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HomeMy WebLinkAboutFinance September 9 2008WHATCOM COUNTY COUNCIL Finance and Administrative Services Committee September 9, 2008 Committee Chair L. Ward Nelson called the meeting to order at 11:00 a.m. in the Council Chambers, 311 Grand Avenue, Bellingham, Washington. Present: Absent: Sam Crawford None Bob Kelly Also Present: Laurie Caskey- Schreiber COMMITTEE DISCUSSION AND RECOMMENDATION TO COUNCIL 1. ORDINANCE AMENDING THE 2008 WHATCOM COUNTY .BUDGET, NINTH REQUEST, IN THE AMOUNT OF $694,325 (AB2008 -299) Crawford moved to recommend approval to the full Council. Motion carried 2 -0 with Kelly out of the room. COUNCIL "CONSENT AGENDA" ITEM 1. REQUEST APPROVAL FOR THE EXECUTIVE TO ENTER INTO A CONTRACT FOR SERVICES BETWEEN WHATCOM COUNTY AND SHEARER DESIGN, LLC FOR THE DESIGN OF CLEARBROOK ROAD JOHNSON CREEK BRIDGE NO. 302 REPLACEMENT IN THE AMOUNT OF $82,595.70 (AB2008 -308) Crawford moved to recommend approval to the full Council. Motion carried 2 -0 with Kelly out of the room. 2. REQUEST APPROVAL FOR THE EXECUTIVE TO ENTER INTO A LEASE AMENDMENT FOR THE COPPER BUILDING IN THE AMENDMENT AMOUNT OF $61,200.00 FOR A TOTAL AMENDED AMOUNT OF $328,251.90 (AB2008 -309) Crawford moved to recommend approval to the full Council. He asked if they still plan to move out of the Copper Building. Dewey Desler, Deputy Administrator, stated they will move from the Copper Building to the third floor of the Civic Center Building in 2009. It's less expensive to borrow the money to pay for the retrofit of the third floor than it is to continue the lease. They also plan to renovate a receptionist area on the first floor and the basement for meeting areas. Motion carried unanimously. Finance and Administrative Services Committee, 9/9/2008, Page 1 3. REQUEST APPROVAL OF A QUIT CLAIM DEED FOR TRANSFER OF HORTON ROAD DETENTION DAM PROPERTY TO THE CITY OF BELLINGHAM (AB2008- 310) Crawford moved to recommend approval to the full Council. He asked why the County is just giving this to the City. Dewey Desler, Deputy Administrator, stated the Executive asks the Council to move it over for City park purposes. He described the history of this issue. The value isn't as strong as it used to be. Also, the City really sought to do this transfer. The County should look at the extent to which it did adequate park planning when it first developed the area a number of years ago. They're trying to retrofit that area now to develop more parks. Crawford stated he hopes the City doesn't forget this, as the City has forgotten other things done in the past. Motion carried unanimously. 4. RESOLUTION AUTHORIZING THE DEMOLITION OF 895 SMITH ROAD STRUCTURE (AB2008 -311) Crawford moved to recommend approval to the full Council. Motion carried unanimously. 5. REQUEST APPROVAL FOR THE EXECUTIVE TO ENTER INTO A LEASE AGREEMENT BETWEEN WHATCOM COUNTY AND SUN COMMUNITY SERVICES FOR LEASE OF PROPERTY AT 525 E. CHESTNUT STREET IN BELLINGHAM, WA (AB2008 -312) Crawford moved to recommend approval to the full Council. Motion carried unanimously. 6. REQUEST APPROVAL FOR THE EXECUTIVE TO ENTER INTO A CONTRACT BETWEEN THE COUNTY AND NORTHWEST YOUTH SERVICES FOR THE WHATCOM COUNTY JUVENILE COURT TRUANCY PROJECT IN THE AMOUNT OF $70,000 (AB2008 -313) Nelson asked if the full -time employees would go away after ten months. Crawford stated that is staff from another agency, not County staff. He moved to recommend approval to the full Council. Motion carried unanimously. 7. RESOLUTION REQUESTING AUTHORIZATION FOR THE EXECUTIVE TO REQUEST RECONVEYANCE OF STATE FOREST BOARD LANDS IN THE ACME AREA FOR PARK PURPOSES IN THE AMOUNT OF $5,000 (AB2008 -314) Mike McFarland, Parks and Recreation Department Director, stated they will increase the reconveyance estimate quoted originally as $5,000, to an amount as high as $15,000. He described the history of this item. Finance and Administrative Services Committee, 9/9/2008, Page 2 Paul McFarland, Washington State Department of Natural Resources (DNR), stated the DNR collects an administrative cost for all reconveyance. They don't know that cost yet. They are certain it will be higher than $5,000. The other reconveyance between Whatcom County and DNR will take quite some time. He's not sure how long the DNR process will take. The Council should be aware that it will take time for these to be done. He submitted a letter (on file). Nelson asked if there will be new trails. Mike McFarland stated there is a preliminary plan for trails that will come before the Council. This is the main connection between the three parcels. The Recreation Conservation Office (RCO) has asked the County to move forward on the