HomeMy WebLinkAboutFinance January 27 20041
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DISCLAIMER: This document contains the Whatcom County Council or Committee
minutes, as approved. However, unless an attested signature page is attached, they
are not the final approved minutes.
WHATCOM COUNTY COUNCIL
Finance and Administrative Services Committee
January 27, 2004
Committee Chair Sam Crawford called the meeting to order at 11:05 a.m. in
the Council Chambers, 311 Grand Avenue, Bellingham, Washington.
Present:
L. Ward Nelson
Sharon Roy
Also Present:
Barbara Brenner
Laurie Caskey- Schreiber
Dan McShane
Seth Fleetwood
SPECIAL ORDER OF BUSINESS
Absent:
None
1. ELECTION OF COMMITTEE CHAIR (AB2004 -023)
Roy nominated Crawford.
Motion carried unanimously.
COMMITTEE DISCUSSION AND RECOMMENDATION TO COUNCIL
1. ORDINANCE REVISING WHATCOM COUNTY CODE 24.01, PUBLIC
HEALTH ADVISORY BOARD (AB2004 -062)
Crawford stated this is not a matter for the Finance Committee. It will move
forward to the Council with no recommendation.
The committee concurred.
3. ORDINANCE AMENDING WHATCOM COUNTY CODE 2.02.150,
REGARDING WHATCOM COUNTY COUNCIL STANDING COMMITTEES
(AB2004 -028)
Crawford moved to refer this item to the Public Works Committee.
Motion carried unanimously.
Finance and Administrative Services Committee, 1/27/2004, Page 1
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DISCLAIMER: This document contains the Whatcom County Council or Committee
minutes, as approved. However, unless an attested signature page is attached, they
are not the final approved minutes.
2. ORDINANCE AMENDING THE 2004 WHATCOM COUNTY BUDGET,
FIRST REQUEST (AB2004 -063)
Dewey Desler, Deputy Administrator, stated this is a request to add capacity
to the Parks Department for extra help. The administration approves the request.
The request from Planning and Development Services is to provide
assistance to deal with increased permit activity. There will be revenue from the
increased activity. The Planning Department also received a large grant from the
State to fund the Shorelines Master Program. The budget authority for that grant is
included. Finally, the Planning Department received a State grant to support and
update the Comprehensive Plan. The budget supplemental request has no fiscal
impact to the general fund.
Nelson moved to recommend approval to the full Council.
Roy asked about the transfer requested from the Planning Department.
Desler stated the additional revenue comes in under the critical areas funds. There
is additional revenue in the zoning portion and subdivision fees. The total revenue
budgeted is the same as the expenditures.
Nelson asked for specifics about the reason for the increased permit activity.
Sam Ryan, Building Services Division Manager, stated there will be a change
in codes in July. The increase in activity now is from regular activity.
Motion carried unanimously.
4. REQUEST AUTHORIZATION TO RENEW WHATCOM COUNTY'S
PROPERTY INSURANCE POLICY (AB2004 -067)
policy.
Dewey Desler, Deputy Administrator, stated this is done annually.
Nelson moved to authorize the administration to renew the insurance
Motion carried unanimously.
OTHER BUSINESS
Caskey- Schreiber stated the committee needs to discuss the ordinance
amending Whatcom County Code 3.20 by imposing an additional one
quarter percent real estate excise tax upon the sale of real property in the
unincorporated areas of the county and altering subsection 3.20.050B to
reflect State legislative restrictions upon the expenditure of existing
County real estate excise tax revenues (AB2004 -066).
Finance and Administrative Services Committee, 1/27/2004, Page 2
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DISCLAIMER: This document contains the Whatcom County Council or Committee
minutes, as approved. However, unless an attested signature page is attached, they
are not the final approved minutes.
