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HomeMy WebLinkAboutFinance November 20 2007WHATCOM COUNTY COUNCIL Finance and Administrative Services Committee November 20, 2007 Committee Chair Sam Crawford called the meeting to order at 11:10 a.m. in the Council Chambers, 311 Grand Avenue, Bellingham, Washington. Present: Absent: L. Ward Nelson None Dan McShane Also Present: Seth Fleetwood Carl Weimer SPECIAL PRESENTATION 1. COMMISSION AGAINST DOMESTIC VIOLENCE SAFETY AUDIT IMPLEMENTATION UPDATE BY DAVE MCEACHRAN, SUE PARROT, AND BRUCE VAN GLUBT (AB2007 -250A) Sue Parrot, Commission Against Domestic Violence Director, stated the Council asked for an update on the safety audit progress. The Commission received a second federal grant to encourage arrests. With those funds, they will work with the small cities to develop advocates within their criminal justice systems. She submitted information (on file). Dave McEachran, Whatcom County Prosecutor, submitted information (on file). The purpose of the audit was to take a look at domestic violence cases, see how they're processed, and identify gaps for improvement. The auditors came up with findings. He read through the recommendations and progress from his handout. The audit was a good thing. It raised issues they've addressed. This will help with documentation. Nelson asked about gap four. McEachran stated that gap had to do with dealing with the attorneys, if the attorneys didn't have direct contact. They were having contact with the domestic violence specialists, but not with the attorneys. They want to make sure the attorneys are involved. That is being addressed. Nelson stated gap seven is being addressed with the Whatcom Exchange Network (WENET). Other gaps not included in the information are being handled through system changes. McEachran stated that is correct. Nelson asked what they are doing about the lack of documentation regarding victim contacts and concerns, case progression, and decision - making. It's a concern if they aren't documenting the regards of the victims. McEachran stated the documentation wasn't what it should have been. The new software will allow notes in the files to do that. Nelson asked if the notes include an action plan. McEachran stated they do. They will be able to make strategies for each case. Finance and Administrative Services Committee, 11/20/2007, Page 1 McShane asked how this review went overall. McEachran stated they agreed to the audit. It allowed an outside group to look at all practices to make sure they are the best possible. The audit showed areas where they can improve. They are making those improvements. The audit was positive. Now, they have a couple of Excel spreadsheets and databases. Through new software, they want to have all the information in one spot with access available to all who need it. Bruce Van Glubt, District Court Probation Administrator, referenced Council packet information, which includes the Commission's response to the audit report. He read through the gaps and progress for District Court Probation. Crawford asked if there is a legal responsibility for victim notification. He asked if doing notification through the advocate agency create a liability. Van Glubt stated he's not aware of any legal obligation. The letter of notification is a courtesy. They aren't legally obligated to do that. Nelson stated it's good that they did the audit. He asked if there was discussion.on child advocacy. He asked who plays the role of child advocate in domestic violence. Van Glubt stated he's not aware of it being addressed for District Court Probation. Probation officers are mandatory reporters of child abuse. They have ongoing training to recognize what might be child abuse. They call child protective services if a situation needs to be addressed. Nelson stated the gap is addressing what the children witness, how it affects their futures, and preventing the cycle of domestic violence. Van Glubt stated some offenders are ordered to go to parenting classes. One batterer treatment program includes an element of good parenting skills. He's not aware of anything to address the specific needs of the children. The audit report didn't discuss the children. Parrot stated the issue of children comes up in terms of law enforcement response. It wouldn't have come up in the probation report. Other work is happening with that issue in the community. This issue is high on the commission's list for its strategic plan. Van Glubt stated he was pleased with the results of the audit report. There were no gaps relating to supervision or records. They are doing well. Parrot stated she thanks the agencies that opened up to an audit and committed to work on the recommendations. McShane stated the audit raised issues about things that the District Court really can't address. He asked if there are other ways to follow up on those gaps. Parrot stated certain issues have to be addressed by the State. She hopes people will find other ways to address those gaps. McEachran stated felony probation issues should be handled through the State legislature. COMMITTEE DISCUSSION AND RECOMMENDATION TO COUNCIL 1 ORDINANCE ADOPTING SUPPLEMENTAL BUDGET REQUEST #13 (AB2007- 444) Finance and Administrative Services Committee, 11/20/2007, Page 2 1 Dewey Desler, Deputy Administrator, read the list of items in the request. 