HomeMy WebLinkAboutFinance April 8 20031
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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
April 8, 2003
The meeting was called to order at 11:00 a.m. by Committee Chair Sam
Crawford in the Council Chambers, 311 Grand Avenue, Bellingham, Washington.
Present: Absent:
Sharon Roy L. Ward Nelson
Also Present:
Dan McShane
Barbara Brenner
Laurie Caskey- Schreiber
COUNCIL "CONSENT AGENDA" ITEM
1. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
USE OF PREMISES AGREEMENT WITH LUMMI COMMERCIAL COMPANY
FOR LUMMI ISLAND FERRY PARKING AREA AT GOOSEBERRY POINT,
IN THE AMOUNT OF $35,227 (AB2003 -144)
Dick Prieve, Temporary Help, stated the casino seems to be operating well.
More people seem to be devoting time to the project. Staff has been successful in
meeting with the Lummi Nation about the project. He submitted amendments to
the contract (on file).
Crawford asked what improvements would be made, as are referenced in the
new language in section 3. Prieve stated those improvements they will do are to
remove some of the existing fence, relocate and add fencing, move some lighting,
do minor grading work. He anticipates it will cost $30,000 or less to make those
improvements.
Brenner asked for an explanation of the new language to section 3 regarding
termination and the value of the improvements. Prieve stated the language means
that the value of the improvements will not exceed $30,000. Each side will only be
responsible for a maximum of $30,000.
Crawford asked for an overview of the arrangement. He recalled that the
County has a long -term lease with the Lummi Nation that will end at the end of this
decade. He asked how this fits in with the broader issue of the long -term lease.
Prieve stated the long -term lease is a 25 -year lease. It expires in 2010. Hopefully
they will be able to negotiate another 25 -year lease. It does not involve this
property. This is a three -year agreement, which they can roll over.
Finance and Administrative Services Committee, 4/8/2003, 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.
Crawford asked how they arrived at the figure. Prieve stated staff looked at
comparable parking areas and comparable costs.
Brenner asked if the termination language added should be reworded so that
neither party is responsible for improvements of more than $30,000. Prieve stated
this is the language that the Lummi Nation adopted. The County's legal counsel
accepts the language.
Crawford stated either party could opt out with 30 days notice.
Art Thomas, 2620 Islandview, Lummi Island, stated he represents the Lummi
Island Transportation Committee. The transportation committee has been meeting
with Public Works Department staff for several years on this and other issues. The
transportation committee supports the efforts of the County staff to develop much
needed parking on the mainland. They anticipate that the capital costs for parking
spaces will be financed with the same funds that any other capital facility for
parking is financed in the county.
Roy moved to recommend approve the amended version of the use -of-
premises agreement.
Motion carried unanimously.
2. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO AN
AMENDMENT TO THE INTERLOCAL AGREEMENT BETWEEN WHATCOM
COUNTY AND PUBLIC UTILITY DISTRICT NO. 1 REGARDING
CONTRACT ADMINISTRATION AND PROJECT OVERSIGHT FOR THE
WRIA 1 WATERSHED MANAGEMENT PROJECT, IN THE AMOUNT OF
$38,500 (AB2003 -145)
Dr. Bruce Roll, Water Resources Division Manager, stated that due to staffing
shortages, he would like to contract with the Public Utility District (PUD) No. 1 for
this service.
Brenner asked when John Sproul left the position, and whether the County
will fill the position. Roll stated Dr. Sproul left in July. He decided they might want
to hire new skill sets as water resources inventory area (WRIA) 1 moves into the
implementation phase of the WRIA project.
Caskey- Schreiber stated part of the contract would involve monitoring of the
contract with Utah State University (USU). That seems unusual. She asked if the
County needs to make sure that USU is accountable to the County. Roll stated it is
a Joint Board contract, not a County contract. Executive Kremen is a member of
the Joint Board, and is designated as the liaison between the Joint Board and the
contractor. Executive Kremen's designee, he and Dr. Spoul, were serving that
function. It is common practice to hire for this purpose. They need someone with
Finance and Administrative Services Committee, 4/8/2003, 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.
good familiarity with the project. Dr. Sproul's position has not been filled. This will
fill the gap until he fills that position.
Desler stated he is not aware of any other contract for which they hire
someone else to monitor.