COUNCIL "CONSENT AGENDA" ITEM
1. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
CONTRACT AGREEMENT BETWEEN WHATCOM COUNTY AND
WHATCOM COUNSELING AND PSYCHIATRIC CLINIC TO PROVIDE A
VARIETY OF MENTAL HEALTH SERVICES INCLUDING JAIL CASE
MANAGEMENT PROGRAM, ELDER - GATEKEEPER SERVICES,
SUPPORTED LIVING, ACTIVITY CENTER (RAINBOW CENTER), AND
PEER COUNSELOR OUTREACH PROJECT, IN THE AMOUNT OF
$206,622 (AB2004 -068)
Andy Byrne, Human Services Manager, stated this is an ongoing contact. A
variation of it expired December. In response to a request for qualifications (RFQ),
these five statements of work were awarded. This is a consolidated contract. They
are for a variety of services. The money is within the general fund. It comes from
County mental health dollars and from the North Sound Mental Health Association.
Roy moved to recommend approval to the full Council.
Nelson stated the five counties in the regional network spend one of the
larger amounts per capita. It's commendable that this county has maintained that
service outside the scope the State provides. It has helped to reduce the need for
crisis services locally and regionally.
Motion carried unanimously.
2. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
PROFESSIONAL SERVICE CONTRACT BETWEEN WHATCOM COUNTY
AND CATHOLIC COMMUNITY SERVICES OF WESTERN WASHINGTON —
NORTHWEST TO PROVIDE FAMILY RESPITE, OUTPATIENT MENTAL
HEALTH AND SUBSTANCE ABUSE SERVICES, AND PSYCHIATRIC
CONSULTATION FOR CHILDREN AND THEIR FAMILIES, IN THE
AMOUNT OF $30,958 (AB2004 -069)
Nelson moved to recommend approval to the full Council.
Motion carried unanimously.
3. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO AN
AMENDMENT TO A PROFESSIONAL SERVICES AGREEMENT BETWEEN
WHATCOM COUNTY AND WESTCOAST COUNSELING AND TREATMENT
CENTER FOR OUTREACH AND ENGAGEMENT SERVICES TO PEOPLE
WITH SEVERE SUBSTANCE ABUSE PROBLEMS IN CRISIS, IN THE
AMOUNT OF $60,000 FOR A TOTAL AMENDED CONTRACT IN THE
AMOUNT OF $107,500 (AB2004 -070)
Finance and Administrative Services Committee, 1/27/2004, Page 3
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DISCLAIMER: This document contains the Whatcom County Council or Committee
minutes, as approved. However, unless an attested signature page is attached, they
are not the final approved minutes.
Roy moved to recommend approval to the full Council.
Nelson asked the reason for the reduction.
Andy Byrne, Human Services Manager, stated it's an increase. The contract
started in March 2003 at the amount of $47,500. They increased it to $60,000 for
the entire year. It's a one -year contract with an option to renew. This is the
second of three possible renewals. The money is through the State Division of
Alcohol and Substance Abuse (DASA).
Nelson asked if they can expect any help from DASA regarding co- occurring
disorders. Byrne stated the State is okay with providing assistance to clients with
mental illnesses as long as the clients have substance abuse problems also.
Motion carried unanimously.
4. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
CONTRACT AGREEMENT BETWEEN WHATCOM COUNTY AND SUN
COMMUNITY SERVICES TO PROVIDE SHORT -TERM TRANSITIONAL
HOUSING SERVICES TO WHATCOM COUNTY CONSUMERS WITH
MENTAL ILLNESS, IN THE AMOUNT OF $93,302 (AB2004 -071)
Nelson moved to recommend approval to the full Council.
Motion carried unanimously.
S. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
CLEAN WATER ACT SECTION 319 NONPOINT SOURCE FUND GRANT
AGREEMENT BETWEEN WHATCOM COUNTY AND THE WASHINGTON
DEPARTMENT OF ECOLOGY TO PROVIDE FOR REIMBURSEMENT OF
750/o OF THE COUNTY'S COSTS FOR CONTINUING IMPLEMENTATION
OF THE RIPARIAN REVEGETATION PROGRAM, IN THE AMOUNT OF
$666,667 (AB2004 -072)
Bruce Roll, Water Resources Division Manager, stated this is a continuation
of work to provide for maintenance and vegetation to repair buffers where they're
doing active projects. It also funds a jail crew.