2 3 Crawford asked for an overview of the request from Superior Court. He asked if this 4 request is above the budgeted amount. 5 6 N.F. Jackson, Superior Court Administrator, stated this request is less than it has 7 been in the past years. The original shortfall was much larger. They used lapses From 8 other areas. There's no conflict contract shortfall. Most comes from the pro tempore 9 commissioners and guardian ad litem services, due to a 44 percent increase in juvenile 10 dependency filings. Now, they are in excess of 300 jury days more than last year. It's now 11 common to have three trials going at once. 12 13 Desler stated Superior Court often has statutory expenditures from the State. They 14 must make careful budget predictions. With the court's assistance, they are trying to 15 better - predict these costs. For instance, the court does not control juvenile dependency 16 filings, and it generates additional caseload requirements. Therefore, the County is 17 pursuing the court- appointed special advocates (CASA) program to provide a good service 18 to the community and to stabilize the financing requests. 19 20 There is a rise in conflict counsel. He described the conflict contract. Without 21 adequate conflict counsel, a case is dismissed. They're working on creating a second 22 County department to handle conflict counsel cases. They can budget for that and allow 23 more consistent projects. They're trying to reach a point where there are no supplemental 24 requests from the Superior Court in the future. 25 26 Jackson stated that the Superior Court comes back to the Council at this time every 27 year for these additional costs. These programs are directly planned to cap those costs 28 significantly. 29 30 McShane asked if they need to add an additional Court Commissioner. Jackson 31 stated they have some alternatives in mind. More people must be assigned to do 32 settlement conference in a domestic relations case, for example. That requires more time. 33 In general, the staff will first develop a scheme and propose it to the administration before 34 coming back to the Council. 35 36 Crawford moved to recommend approval to the full Council. 37 38 Motion carried unanimously. 39 40 41 COUNCIL "CONSENT AGENDA" ITEM 42 43 1. REQUEST APPROVAL FOR THE EXECUTIVE TO ENTER INTO AN ADDENDUM 44 TO THE JAIL PHARMACY AGREEMENT BETWEEN WHATCOM COUNTY AND 45 HOAGLAND'S PHARMACY IN THE AMOUNT OF APPROXIMATELY $198,778 46 (AS2007 -447) 47 48 Nelson moved to recommend approval to the full Council. 49 50 Nelson asked about increased costs that are occurring. 51 Finance and Administrative Services Committee, 11/20/2007, Page 3 Wendy Jones, Chief of Corrections, stated they are looking for an updated copy of the formulary. It's been updated. They are doing an evaluation and having a meeting with the psych staff. A significant portion of the rising costs are do to psych medications. Motion carried unanimously. 2. REQUEST APPROVAL FOR THE EXECUTIVE TO ENTER INTO AN AMENDMENT TO THE MEMORANDUM OF AGREEMENT BETWEEN WHATCOM COUNTY AND THE WSU COOPERATIVE EXTENSION PROGRAM TO JOINTLY SHARE COSTS FOR FACULTY POSITIONS IN THE AMENDED AMOUNT OF $82,885 (AB2007- 448) McShane moved to recommend approval to the full Council. (Clerk's Note: End of tape one, side A.) Craig 1\1acConnell, Cooperative Extension, stated this is a regular annual contract, since 1917. It shares the personnel cost for four faculty positions in the county. It is an increase of $3,275, which is 3.75 percent. Weimer asked if the water resource agent for Cooperative Extension ties in with the County's water resource projects. MacConnell stated they will discuss the work plan in January. The faculty will identify three major projects to work on. Nelson stated the water resource agent did a good job educating the residents of the watershed. Support Cooperative Extension in their efforts to educate the public on stormwater. Motion carried unanimously. 3. REQUEST APPROVAL FOR THE EXECUTIVE TO ENTER INTO AN INTERLOCAL AGREEMENT BETWEEN THE NORTHWEST INCIDENT MANAGEMENT TEAM AND THE WHATCOM COUNTY SHERIFF'S OFFICE DIVISION OF EMERGENCY MANAGEMENT FOR PARTICIPATION ON THE INCIDENT MANAGEMENT TEAM (AB2007 -449) Nelson moved to recommend approval to the full Council. Motion carried unanimously. 4. REQUEST APPROVAL FOR THE EXECUTIVE TO ENTER INTO A CONTRACT BETWEEN WHATCOM COUNTY AND NORTHWEST YOUTH SERVICES FOR CONTINUED IMPLEMENTATION OF THE TEEN COURT PROGRAM IN THE AMOUNT OF $18,500 (AB2007 -450) Crawford moved to recommend approval to the full Council. Motion carried unanimously. S. REQUEST APPROVAL FOR THE EXECUTIVE TO AWARD BID #07 -110 TO LOW BIDDER TRI COUNTY OFFICE INTERIORS FOR THE SUPPLY AND INSTALLATION OF MODULAR OFFICE FURNITURE IN DISTRICT COURT IN THE AMOUNT OF $107,136.44 (AB2007 -451) Finance and Administrative Services Committee, 11/20/2007, Page 4 McShane moved to recommend approval to the full Council. Motion carried unanimously. 