Caskey- Schreiber asked if there is anyone in -house that could do this. Roll
stated there is not now.
Roy asked about the difference in costs between Dr. Sproul's position and
the PUD. She asked if the cost is an additional $15,000 over what they would have
paid Dr. Sproul. Roll stated he is only paying on an hourly basis, and is paying
about $52 per hour. Dr. Sproul's per hour rate was a little more than that. He
keeps up on all the activities and communications between this contractor and any
of the WRIA people. In one week, there are anywhere from seven to eight
meetings going on. In addition, there is a need to transmit information between
many people. It is impossible for him to do that by himself.
Roy asked if the service is costing the County any more with the PUD than if
the County would have paid Dr. Spoul. Roll stated it is not.
Roy asked if this contractor has a fulltime job in addition to doing this
contract. Roll stated the person does not.
Brenner stated she is not comfortable with the PUD overseeing these kinds of
contracts. The PUD is an interested party. She asked if this was brought to the
caucuses. Roll stated the caucuses are aware of the contract. The contractor has
been working in this roll for several months already. The work has been
outstanding, and the caucuses will confirm that.
Roy moved to recommend approval to the full Council.
Motion carried unanimously.
Desler stated he could see this type of process being used in future services,
such as construction management. The County may hire a professional firm or
person to assist in construction monitoring.
3. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
CONTRACT AGREEMENT BETWEEN WHATCOM COUNTY AND REGION 3
AIDS SERVICE NETWORK TO PROVIDE HIV /AIDS PREVENTION
ACTIVITIES, INCLUDING COUNSELING AND TESTING, OUTREACH,
VOLUNTEER SERVICES, CASE MANAGEMENT AND EDUCATION, IN
THE AMOUNT OF $132,940 (AB2003 -146)
Terry Hinz, Assistant Director, stated this comes forward every year.
Nothing has changed.
Finance and Administrative Services Committee, 4/8/2003, 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.
Motion carried unanimously.
4. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
LEASE AGREEMENT BETWEEN WHATCOM COUNTY AND THE BIRCH
BAY LIONS CLUB TO OPERATE A HOSTEL FACILITY AT BAY HORIZON
PARK, AS A RESULT OF RFP #03 -07 (AB2003 -147)
Lynne Givler, Parks Operation Manager, stated the County had an agreement
with American Youth Hostel to run the Birch Bay Youth Hostel. When the second
term expired, the County looked at statistics for how many people were using the
facility, which was low. The Parks Director wanted a more active group in the
facility, and put out a request for proposals (RFP). The only applicant was the Birch
Bay Lions Club. The Parks Department has been working with the Birch Bay Lioins
Club to put together a contract similar to the one the Parks Department had with
the Youth Hostel. They hope to enter into that agreement as soon as possible, and
run it through the end of September, when they reevaluate of how things are going
and hopefully enter into an extension.
Roy moved to recommend approval to the full Council.
McShane stated it seems like it would be an appealing place to visit if anyone
knew about it. He asked if the Convention and Visitor's Bureau is involved in
advertising.
Patrick Alesse, 4825 Alderson Road, stated he is handling the marketing for
this site. They do have brochures in the Blaine Visitor's Center, Ferndale Visitor's
Center, and a couple of places at Birch Bay. There will be brochures in the
Bellingham Visitor's Center. He is planning for another brochure to be sent to
several places. He also plans to have the hostel on the website for resources within
the area and near British Columbia. He thanked the Council for supporting the
project.
McShane stated Mr. Alesse and the Parks Department deserve the credit for
putting the project together. He suggested letting the Audubon Society know so
their birders will stay there.
Roy stated Mr. Alesse could also let the Convention and Visitor's Bureau
know, so the information on the hostel is distributed countywide. The facility is
pretty upscale for a hostel. The place used to be officers' quarters.
Motion carried unanimously.
Finance and Administrative Services Committee, 4/8/2003, 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.
5. RESOLUTION AMENDING COUNTY ROAD PROJECT (CRP) NO. 9009051
"LUMMI VIEW DRIVE" TO INCLUDE CONSTRUCTION FUNDING OF
$1,000,000 (AB2003 -148)
Joe Rutan, Assistant Director of Engineering, stated that by authorizing the
million dollars for construction, the Council is also authorizing the Executive to
enter into the interlocal agreement. They are not seeking additional spending
authority at this time. Depending on the outcome of other projects on the road
program, additional funding may be sought.