Roy moved to recommend approval to the full Council.
Nelson asked about the funding match. Roll stated the State Department of
Ecology contributed a $500,000 grant and $166,667 is from the County.
Nelson asked the source of the interlocal for $50,000. Roll stated the
Conservation District contributes that amount. They also have to provide a match.
Finance and Administrative Services Committee, 1/27/2004, Page 4
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DISCLAIMER: This document contains the Whatcom County Council or Committee
minutes, as approved. However, unless an attested signature page is attached, they
are not the final approved minutes.
Dewey Desler, Deputy Administrator, stated the money from the
Conservation District would serve as part of the 25% match requirement.
Jeff Monsen, Public Works Director, stated the cash amount listed in the
paperwork should specify $116,666 from the County. The total intended match is
$166,667 and has been budgeted.
Roy asked if these are competitive grants. Roll stated they are. They are
ranked locally. The Department of Ecology determines the project priorities. Every
year, the funding process happens and a local priority list is generated and
submitted to the Department of Ecology. That ranking isn't the same as the
Department of Ecology ranking. The Department of Ecology generally gives
guidelines on the types of expenses that are eligible.
Motion carried unanimously.
6. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO AN
ECONOMIC DEVELOPMENT INVESTMENT PROGRAM INTERLOCAL
LOAN AGREEMENT BETWEEN WHATCOM COUNTY AND THE PORT OF
BELLINGHAM, IN THE AMOUNT OF $500,000 (AB2004 -073)
Nelson moved to recommend approval to the full Council.
Motion carried unanimously.
7. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO APPROVE THE
PURCHASE OF THREE POLICE PURSUIT VEHICLES USING THE
WASHINGTON STATE CONTRACT, FROM FRONTIER FORD FOR A
TOTAL PURCHASE PRICE OF $67,697.35 (AB2004 -074)
Roy moved to recommend approval to the full Council. She asked if there
are different kinds of sheriff vehicles for non - pursuit purposes.
Mary Green, Equipment Rental and Revolving (ER &R) Division Manager,
stated there are different vehicles for the Sheriff's Office patrol. They have
separate suspensions and roll bars. There are signs in the pursuit cars indicating it
is a pursuit vehicle.
Motion carried unanimously.
8. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO APPROVE THE
PURCHASE OF FOUR REPLACEMENT VEHICLES USING THE
WASHINGTON STATE CONTRACT, FROM COLUMBIA FORD FOR A
TOTAL PURCHASE PRICE OF $110,454.72 (AB2004 -075)
Nelson moved to recommend approval to the full Council.
Finance and Administrative Services Committee, 1/27/2004, Page 5
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DISCLAIMER: This document contains the Whatcom County Council or Committee
minutes, as approved. However, unless an attested signature page is attached, they
are not the final approved minutes.
Brenner asked why these vehicles cost more that the vehicles requested in
the previous item.
Mary Green, Equipment Rental and Revolving (ER &R) Division Manager,
stated these are 4 -wheel drive Ford Explorers. Some of them are replacing Crown
Victorias.
Crawford asked if this cost is in the 2004 budget. Green stated it is.
Motion carried unanimously,
9. RESOLUTION CANCELING UNCOLLECTIBLE PERSONAL PROPERTY
TAXES (AB2004 -076)
Nelson moved to recommend approval to the full Council.
Motion carried unanimously,
10. RESOLUTION ACCEPTING THE TREASURER'S LIST OF PROPERTY TAX
REFUNDS (AB2004 -077)
Nelson asked about refunds that are several thousand dollars.
Crawford asked what defines a Department of Revenue exempt organization.