requirements to provide public access to this park. It's been sitting for quite a few years. This will meet the RCO's development requirements. It's also part of the overall conceptual plan. He explained the location of three parcels. Nelson asked about funding for development. Mike McFarland stated he intends to apply for development funding from the RCO once the plan is approved, to use real estate excise tax (REET) II funding, and to use funds from the park improvement fund. They will start to apply to the RCO next year, even though they won't have title to the property at that time. Crawford asked about the private property owners in the middle. Mike McFarland stated there are two property owners in that location. They tried to negotiate an easement through there for several years. However, the trail easement connection through that property would be in flood plain, and a continual maintenance problem. The crossing on Hutchinson Creek is key. There are two key areas that are good for a bridge crossing. The bridge must be high enough to avoid debris accumulation. Also, it ties in with other existing trails. The access to the private property will continue from Mosquito Lake Road. Crawford stated the trail system will take advantage of this reconveyance property to connect the parks. He asked if the private landowners have an easement through the park to get to their properties. McFarland stated that's correct. The main access to this park is in the northern portion. It will be for bicycle, horse, and foot traffic. There is also another walking access to the south end. The Land Trust has land that could fit a small parking lot. Crawford asked if they are not going to do extensive development on the south end. Mike McFarland stated that's correct. That is the historic Nessett Farm homestead that will be restored. They are now in the process of installing the caretaker's residence. Beginning next year, they'll be working on restoring the buildings and public accommodation. Paul McFarland stated DNR doesn't have a position on the reconveyance. He just wanted to clarify the workload and be available for questions. Crawford moved to recommend approval to the full Council. Motion carried unanimously, S. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ACCEPT A DONATION OF 1,200 FEET OF BEACH AND TIDELANDS ON LUMMI ISLAND FOR PARK PURPOSES FROM HAROLD AND JUDY ELDRED AND THE ESSEX FAMILY LLC (AB2008 -315) Finance and Administrative Services Committee, 9/9/2008, Page 3 Crawford moved to recommend approval to the full Council. Mike McFarland, Parks and Recreation Department Director, gave a staff report and described the location and characteristics of the property. Nelson asked if the County is maintaining or protecting the beach, since the County has a joint interest. McFarland stated the County holds joint interest with others for beaches in Birch Bay. Generally, that isn't an issue. Not much can be done on the beach. The County has staff who monitors things to make sure they're done appropriately. In this instance, the association can allow its members to camp there. However, the County meets with the association and works through any issues or problems. Crawford asked if this would be a park with a sign and a parking lot. McFarland stated it would be a public beach. There is no developable portion. They may want to do something on the parking area in front of The Willows, which is part of this donation. The reality is that this is a place for residents to access the waterfront. Crawford asked if Lummi Island residents can already use this beach. McFarland stated they cannot. It's private right now. The County would own 64.8 percent of this beach. The balance still belongs to a beach association. The beach association membership can access it now, but not the general public. Nelson stated Lummi Island residents would primarily use the beach. McFarland stated there is an agreement for parking in front of The Willows, which is on this property. Crawford asked if there is no cost to the County due to this donation. McFarland stated that's correct. Nelson asked the definition of second -class tidelands. McFarland stated those are adjoining tidelands that can be used for shellfishing. They are privately- owned, so the County would own interest in those as well. Motion carried unanimously. 