Loading...
HomeMy WebLinkAboutFinance February 11 20031 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 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 February 11, 2003 The meeting was called to order at 12:00 p.m. by Committee Chair Sam Crawford in the Council Chambers, 311 Grand Avenue, Bellingham, Washington. Present: Absent: L. Ward Nelson None Sharon Roy Also Present: Laurie Caskey- Schreiber Barbara Brenner Dan McShane Seth Fleetwood COMMITTEE DISCUSSION AND RECOMMENDATION TO COUNCIL 1. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO AN INTERLOCAL AGREEMENT BETWEEN WHATCOM COUNTY AND THE CITY OF BELLINGHAM TO PROVIDE EMERGENCY MEDICAL SERVICE THROUGH THE E.M.S. LEVY (AB2003 -047) Dewey Desler, Deputy Administrator, stated the City and County need to work out an interlocal agreement. There will need to be modifications in the agreement to reflect the changes the County Council made at its previous meeting regarding the election date and levy amount. It might be useful for the County Council to approve a statement of intent to support this agreement. It would be useful to have a discussion on the components of the agreement. Nelson stated the language in the agreement seems to be the same as what they had previously. Desler stated this is built to replace the existing joint powers agreement. That joint powers agreement was approved 20 months ago. Nelson moved to hold in committee with the intent of requesting the administration to work with the City to further develop the interlocal agreement given the previously stated criteria and concerns, and to bring back a finalized proposal for an agreement. The City and County still have issues to work out. Crawford asked if the final interlocal agreement would have a levy rate of $.385 per $1,000 of assessed value. Desler stated it would. Crawford referenced Council packet page 21, item F2. He asked what would happen if the City and County hypothetically don't agree on a levy amount. He asked if there is an assumption that the County Executive and City Mayor will Finance and Administrative Services Committee, 2/11/2003, 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 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. always agree. Desler stated there is that assumption. If there is not an agreement, the budget wouldn't be submitted to the Council. Crawford asked if the Council is obligated to approve what the Executive recommends. The Council is obligated to pay half of the difference if they don't set a levy rate sufficient to fund the Executive's and Mayor's recommendation. Desler stated that is correct. Caskey- Schreiber asked why would Medic One enter into an agreement if their funding needs won't be met. The Council should guarantee them that the County will come up with the money in some way if it doesn't agree with the master plan. Crawford stated they've managed to negotiate the amount for 25 years. In recent years, they've not agreed to what that amount would be. Caskey- Schreiber stated that would take place first between the Mayor and County Executive. Brenner stated the language should be clarified so there is no misunderstanding. Nelson stated they are not getting away from the situation of the County and City having to run an emergency management system, which includes the rural fire districts. The rural fire districts need to take a more responsible role, but that's not incorporated in the interlocal agreement. If the EMS levy were for six years, they would set the amount for all the six years. Desler described what the levy would pay for. The County Council, as the administrator of the funds, would approve the amounts for all those items that the levy would pay for. The majority of the money goes to Medic One. Nelson asked if the appropriations could be done differently of the basic life support (BLS) in the rural areas advances. Desler stated that is correct. Nelson stated the Council's intent is to help the rural areas become more autonomous and efficient. Nelson asked if they would ever ask for an increase in the levy amount, for any number of reasons. Desler stated the levy won't go above the $.385 that the voters approve. The cost of emergency medical services rise faster than the revenue that would come in from the levy. During the first three years, more money would be collected than what is needed for expenditures for the services. During the last three years, the expenditures for the services would be more than the revenues collected. There would be a fund to pay for a consistent level of service. After six years, the County has to ask the public for a new levy. Nelson asked if the language mentioned meant that the County would have to come up with half of the difference in the funding if it approved a levy rate of Finance and Administrative Services Committee, 2/11/2003, 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 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. $35 but the recommendation was for a rate of $385, for example. Desler stated that is correct. Not everything in the agreement is the County's first choice. Some things the City has insisted on. This is an important document that the County Council should discuss and understand. If the County Council decides to set a levy rate that would generate revenue less than the budget recommended by the Executive and Mayor calls for, the County and City would split the money necessary to make up the difference. Nelson asked if the County would still have to make up the difference even if there are adequate reserves. Desler stated that is correct. Nelson stated they need to make it clear that the reserves are only to cover the revenue shortfall needed during the last three years. It would be appropriate to assign a percentage of the reserves for that use. It's not appropriate to tax people to collect reserve funds for which they have no use. For example, if Medicare reimbursement rates rise, then the levy will be collecting excess funds for which they have no real need. Roy suggested they call it something other than a reserve. The plan is for the reserve to be gone at the end of the six years. Crawford asked about claims in excess of policy limits. He asked if the County would normally be liable if a contractor does damage that exceeds the contractor's policy limit. Desler stated they normally ask the provider of the service to take on the responsibility for the liability involved in providing that service. They insure that the County has no liability, or the County is named in the insurance policy. The City did not want to absolve the County of all liability. The City would buy insurance to cover any event that might occur. The City would also maintain the capacity to cover any other events. If something happened to exceed their insurance limits and the capacity of the City self- insurance fund, the County and