Steve Oliver, Deputy Treasurer, stated the Department of Revenue issues
some guidelines for property tax exemptions for certain service organizations and
nonprofit organizations. The organizations have to apply to the Department of
Revenue annually to get the exemption. Depending on the timing of when they
apply and when the Department of Revenue approves the exemption, the
organization may pay the taxes before the exemption comes through. The
Treasurer's Office has to refund those funds back to the organization. They do pay
statutory interest on the refunded amount.
Roy moved to recommend approval to the full Council.
Motion carried unanimously,
OTHER BUSINESS
1. PRESENTATION AND DISCUSSION ABOUT FINANCING OF LONG -
RANGE CAPITAL PROJECTS THAT ARE CURRENTLY BEING
CONSIDERED BY THE PUBLIC WORKS DEPARTMENT (AB2004 -078)
Jeff Monsen, Public Works Director, stated he would talk about future
projects in his department. He would present information on projects that aren't
Finance and Administrative Services Committee, 1/27/2004, Page 6
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DISCLAIMER: This document contains the Whatcom County Council or Committee
minutes, as approved. However, unless an attested signature page is attached, they
are not the final approved minutes.
typical. He is not asking for money right now. They are in a situation where they
have more things they want to do than they can finance or work on. Stormwater
management is one of the things they are considering doing. It's also something
they have put limited resources toward. Ten to fifteen years ago, it was common to
approve and complete road projects in 12 to 18 months. Now, it takes three to six
years to do some of those same activities because, in part, of stormwater
requirements. He read his power point presentation into the record (on file). The
County can't complete the list of potential future projects that aren't typical
because of financing and programmatic concerns. To accomplish the projects on
that list, the County will need to come up with creative financing. Right now, there
is no financing other than the general fund to do stormwater management and
stormwater capital improvements.
(Clerk's Note: End of tape one, side A.)
Monsen continued to state that the flood district is geared up to spend its
funds on pre - planned flood hazard activities. There is a declining fund balance.
Therefore, they will need to find a new revenue source for a lot of stormwater
activities that would define how much they do. Another option is to go to the
community and ask them to vote on whether or not the community would finance a
particular project. He continued to read from his Power Point presentation. They
need to make major adjustments to their current project pace and plans if they are
going to take on any of the projects on the list. There are very important projects
on that list.
Brenner stated one project on the list is about widening a road to current
standards. Also, projects are taking longer because of new environmental
standards. It's very frustrating to her to deal with the fact that the roads keep
getting wider and wider. Especially in the Lake Whatcom watershed, they have to
start looking at how they do the roads. A major environmental problem is putting
more asphalt in the environment. She asked if anyone is coming up with ideas to
narrow the roads, not widen the roads. Monsen stated they need to think outside
the box on a lot of these activities. If they access State and federal financial
support, road or other construction standards come with those monies. The County
begins to lose design flexibility. If the County truly finances this work locally, they
only have to answer to risk management and future potential tort claims. The
County will have more flexibility with the standards.
Brenner stated there is plenty of flexibility about the sizes of sidewalks and
shoulders. Every time this comes up, they install all of it. She doesn't feel like
there is any flexibility on the part of the Public Works Department staff.
Roy asked if this is related to the increase in the real estate excise tax
(REET). She asked if these projects would be eligible for the additional REET funds.
Dewey Desler, Deputy Administrator, stated many projects would be eligible.
He asked the Parks Department Director to address key issues regarding County
Finance and Administrative Services Committee, 1/27/2004, Page 7
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DISCLAIMER: This document contains the Whatcom County Council or Committee
minutes, as approved. However, unless an attested signature page is attached, they
are not the final approved minutes.
parks and trails programs. Even some of the larger repair costs are eligible
expenses of the REET fund.
Mike McFarlane, Parks Department Director, submitted a handout (on file)
that lists projects for which they'll have difficulty finding a source of funding. They
are primarily maintenance and improvement projects to the existing facilities. Most
will have a 15- to 20 -year life. There are cost details for some of the projects, but
not all. They could look for grant funding and then use another source of funding
for the local match for leverage. Most are not projects that would typically be
funded through grants.
Roy asked if there are any rough estimates about the costs. McFarlane
stated he's not prepared that yet.