9. REQUEST AUTHORIZATION FOR THE COUNTY EXECUTIVE TO ENTER INTO A PURCHASE AGREEMENT AND CONSERVATION EASEMENT WITH THE WHATCOM LAND TRUST FOR THE ACQUISITION OF 54.1 ACRES OF PROPERTY AT POINT WHITEHORN FOR PUBLIC PARK PURPOSES IN THE AMOUNT OF $375,000 (AB2008 -316) Mike McFarland, Parks and Recreation Department Director, gave a staff report and stated the County already approved the funding for this in a budget supplemental request. Work will be done in October. Crawford asked if they've heard from the neighbors. McFarland stated they haven't. Most of their issues were ones the County couldn't address. They were neighborhood problems. The parking area is in, but not yet complete. The trail work is being done. The final work to be done is access to the beach. Crawford moved to recommend approval to the full Council. Motion carried unanimously. Finance and Administrative Services Committee, 9/9/2008, Page 4 1 10. REQUEST APPROVAL TO AWARD BID 08 -57 TO SOLE BIDDER PAPS 2 MACHINERY FOR THE PURCHASE OF A TRUCK MOUNTED DITCHING 3 MACHINE IN THE AMOUNT OF $285,905 (AB2008 -317) 4 5 Nelson asked if this is a new, budgeted purchase. He asked why they are getting a 6 new one. 7 8 Frank Abart, Public Works Department Director, stated this is an additional 9 acquisition. 10 11 Eric Schlehuber, Public Works Department, stated it is to enhance drainage work in 12 certain county areas. It will allow stormwater and ditching work to continue and be 13 enhanced. 14 15 Nelson asked if they are not doing some of that work now. 16 17 Mary Green, Public Works Department, stated that two years ago, they traded in two 18 Gradalls for one Gradall, so they are down one machine. Also, there is new, additional work 19 due to National Pollutant Discharge and Elimination System (NPDES) requirements. They 20 are short a ditching crew because of that. By trading in that equipment two years ago, 21 they've had a gap in some stormwater responses. They have staff to do this work. Those 22 staff were previously doing other maintenance activities. For instance, they doubled up on 23 ditching projects. They found that haul routes are longer in some places, so they've been 24 able to use some operators and ditching crews as larger crews. They've made a diligent 25 effort with manpower to locate dumpsites closer to ditching crews. 26 27 Nelson asked if they can rent or contract the equipment. Green stated no one bid on 28 this work. To her knowledge, no one has this equipment available for rent or use. 29 30 Abart stated it allows the department to perform a ditching operation with fewer 31 people in certain spots. 32 33 Nelson moved to recommend approval to the full Council. 34 35 Motion carried unanimously. 36 37 11. REQUEST APPROVAL TO AWARD BID 08 -58 TO LOWEST BIDDER, KENWORTH 38 NW, FOR REPLACEMENT OF THREE 10 -YARD DIESEL DUMP TRUCKS IN THE 39 AMOUNT OF $514,861.74 (AB2008 -318) 40 41 Crawford moved to recommend approval to the full Council. 42 43 Nelson asked the number of hours on each vehicle. 44 45 Frank Abart, Public Works Department, stated each has approximately 300,000 miles 46 on it and is 12 to 14 years old. 47 48 Nelson asked about extending the life of these vehicles during difficult budgetary 49 times. 50 51 Dewey Desler, Deputy Administrator, stated they have discussed it. 52 Finance and Administrative Services Committee, 9/9/2008, Page 5 Abart stated it is in the best interest of the fund and operation to replace these vehicles. Nelson asked if they could replace two, sell the other, and still be able to operate the maintenance and operations program. Mary Green, Public Works Department, stated that if they are considering that, she suggests keeping one longer. The public expectation of County response during emergencies are also there, not just for ditching. They need a certain number of trucks and workers to meet those services. They've considered rental. A problem is that they don't come with the setup for the snow plows. When they need a snowplow, they would have to build or weld them on. When going out for bid, they could get a different truck every time. They can't retrofit someone else's trucks. Also, they've had problems retrofitting hitches on private trucks to pull County trailers. There have been no bids for people to do the service. Abart stated the money in this fund can't be used for anything else. It's designed and planned for these purchases. Nelson asked about if they've talked about keeping the funds in the road fund and not transferring them to the equipment revolve and rental (ER &R) fund. Abart stated the administration talks about the Public Works Department fleet often. A year ago, they started reducing more than acquiring. They were getting rid of two pickups for every one they purchased. Now, they are starting to think about getting rid of or using more of those fleet vehicles that now average 7,000 miles or less every year. Also, all of these will burn biofuel. Motion carried unanimously. 