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HomeMy WebLinkAboutFinance March 9 20041 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 WHATCOM COUNTY COUNCIL Finance and Administrative Services Committee March 9, 2004 Committee Chair Sam Crawford called the meeting to order at 11:00 a.m. in the Council Chambers, 311 Grand Avenue, Bellingham, Washington. Present: Absent: Sharon Roy L. Ward Nelson Also Present: Dan McShane COUNCIL "CONSENT AGENDA" ITEM 1. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO AN INTERLOCAL AGREEMENT BETWEEN WHATCOM COUNTY AND THE CITIES OF WHATCOM COUNTY FOR THE PURPOSE OF ADMINISTERING SURCHARGE FUNDS GENERATED AS A RESULT OF SUBSTITUTE HOUSE BILL 2060 AND RCW 36.22.178 (AB2004 -124) Dewey Desler, Deputy Administrator, discussed the history of substitute house bill 2060. The County is required to have an interlocal agreement with all the cities. All the other cities have signed the interlocal agreement. Community members have assisted the County in this effort. The County doesn't have an apparatus for administering this program. The County began collecting funds in July 2002. The amount of the fund now is about $600,000. Part of the revenue is diverted to a special State fund for the same purpose. The majority of the funds are kept locally. Crawford asked if they are absent any regulation on how to disburse the funds. Desler stated one requirement is to have this interlocal agreement. At the point the County Council adopts this agreement, the administration can announce and execute the program. Crawford asked if the percentages are determined by State law. Desler stated they are suggested by the State, but it is the targeted amount the administration recommends over the life of the program. An ad hoc committee of community members worked on this agreement. Roy asked if they are going to set up an operation joint jurisdictional committee. Desler stated the interlocal agreement provides for the creation of a advisory committee appointed by the County Executive that includes all the jurisdictions. There isn't any more information on that. There are principals by which this would be approached. There would be nine to 11 members that would review and help select applications for contract. All those applications would go before the County Council for recommendation. Finance and Administrative Services Committee, 3/9/2004, Page 1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 Roy asked about existing community agencies that support people getting into housing. She asked if those people would be drawn into any discussion of projects. Desler stated they would. There is an existing coalition that works on this issue. This community has a lot of different groups that work on housing. The County may consider a proposal to use the revenues to bond the County to do something very significant. Create a fund of several million dollars, then use the money that comes in to pay the bond. Roy suggested including staff from the Planning Department. There are ways to set up zoning regulations to encourage the disbursement of low- income housing throughout the community, rather than creating a single low- income development. Roy moved to recommend approval to the full Council. David Webster, Northwest Youth Services, stated the administration has been very collaborative. They need capacity, but an increased capacity creates an increased need for operating funds. The percentage split is good, but keep in mind they need to find operating dollars to fund the current level of service. Keep an eye on that. Look at the current needs for those dollars, and decide how much is appropriate given the replenishing amount that is coming in. Look at the amount coming in each year going up in the short term. The notion of floating a bond is interesting, but people are scrambling to keep current capacity afloat with operating dollars. Marty Snyder, Opportunity Council, stated people fought very hard to get this legislation passed. The impetus for the battle was because they need operating dollars. If they begin to close up the services to Northwest Youth Services, Lydia Place, Dorothy Place and other places, the ramifications to the community is huge. Support what they have already, which is their first line of defense. Keep the doors open on the facilities they already have. They are very excited about the potential for new development, but keep the facilities they already have. Crawford asked if they are happy with the 40 -30 -30 funding split. Snyder stated it's a fair split. When the community brought information to the administration, they looked at what was happening in other communities and how the allocations were spread out. It's a standard formula that is being used. Roy suggested that the administration really evaluate the split closely to make sure they can support the agencies that are already in the community. She assumed that would happen. Desler stated it would. Roy asked if the Council would receive ongoing feedback as proposals come forward. Crawford asked if funds would be available for operating expenses for an existing facility if that's what the County wants to do, even if it goes beyond the Finance and Administrative Services Committee, 3/9/2004, Page 2 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 percentage. Desler stated the language doesn't lock them into a time period to meet that split. Also, they can always make an amendment if needed. Crawford asked if operating expenses could be for existing facilities. Desler stated they could. Roy asked how the communication would happen between the County and existing agencies. Desler stated they're not creating a new administrative apparatus to coordinate. The advisory group is one way to have coordination. The County currently supports Lydia Place and other housing organizations from the general fund. Motion carried unanimously. 2. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A CONTRACT AGREEMENT BETWEEN WHATCOM COUNTY AND REGION 3 AIDS SERVICE NETWORK TO PROVIDE FUNDING FOR PREVENTION AND EDUCATION SERVICES FOR HIV /AIDS IN THE COMMUNITY, IN THE AMOUNT OF $129,170 (AB2004 -125) Janet Davis, Community Health Division Manager, stated this is the same contract that has come forward annually for about 12 years. Roy moved to recommend approval to the full Council. Motion carried unanimously. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ACCEPT THE 3AIBG BLOCK GRANT TO PROVIDE ADDITIONAL STAFFING TO SUPPLEMENT THE FULL TIME JUVENILE COURT OFFENDER CASELOAD IN THE AMOUNT OF $50,380 (AB2004 -126) Roy moved to recommend approval to the full Council. Motion carried unanimously. 4. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A STANDARD CONSULTANT AGREEMENT BETWEEN WHATCOM COUNTY AND KPFF CONSULTING ENGINEERS FOR PHASE 2 FINAL DESIGN TO REPLACE HIGH BRIDGE NO. 115 ON LAKE WHATCOM BOULEVARD, IN THE AMOUNT OF $356,918.60 (AB2004 -127) Jim Karcher, Engineering Manager - Design /Construction, stated this is on Lake Whatcom Boulevard, south of the Sudden Valley Market. It goes over No Name Creek. It is a two -span structure that is being replaced with a wider, longer, two -span structure. There is also extensive rockwork to mitigate the potential for a rockslide. The bridge will be ten feet wider, and they'll soften the curve. The bridge includes room for bicycle and pedestrian use. They are getting 80 percent federal dollars on design and 100 percent construction cost. Finance and Administrative Services Committee, 3/9/2004, Page 3 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 Roy asked if Bike /Pedestrian Committee looked at it. Karcher stated staff will meet onsite with the various committees, including the Bike /Pedestrian Committee. Joe Rutan, County Road Engineer, stated the Bike /Pedestrians Committee reviewed the project prospectus overview sheets during the six -year transportation program. The six foot shoulder will be wider than the shoulder on the roadway. The design will improve sight distance so bikes and pedestrians will have better visibility. This is potentially part of the circumnavigation trail the Bike /Pedestrian Advisory Committee is looking at. McShane asked how this qualified for federal money. Karcher stated the bridge is in Whatcom County. When they get to a level of repair considered structurally deficient, bridges are submitted twice a year to a Bridge Replacement Advisory Committee (BRAG), which reviews and rates all the bridges statewide. This bridge went through a series of review processes. It had to be load rated to see how it is faring given the existing condition. It came before the committee and got funding, which is traditionally 80 percent of the project cost. In 2003, a surplus of money was available to the state through this process that supplements the program. The smaller municipalities usually cannot afford the 20 percent match, so the supplements came forward for those more needy communities. The committee proposed to fund 100 percent of the bridge replacement. The design phase will only receive 80 percent of funding. Construction will be funded at 100 percent. The current budget is about $4 million, but it may change because they are dealing with rock structures. Roy moved to recommend approval to the full Council. Motion carried unanimously. S. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A GRANT AGREEMENT BETWEEN WHATCOM COUNTY AND WASHINGTON STATE DEPARTMENT OF ECOLOGY TO FUND ADMINISTRATIVE SUPPORT FOR THE MARINE RESOURCES COMMITTEE, COMMUNITY OUTREACH, AND ROCKFISH DIVE SURVEYS, IN THE AMOUNT OF $50,000 (AB2004 -128) Erika Stroebel, Resources Planner, stated they are going to do two large assessment projects also, in addition to what's listed in the title. They will look at shellfish in the Birch Bay area, which is a very popular recreational shellfish area. It was recently classified as a threatened shellfish area. They want to protect this resource. They will do a shellfish inventory to look at the clam species in the area. They will also do an eelgrass assessment from the north end of the Lummi reservation to Point Whitehorn. They will also look at other submerged aquatic vegetation to develop a current inventory and areas of preservation. The project funds are all from grant funds. Finance and Administrative services Committee, 3/9/2004, Page 4 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 Roy asked for a comment on the volunteer time being contributed to this effort. Stroebel stated there is a general monthly contribution by the Marine Resources Committee (MRC) members and a number of subcommittees are helping to organize the projects. They are trying to line up volunteers for a survey project on rockfish habitat. The shellfish inventory is the first really large volunteer effort. It will require three days of inventory work. They need 400 volunteers for each of those three days. Roy moved to recommend approval to the full Council. Motion carried unanimously. 6. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO AN AMENDMENT TO THE 2003 INTERLOCAL AGREEMENT BETWEEN WHATCOM COUNTY AND THE CITY OF BELLINGHAM FOR SOLID AND HAZARDOUS WASTE MANAGEMENT SERVICES, IN THE AMOUNT OF $16,071.98, FOR A TOTAL AMENDED CONTRACT IN THE AMOUNT OF $379,071.98 (AB2004 -129) Bruce Roll, Water Resources Division Manager, stated additional funds are needed to pay for running the clean green program in 2003. The costs weren't anticipated, and led to overages from the amount of use and the City's desire to recoup costs from the County. The Solid Waste Executive Committee recommends payment of the expenses. Crawford asked for an explanation of documents in the packet. Jeff Monsen, Public Works Department Director, stated the Solid Waste Executive Committee had serious discussions on this issue. Two years ago, the language in the agreement with Bellingham said that if the City spends money, the County will pay it. Two years ago, amendments were made to require the City to alert the County if there were going to be additional costs, so they could decide whether to pay the cost or close the station. In this instance, by the time they realized the costs were going to go over, the expenses were already incurred and there were only two weeks left in the season. Dick McKinley was put on the hot seat at the Solid Waste Executive Committee about making the information flow a little sooner about the increased expenses. Crawford stated he is concerned that the costs are justified. Monsen stated there has been no concern from anyone about the costs not being justified. The discussion was about timing of the process. Roy moved to recommend approval to the full Council. Crawford asked if there has ever been a time when they've used less than the amount budgeted. Monsen stated that each year the growth in use costs at least what they've budgeted. Finance and Administrative Services Committee, 3/9/2004, Page 5 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 is 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 Roy asked if they anticipate not going through this again. Monsen stated the budget for the current year is higher. It should take care of the costs. With the increased use of the facility, there are increased costs of the transport of materials and composting. Also, the big cost increase is maintaining the site due to the amount of increased traffic to the site, which is causing facility problems. Motion carried unanimously. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A FLOOD CONTROL ACCOUNT ASSISTANCE PROGRAM GRANT AGREEMENT BETWEEN WHATCOM COUNTY AND WASHINGTON STATE DEPARTMENT OF ECOLOGY FOR THE REIMBURSEMENT OF $100,000 OF THE COUNTY'S COSTS FOR HYDRAULIC MODEL REFINEMENT AND ALTERNATIVES ANALYSIS FOR THE LOWER NOOKSACK RIVER (AB2004 -130) Paula Cooper, River and Flood Division Manager, stated this is reimbursement funding for work currently underway. The Council already approved some of this work. On call consultants are working on a specific alternatives analysis. The funding was cut in half from last year. Roy moved to recommend approval to the full Council. Motion carried unanimously. 8. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO AWARD BID #04- 20 TO THE LOWEST RESPONSIVE BIDDER, BILL PIERRE FORD, FOR THE PURCHASE OF TWO REPLACEMENT TRUCKS IN THE AMOUNT OF $42,701.74 (AB2004 -131) Roy moved to recommend approval to the full Council. Motion carried unanimously. 9. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO AWARD BID #04- 21 TO THE LOWEST RESPONSIVE BIDDER, MCASPHALT INDUSTRIES, FOR THE ANNUAL SUPPLY AND DELIVERY OF ASPHALTIC EMULSIONS /ROAD OIL IN THE AMOUNT OF $600,000 (AB2004 -132) Roy moved to recommend approval to the full Council. Motion carried unanimously. 10. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO AWARD BID #04- 24 TO THE LOWEST RESPONSIVE BIDDER, COASTLINE TRACTOR, FOR THE PURCHASE OF ONE ROADSIDE MOWING TRACTOR IN THE AMOUNT OF $44,294.70 (AB2004 -133) Finance and Administrative Services Committee, 3/9/2004, Page 6 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 Roy moved to recommend approval to the full Council. Motion carried unanimously. 11. RESOLUTION ORDERING THE CANCELLATION OF WARRANTS MORE THAN A YEAR OLD (AB2004 -134) Roy moved to recommend approval to the full Council. Motion carried unanimously. OTHER BUSINESS (Clerk's Note: End of tape one, side A.) Dewey Desler, Deputy Administrator, stated he wanted to speak on the possibility of developing a biennial budget for 2005 -2006. It would create certain efficiencies. He submitted information (on file). Crawford stated they talked about it a few years ago. He asked why they didn't go forward at that time. Desler stated there was a fair amount of flux in revenue issues at that time. The administration is willing to move ahead now. Roy stated the Council can provide better policy guidance, and it would be easier on department heads. It would be more efficient for everyone. The only downside for politicians is that one could be elected to the County Council, and not be able to contribute to the budget for two or three years. It reduces people's influences, however that's not a big issue for her. Desler stated the budget would be for 2005 and 2006. A new councilmember