Desler stated the administration will come forward with a proposal to do
more comprehensive study of trails and parks.
Crawford stated this issue has to do also with the Ordinance amending
Whatcom County Code 3.20 by imposing an additional one quarter percent
real estate excise tax upon the sale of real property in the unincorporated
areas of the county and altering subsection 3.20.050b to reflect state
legislative restrictions upon the expenditure of existing county real estate
excise tax revenues (AB2004 -066). He asked how they have this dialogue.
Desler stated the rationale for doing this is because there are issues that have
larger impacts on the County for which the administration wants to have a
discussion. Often, the Council deals with the day -to -day issues of contracts and
more detailed elements of the plans. There are month -to -month demands for
additional services in the community. There are also larger issues they need to
think about. The administration wants to have a discussion with the Council about
addressing those larger issues. They're stretched to the maximum. They have to
discuss how to handle future demands that occur because of new federal mandates
regarding water quality and stormwater. Keep the larger, long -term issues in mind
when they deal with the business of the County. The administration wants the
Council to have knowledge and feedback on ways to work together in the future.
Crawford stated he doesn't know the protocol by which the Council would
discuss these larger issues with the Executive and administration. Desler stated the
Executive is charged with bringing forward a capital facilities improvement plan and
the six -year road program. The administration has chosen to bring the master
facilities plan and larger public works issues to the Council before plans are
finalized. The administration wants to have a regular dialogue about the direction
they're moving so the Council feels as if it's involved in the planning.
Crawford stated that approach is practical for a tool to do regular long -term
administration of facilities. The Executive doesn't bring forward ideas for issues
that will be controversial. Desler stated the administration asked Mr. Monsen to
respond to some issues that are just a part of what they will deal with in the near
Finance and Administrative Services Committee, 1/27/2004, Page 8
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DISCLAIMER: This document contains the Whatcom County Council or Committee
minutes, as approved. However, unless an attested signature page is attached, they
are not the final approved minutes.
future. There is a longer term issue regarding roads and stormwater. Today is an
opportunity to provide feedback to the administration on the details of some of
these things. Hopefully it will bring up questions that the administration can
answer. The administration is planning to bring forward specific plans and
directions to the Council.
Crawford stated Mr. Monsen may be reluctant to bring forward ideas on how
to address certain needs without going through the Executive. He'd like to see that
reluctance gone. Desler stated it's out of respect that the Executive is doing this.
The Executive could make certain plans without discussing it with the Council.
However, the administration won't do that because it desires to work cooperatively.
McShane stated the Council's role of the revenue stream is a tricky issue.
The current administration's style may be more subtle in working with the Council.
The administration has already made him aware of all these projects. It comes
down to the Council setting policy for how the administration carries out the
administration's duties. Through the budget process, the Council sets policy on
how the administration operates and the level of service. Over the years, he's seen
and heard complaints about a lack of infrastructure and maintenance of park
facilities. He hasn't heard too many complaints about the County not doing enough
about stormwater through the National Pollution Discharge and Elimination System
(NPDES) process, but the Council is aware that the permit process is looming and
will have significant impacts on other projects that are important to the community.
Caskey- Schreiber stated the Council's role is to make policy. The Executive
works well with the Council in that respect. The Executive usually provides the
Council with information, and then lets the Council set the policy. This presentation
today is about a big, philosophical policy decision regarding BEET. The question is
whether the County has a vision of how it will meet growth demands in the future.
REET is one tool to keep the amenities that keep Whatcom County a great place to
live. Every county in the state with an unincorporated population over 50,000,
except Whatcom and Yakima counties, is already at a .5 percent REET level. To
service growth, a county has to be ahead on infrastructure. REET allows them to
do that. The county will remain healthy and vibrant if it doesn't lose as it grows.
She's fine with the Executive letting the Council lead the way on setting policy.
Nelson stated he doesn't have information on a dollar figure, return on
investment, or impacts on the community regarding the items on the list. He asked
if REET is the only available source of funding for these projects. They have to
prioritize the projects. Worry about the details of the projects before they worry
about getting the money.