12. REQUEST APPROVAL TO AWARD BID 08 -59 TO LOWEST BIDDER, VALLEY FREIGHTLINER, FOR REPLACEMENT OF SINGLE AXLE TRUCK WITH 4 -WHEEL DRIVE, SANDER AND PRE - WETTING SYSTEM IN THE AMOUNT OF $136,710.33 (AB2008 -319) Crawford moved to recommend approval to the full Council. Nelson asked if they are upgrading this to four -wheel drive. (Clerk's Note: End of tape one, side A.) Frank Abart, Public Works Department Director, stated they are replacing a vehicle that is 20 -years old with 148,000 miles. Motion carried unanimously. 13. RESOLUTION TO SET HEARING AND NOTICE OF HEARING FOR THE SALE OF SURPLUS COUNTY PROPERTY BY PUBLIC AUCTION (AB2008 -320) Nelson stated this van has low mileage because it isn't used enough. He asked if the peddle boats are any good. Finance and Administrative Services Committee, 9/9/2008, Page 6 Eric Schlehuber, Public Works Department, stated the boats show their age with fading and cracking. However, the County typically gets a good price for them. Nelson moved to recommend approval to the full Council. Motion carried unanimously. 14. REQUEST APPROVAL FOR THE COUNTY EXECUTIVE TO ENTER INTO A CONTRACT BETWEEN WHATCOM COUNTY AND WILSON ENGINEERING, LLC FOR THE MUNICIPAL SEPARATE STORM SEWER SYSTEM (MS4) FACILITY MAP IN THE AMOUNT OF $86,277 (AB2008 -307) Nelson asked if this is a contract with Western Washington University. Chip Anderson, Public Works Department, stated the contract is with Wilson Engineering to create a. complete facility map of County stormwater facilities and private facilities. They will consolidate existing information into one format. It is a requirement of the National Pollutant Discharge Elimination System ( NPDES) phase two permit. The money was from a local stormwater grant acquired last year, which had a limited focus for the use of the money. This was one of the allowed uses. The project must be done by 2010. The map must be available to the State Department of Ecology for production at the end of 2010. Nelson asked if they are mapping sewer system, detention and retention areas, and areas designated to reduce runoff. He asked if they will be able to include facilities under private ownership. Anderson stated they must have an inventory of all those facilities. For instances, anything that went in with a subdivision must be in the inventory. They wouldn't have to include any facility only for a single - family residence. Inventory must be to the subdivision level. Kelly moved to recommend approval to the full Council. Motion carried unanimously. OTHER BUSINESS Chip Anderson, Public Works Department, handed out information (on file) and stated the stormwater division and Washington Association of Cities will hold a forum on NPDES permit requirements for municipalities. The Council is invited. It's a regional educational forum. Dewey Desler, Deputy Administrator, stated an issue about emergency medical services (EMS) will come before the Council at its next meeting. The County created in 2005 a plan for a fifth medic unit through Fire District 7 in the Ferndale area. The administration has been working with Fire District 7 leadership about that plan. There is controversy with the Bellingham Fire Department over training, which will be at Harborview Medical Center. The Bellingham Fire Department is closing the training program at the Bellingham Technical College, and seeks to move the paramedic training program to Western Washington University. However, Western Washington University doesn't hold the license for that training. The technical college retains that license. They don't know whether or not there will be a local training program. The local union that represents the firefighters decided it owns this work, and opposes Fire District 7 becoming a separate Finance and Administrative Services Committee, 9/9/2008, Page 7 1 2 3 4 5 6 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 medic unit. The County is moving forward with the plan. The EMS Advisory Board will meet this Friday to talk about this issue. All this is consistent with the plan approved by the voters. Nelson asked if the Fire District 7 firefighters are union. Desler stated they are. They are in the same union, but it's a different local. Nelson stated people's lives are at issue. It's too bad this union can't work it out. Desler stated that in two weeks, a contract will come forward. that will pay for the training cost of the employees, starting in October, at the Harborview Medical Center. AD70U RN The meeting adjourned at 12:04 p.m. r� Jill Nixon, Minutes Trans ription ATTEST%%% % %%u 1 t t t 111 / /,// Data Bl-q*!0poupcil perk WHATCOM COUNTY COUNCIL WHATCOM COUNTY, WASHINGTON L. Ward Nelson, Committee Chair Finance and Administrative Services Committee, 9/9/2008, Page 8