rental facility. Nelson asked the type of road. Rutan stated it is a County road maintained by the County to a certain point. After that point, it's maintained by the (inaudible). It is a paved road. Motion carried unanimously. 10. REQUEST APPROVAL OF AMENDMENT NO. 1 TO THE SUB - RECIPIENT AGREEMENT BETWEEN THE WHATCOM COUNTY FLOOD CONTROL ZONE DISTRICT AND THE WHATCOM CONSERVATION DISTRICT, INCREASING THE AGREEMENT AMOUNT TO $248,147 TO PROVIDE THE FULL GRANT BUDGET ALLOCATED FOR COORDINATION (AB2008 -364) (COUNCIL ACTING AS THE FLOOD CONTROL ZONE DISTRICT BOARD OF SUPERVISORS) Kelly moved to recommend approval to the Board. Motion carried unanimously. 11. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO ENTER INTO A CONTRACT BETWEEN WHATCOM COUNTY AND THE WASHINGTON STATE DEPARTMENT OF ECOLOGY CONSERVATION CORPS FOR SALMON RECOVERY, WATER QUALITY AND SHELLFISH PROTECTION PRIORITIES IN PARTNERSHIP WITH NSEA- IN THE AMOUNT OF $61,750 (AB2008 -365) Kelly moved to recommend approval to the full Council. Crawford asked if Nooksack Salmon Enhancement Association (NSEA) had asked for more money for this program during the budget process. He asked if it's general fund money. Dewey Desler, Deputy Administrator, stated there have been increases each year. Funding has come from the flood fund. Crawford asked if this is for the 2009 budget that the Council has not yet approved. Jon Hutchings, Public Works Department, stated they are making sure money is available in the proposed budget. NSEA has private donors lined up to match funding. The County asked NSEA to look at the County's priorities and come up with a service commensurate with those priorities. Crawford asked how long the County has committed funds to NSEA. Desler stated it's been at least five or six years, at a funding level higher than this. Finance and Administrative Services Committee, 10/21/2008, Page 6 Nelson asked if there is anyone else the County can use for this type of work. Hutchings stated the jail work crews and NSEA are the groups the County uses regularly. He doesn't know of anyone else. Nelson asked if they can use more jail crew time instead of NSEA. Hutchings stated he can look into it. Desler stated the administration has not considered using jail crews more. They can look at it more closely over the coming year. Hutchings stated the County pays 65 percent of the total program cost. A portion of the cost comes from the State Department of Ecology (DOE). Those funds together leverage even more money from private donors. They wouldn't have that if they funded the jail crews instead. Nelson stated it must match County needs. Motion carried unanimously. 12. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO ENTER INTO A CONTRACT AMENDMENT TO THE CONTRACT BETWEEN WHATCOM COUNTY AND COMPU -TECH, INC. FOR THE DEVELOPMENT AND DESIGN, AS WELL AS TECHNICAL DOCUMENTS, FOR PHASE 1 THOUGH PHASE 3 OF THE WHATCOM COUNTY JAIL RECORDS MANAGEMENT SYSTEM UPGRADE, INCLUDING AN EXTENSION OF THE TERM OF THE ORIGINAL CONTRACT AND AN ADDITIONAL $20,000 TO COMPLETE (AB2008 -366) Crawford moved to recommend approval to the full Council. Motion carried unanimously. OTHER BUSINESS There was no other business. ADJOURN The meeting adjourned at 11:38 a.m. 7z�ff &--,t-- Jill Nixon, Minutes,Transcription i ATTE :� .� r 2 • . C •. 1 _ `j C1 c. ITM off• WHATCOM COUNTY COUNCIL WHATCOM COUNTY, WASHINGTON J� :! L. Ward NelsYK, Committee Chair Finance and Administrative Services Committee, 10/21/2008, Page 7