would take office in January of 2006, so they'd be in the middle of a budget process. After eight or nine months of being a councilmember, the budget process would begin. That's how it would occur today. Crawford asked if department heads are in favor of it. Desler stated they are. Initially it would be a biennial budget with two one -year allotments. In the middle of the biennium, the administration would come to the Council with an in- depth report. The administration would still use the supplemental budget process to make changes. Crawford asked the administration to bring forward a resolution of support for the next Finance Committee. Desler stated he would. They're thinking about developing a project budget that extends beyond the annual budget. McShane stated that they should focus on the areas of the budget that look challenging. They don't pay enough attention to the capital roads project, which probably has more impact than the actual budget because it projects a plan that Finance and Administrative Services Committee, 3/9/2004, Page 7 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 4' 5L may not be sustainable. Manipulations of how things are ranked have the potential of having serious consequences. In addition, when the biennial budget is adopted, decide on a couple of areas they want to review in a year to see how things are going. READING OF PUBLIC EMPLOYMENT RELATIONS COMMISSION NOTICE (AB2004 -135) Wendy Wefer - Clinton, Human Resources Associate Manager, stated this is because of a decision brought down by the Public Employment Relations Commission. This notice has to be read before a public meeting of the Council, so she brought it before this committee. Brenner asked if it has to be read at the Council. Wefer- Clinton stated this is where the administration brings all the labor relations matters. Crawford read the notice (on file and attached). He further stated that the parties resolved the issues on rules of operation and management rights and came to an agreement in May 2003 on the wording that would appear in the 2003 -2005 collective bargaining agreement. ADJOURN The meeting adjourned at 12:05 p.m. Jill Nixon, Minutes Transcription ATTEST: yC Dana Bro4M- Dgvis,'Conncil Cldrk STATE OF: g9HING��� WHATCOM COUNTY COUNCIL WHATCOM COUNTY, WASSH,INNGTON A '� i Sa Crawford, Comm 'tee Chair (Clerk's Note ? .... Do not remove the attached Public Employee's Relations Commission Notice from these meeting minutes.) Finance and Administrative Services Committee, 3/9/2004, Page 8 APPENDIX PUBLIC EMPLOYMENT RELATIONS COMMISSION Ems NOTICE 9r�i � .C�iti� Yf s1 THE PUBLIC EMPLOYMENT RELATIONS COMMISSION, A STATE AGENCY, HAS HELD A LEGAL PROCEEDING IN WHICH ALL PARTIES WERE ALLOWED TO PRESENT EVIDENCE AND ARGUMENT. THE COMMIISSION HAS FOUND THAT WE HAVE COMMITTED UNFAIR LABOR PRACTICES IN VIOLATION OF A STATE COLLECTIVE BARGAINING LAW, AND HAS ORDERED US TO POST THIS NOTICE TO OUR EMPLOYEES: _.. WE WILL remove the following language (or similar language) from our proposals for a collective bargaining agreement with the Whatcom Count Deputy Sheriff's Guild (union): y [Regarding rules of operating the department) : Any unresolved objection regarding the reasonableness of any new or revised rule that involves a material change on bargaining unit employees in a mandatory subject to bargaining within the meaning of RCW 91.56, i.e., "wages, hours or working conditions ", may be submitted to arbitration by the Guild pursuant to Article 23 of this Agreement. The arbitrator's jurisdiction and authority in such cases shall be limited to deciding whether the Department has made a material change in a mandatory subject of bargaining and, if so, whether the new or revised rules is reasonable. If the arbitrator decides that the rules is not reasonable, he /she may as an exclusive remedy order the County to rescind the rule and restore the status quo ante. The arbitrator shall have no authority to otherwise alter or modify the Department's rules. [Regarding management rights]: (T) he County has the right to discipline, temporarily lay off or discharge employees; to assign work and work locations; to determine duties of employees; to schedule hours of work, to determine the number of employees to be assigned to duty at any time; to determine the number, locations and operations of Headquarters and satellite offices; to relocate the Department's operations or any part thereof; and such other .rights as are normal to County government and not expressly limited in this Agreement or applicable laws. WE WILL bargain in good faith with the Whatcom County Deputy Sheriff's Guild concerning the wages, hours and working conditions of the employees represented by that union. WE WILL NOT, in any other manner, interfere with, restrain, or coerce our employees in the exercise of their collective bargaining rights under the laws of the State of Washington. W COM OUNTY DATED: 5 0 BY: Authorized Representative THIS IS AN OFFICIAL NOTICE AND MUST NOT BE DEFACED BY ANYONE. This notice must remain posted for 60 consecutive days from the date of posting, and must not be altered, defaced, or covered by any other material. Questions concerning this notice or compliance with the order issued by the Commission may be directed to the Public Employment Relations Commission, 603 Evergreen Plaza Building, P. O. Box 90919, Olympia, Washington 98504 -0919. Telephone: (360) 570 -7300.