6. REQUEST APPROVAL FOR THE EXECUTIVE TO ENTER INTO AN INTERLOCAL AGREEMENT BETWEEN WHATCOM COUNTY AND THE LUMMI NATION FOR THE HAXTON WAY PEDESTRIAN AND BICYCLE SAFETY PROJECT IN THE AMOUNT OF $300,000 (AB2007 -414) Crawford moved to recommend approval to the full Council. Motion carried unanimously. 7. REQUEST APPROVAL FOR THE EXECUTIVE TO ENTER INTO A GRANT AGREEMENT BETWEEN WHATCOM COUNTY AND THE WASHINGTON STATE DEPARTMENT OF ECOLOGY FOR COORDINATED PREVENTION GRANT ACTIVITIES TO INCLUDE THE OPERATION OF THE DISPOSAL OF TOXICS FACILITY AND THE ENVIROSTARS PROGRAM IN AN AMOUNT UP TO $438,213 (AB2007 -453) Nelson moved to recommend approval to the full Council. Pharmacy waste is a big issue. He asked if this resource is available for pharmaceuticals. Frank Abart, Public Works Department Director, stated he will find out. It's primarily focused for household hazardous waste, not pharmaceuticals. McShane stated medications are listed in the scope of work. Nelson stated there isn't a mechanism for people to coordinate unless it's through pharmacies. Take that issue back to the committee. Crawford asked if pharmaceuticals are part of the medical waste stream. Nelson stated they are not. There isn't a coordinated process for pharmaceutical waste. Abart stated he would try to find out if they accept pharmaceuticals. Nelson stated this program used to cost $150,000 per year or more. He asked if there has been any cost evaluation. Abart stated there has been a comparison to other facilities. This facility is the collection leader in the state. There are also two alternate facilities. There is a big local effort to get this material where it needs to be. Whatcom County is cheaper. There has been discussion about charging businesses a higher rate. He asked if the committee wants a report on the pharmaceuticals and a cost evaluation. Weimer stated that if it's in the Comprehensive Plan, it will come forward then. If not, it's not a dire issue. There may be other ways to control costs. Nelson stated make sure they are clear on how pharmaceuticals are handled. Motion carried unanimously. S. REQUEST APPROVAL FOR THE EXECUTIVE TO ENTER INTO A CONTRACT BETWEEN WHATCOM COUNTY AND COMPU -TECH INC. FOR TECHNOLOGY Finance and Administrative Services Committee, 11/20/2007, Page 5 UPGRADES TO THE SHERIFF'S AND PROSECUTOR'S RECORDS MANAGEMENT SYSTEMS IN THE AMOUNT OF $71,295 (AB2007 -454) Crawford moved to recommend approval to the full Council. Motion carried unanimously. 9. REQUEST APPROVAL FOR THE EXECUTIVE TO ENTER INTO A GRANT FUNDING AGREEMENT WITH THE WASHINGTON STATE DEPARTMENT OF ECOLOGY TO PROVIDE SUPPORT FOR THE DRAYTON HARBOR SHELLFISH PROTECTION DISTRICT IN THE AMOUNT OF $75,000 (AB2007 -455) McShane moved to recommend approval to the full Council. Weimer asked if this went through the Drayton Harbor Shellfish Protection District Advisory Committee, and if it is one of the advisory committee's high priority. He asked if the committee believes this to be the best use of that money. Erica Strobel, Public Works Department, stated this project is a stormwater retrofit with the City of Blaine. The advisory committee has discussed this for the last couple of years. The City of Blaine did a feasibility analysis for a particular type of stormwater retrofit for reducing bacteria in the harbor. The advisory committee discussed it briefly at the last meeting. They had a quick timeline to apply for the funds. The project received support from the advisory committee. Motion carried unanimously. 10. REQUEST APPROVAL OF THE WHATCOM COUNTY HOUSING ADVISORY BOARD RECOMMENDATIONS FOR FUNDING AND ENTERING INTO CONTRACTS FROM THE 2060 OPERATIONS AND MAINTENANCE RFP# 07 -88 IN THE AMOUNT OF $100,000 (AB2007 -456) Crawford moved to recommend approval to the full Council. Motion carried unanimously. 11. REQUEST APPROVAL FOR THE EXECUTIVE TO ENTER IN TO AN INTERLOCAL AGREEMENT BETWEEN WHATCOM COUNTY AND THE CITY OF LYNDEN FOR THE EAST LYNDEN SUBAREA ANNEXATION (AB2007 -457) McShane moved to recommend approval to the full Council. Motion carried unanimously. OTHER BUSINESS Dewey Desler, Deputy Administrator, stated the administration provided a copy of the third quarter financial report. They can schedule a discussion if there are questions. Whatcom County finds itself spending more money than it takes in. That trend will have to be controlled. Finance and Administrative Services Committee, 11/20/2007, Page 6 1 ADJOURN 2 3 The meeting adjourned at 12:15 p.m. 6 7 Jill Nixon, Minutes Transcription 8 9 10 ATTEST: 11 >>I1111111fff 12 ``.�`` �( Ci Q 13 .•. 14 � � •' A �•. �''. 15 16 Dal a n -. a - oun"cul Crark • STATE OF •.SNING •' %% 1ffrt1il *N WO` WHATCOM COUNTY COUNCIL WHATCOM COUNTY, WASHINGTON vl Sam rawford, Committ e Chair Finance and Administrative Services Committee, 11/20/2007, Page 7