Brenner stated they are not mutually exclusive. Whether or not they get
BEET, pick apart each project to make sure it's something they want to do. The
REET appeals to her because REET funds are collected when a transaction occurs,
which is fairer than other taxes.
Finance and Administrative Services Committee, 1/27/2004, Page 9
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DISCLAIMER: This document contains the Whatcom County Council or Committee
minutes, as approved. However, unless an attested signature page is attached, they
are not the final approved minutes.
Caskey- Schreiber stated they don't know exactly how much they're going to
take in with the increased REET. It depends on growth and sales next year. She is
comfortable with not having an exact accounting of how much they are going to
spend. It's more prudent to get the funds before they spend them. The funds can
be used lots of ways to give back to the community. The Washington State
Association of Counties (WSAC) is going to lobby the legislature for more flexibility
on how these funds can be used. If the County doesn't do this now, it's constantly
losing the ability to address future problems.
Crawford asked if the administration is going to make a presentation on REET
during the evening's meeting. Desler stated it is.
Roy asked if a tax on real estate transactions is also on new construction.
Desler stated it is.
Roy stated the REET is very logical. It pays for public facilities to
accommodate growth. There could not be a more direct link between public service
facilities and a tax. They're talking about an increase of around $1 million. The
capital improvement projects on this list, which they'd have to prioritize, include
plenty of legitimate projects that would cost more than the amount of money they'd
collect.
Nelson stated this can only go for construction costs. Desler stated it also
pays for maintenance, but not ongoing operating costs.
Nelson asked if the County would have resources to handle ongoing
operating costs that may incur due to continued growth. Make sure the County can
fund the continuation of government before they put money into capital
improvements to facilities. Desler stated there is some challenge regarding future
operational costs. The County is going to be 150 years old this year. They project
that the County will continue to grow.
The one -tenth of one percent increase for jail financing issue has come up.
The public may perceive that the County is going too far. The administration is
thinking about some kind of voter initiative in the fall. This particular REET tax is a
Council- approved additional tax. To the extent they can use funds like this to pay
for the support of the investments they've already made in the community, it
doesn't have to compete with the precious general fund money to pay for these
kinds of issues, which makes those general fund monies unavailable to support
other services.
Caskey- Schreiber stated that if this is passed, it would immediately free up
$250,000 in the general fund.
Brenner stated a $300,000 home would generate an additional $750 from
the REET tax.
Finance and Administrative Services Committee, 1/27/2004, Page 10
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DISCLAIMER: This document contains the Whatcom County Council or Committee
minutes, as approved. However, unless an attested signature page is attached, they
are not the final approved minutes.
Steve Oliver, Deputy Treasurer, stated that in the code that authorizes the
REET, there is a provision that doesn't require the Treasurer's Office to begin
collecting the tax until up to 60 days from when it was authorized. In this case, the
Treasurer's Office doesn't anticipate a change creating an undue hardship.
However, it would be a good idea for the Council to specify an effective date so the
Treasurer can notify title companies and the real estate community about when this
tax will become effective.
Brenner asked if this would be the same thing the Treasurer's Office does
already, but with just a different percentage. Oliver stated the Treasurer's Office
processes the two percentages differently, but someone paying it just sees one
amount being collected. The Treasurer's Office system can accommodate these
kinds of changes.
Desler stated they would set up a separate second quarter REET fund.
Caskey- Schreiber stated the Treasurer's Office gets to capture one percent of
the tax collected to alleviate their administrative costs. Oliver stated that one
percent goes back to the general fund.
ADJOURN
The meeting adjourned at 12:30 p.m.
Jill Nixon, Minutes Transcription
ATTEST:
Dana Brown - Davis, Council Clerk
WHATCOM COUNTY COUNCIL
WHATCOM COUNTY, WASHINGTON
Sam Crawford, Committee Chair
Finance and Administrative Services Committee, 1/27/2004, Page 11