Crawford stated the total budget is $2.7 million. The County is providing
slightly less than half that amount. He asked if this is being done now because of
matching funds, since this is priority 18 on the annual construction program. Rutan
stated they did not intend for this project to go to construction this year. The
Lummi Nation put a great effort into getting the project ready for construction in
2003.
Roy moved to recommend approval to the full Council.
McShane asked if this is for roadwork alone, and if the shoreline work is
done. Rutan stated this funding is just for roadwork. He will discuss the project in
more detail in the Public Works Committee this afternoon. The project includes
roadwork, improving the base and shoulders, installing sidewalks, and relocating a
section of road back inland where the bluff is eroding along Hale Passage.
McShane stated the road will make a turn to head to Gooseberry Point before
it gets to the point. The road will no longer be subject to being at risk for erosion.
Rutan stated that is correct. The bluff is eroding into the roadway prism, and he
has been told the County has no chance to get permits to strengthen that
embankment. They are realizing that nature has some say, and staff will work
around it. There are issues in the engineer's report they need to investigate
further, such as the actual right -of -way in relation to the bluff. Multiple things are
going on at once, including authorizing of the million dollars to be placed in the
County road project (CRP), entering into the interlocal agreement, and working on
the vacation. Hopefully they will all come together and the County can begin
working on the project this summer.
Brenner asked if this will be a permanent solution, or there will still be
erosion. Rutan stated the erosion would continue to occur.
Brenner asked if they have a long -term understanding of the situation.
Rutan stated the intent is to vacate the County interest so County property won't
erode. They will talk about that process in the Public Works Committee this
afternoon. The underlying land is not owned by the County, which just has a right
of passage. The County will rescind its right of passage. There is still an issue with
utilities and their location. That has not been worked out yet.
Finance and Administrative Services Committee, 4/8/2003, 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.
Roy stated it makes her uncomfortable when they don't follow the six -year
road plan. She asked if higher priority projects would not be done. Rutan stated
that is not necessarily correct. The staff intends to complete 75 percent of projects
on the annual road program. That provides flexibility in the plan if the staff runs
into issues with the environment, potential right -of -way acquisitions, and the
community. There is built in flexibility in the annual program. Staff will move
projects around based on certain situations. This project was to have been in front
of the Council in a year. However, the Lummi Nation worked really hard to have
this ready for this summer.
Roy stated other communities are also waiting for projects. Rutan stated the
Public Works staff is committed to a 'worst first" plan. If staff had known that this
project would be ready for construction, it would have been rated higher.
Motion carried unanimously.
OTHER BUSINESS
Dewey Desler, Deputy Administrator, stated that during the next meeting,
the County Council will see the retroactive wages from 2002.
Administration is working on the City Council's past version of an emergency
medical service (EMS) interlocal agreement, which needs a few more adjustments.
It should be coming forward soon.
The administration is working on the Washington Community Economic
Revitalization Team (WA -CERT) applications. The Rural Sales Tax Committee will
work on reviewing and making recommendations about the WA -CERT applications
to the County Council.
The administration is preparing a program called the Economic Development
Investments Program, and will work with the Rural Sales Tax Committee. The
administration will bring it before the County Council to work on the rural sales tax
resources.
The administration is working on a series of grant applications, which he will
describe in a future memo to the County Council.
At a future Council meeting, there will be a supplemental budget request for
the Assessor /Treasurer software computer system.
Caskey- Schreiber asked if the Assessor would be able to do geographic
information system (GIS) printouts of any given address. Desler stated that is a
completely different project.
Finance and Administrative Services Committee, 4/8/2003, 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.
Caskey- Schreiber stated she's been working on expanding the notification
area. The Planning Department used to be able to create a quick list of properties
within a certain distance of a certain property, but it didn't match the Assessor's
maps, so they quit doing it. She asked what it would take to get the Assessor and
Planning Department maps to match. Desler stated a major Council initiative
includes work to put more data and maps on the web, and trying to integrate all
applications into a common system to be used by administration and the public.
Caskey- Schreiber asked if a coordinator for GIS has been hired. Desler
stated the administration is recruiting for that position right now. The position will
be in the Administrative Services Division.
ADJOURN
The meeting adjourned at 11:45 a.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, 4/8/2003, Page 7