City would equally share in that responsibility. He asked if this is a reasonable liability for the County to take on given the fact that the County has virtually no operational control over the training, hiring, staffing, and actions of the individuals involved. Desler stated the City feels that the County should share in the responsibility for liability. The County prefers that the liability would rest with the City. The negotiation resulted in the City agreeing to acquire insurance and pay for it with the levy. If anything exceeded that, the County would share jointly. Crawford asked if the County has taken on that liability obligation in past contracts. Desler stated the County does, through it's joint powers agreement. They are trying to exclude it much more, and it puts the cost of the insurance onto the emergency medical services fund source. Nelson stated he would like to see a percentage identified for the reserves. It would be appropriate what they are going to hold in the reserves for the entire budgeted period. Desler stated they would end up with an amount equal to about seven and a half percent, which is equal to one month's operating cost for the Finance and Administrative Services Committee, 2/11/2003, 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 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. program. How the reserves are spent will be contingent upon the decisions they make on the type and size of service in future years. Crawford asked about the need to have the interlocal agreement before the election on the levy sooner. He asked if there is a point where the administration would say that it has not reached an agreement on the interlocal agreement, and leave it to the Council to negotiate the agreement in time for the election. Desler stated the City Council is required to concur in an election. If the City hypothetically does not agree with the interlocal agreement and, concurrently, the election, then they would not have an election. The legal timeframe is 45 days in advance of the election. That's when the notice has to go to the Auditor for inclusion on the ballot. Roy stated it is the Council's intent to work this through, get it resolved, and end up with an interlocal agreement. Motion carried unanimously, 2. ORDINANCE AMENDING THE 2003 WHATCOM COUNTY BUDGET, FIRST REQUEST (AB2003 -074) Dewey Desler, Deputy Administrator, stated this would appropriate $51,000. Some money is received from the flood fee to cover the jail crew project. Nelson moved to recommend approval to the full Council. Brenner stated she hoped that the councilmembers remember that they did not approve the money for the staffing position for the Law and Justice Council. Many citizen advisory committees have no staffing at all and work just as hard. Recently, they have been funding staffing positions for advisory committees that are top -heavy with government officials. That's not fair. The budget is tight. The economy is not good right now. Don't approve the item. Roy asked what the $19,000 is for. Desler stated the money is for the Northwest Regional Council (NWRC) to provide some clerical staff support. It goes in the personnel and staff support category. Foster Rose, Law and Justice Council Executive Committee Chair, stated the Law and Justice Council tried to address the concerns with the product they've produced over the last few years and with specific responses to their concerns. This is a small request in light of the scope of the entire budget. This is how the State has set them up. The State set counties up very poorly. They have a lot of responsibility in the fields of incarceration, law enforcement, and law and justice. They have not given the County much in the way of resources for revenue. This Law and Justice Council takes advantage of professional recommendations that it can make to the County Council. They are trying to figure out more cost - effective ways to administer law and justice with reduced resources. Seven committees Finance and Administrative Services Committee, 2/11/2003, 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 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. totaling 50 people cannot be coordinated without staff. They rely on the expertise of the Law and Justice Council to provide informed decisions. Dr. Bob Gibb, Law and Justice Council, stated in almost 40 years when he worked as a medical examiner for the county, he worked with multiple jurisdictions. There was a lot of un- coordination between the various agencies. Coordinating the parties and making things happen will not be accomplished by those citizens who sit on the committees. They don't have time. Make sure the economies and coordination gets done. This request is from the citizen members who are asking for coordination. Staff members have their own staff they can ask to do work. Brenner stated the County Prosecutor made the request, not just the citizen members. (Clerk's Note: End of tape one, side A.) Brenner continued to state that the Law and Justice Council can get things done without a staff person. Nelson asked for an example of a recognized advisory group that doesn't have a staff person. Brenner stated no one has an appointed, full time staff position. Rose stated it is not a full time position. The Northwest Regional Council provides clerical staff support. The Law and Justice Council coordinator works part -time. Nelson stated he can't think of one County advisory group that is not provided some staff support. He has worked on advisory groups that started out originally with one purpose, but have proved valuable enough to continue. There are two ways to approach solving capital facilities and criminal justice system problems. One way is to let the administration come up with a proposed plan and then bring it to the public. Another way is to involve the citizens of the community from the beginning like they are now. Either way, it will cost. They can do it up front and have the full support of the community. Or, the government can do it and try to get the public's support. Roy stated public involvement is important. They need to encourage that. There are staff people at all the committees she attends. The difference is that is a County staff person, not a specially hired person, which is quite different. There is a trade off of time. In most cases, someone comes from the appropriate department, and a comp time thing is worked out with the staff person. With this, it is different to hire someone separately to work specifically with the Law and Justice Council. She questions having an extra person to do the coordination. The Council recommended an enhanced Law and Justice Council in its 1993 ordinance. The Council may need to rethink whether they need an enhanced Council. This amount of money would buy a deputy. Finance and Administrative Services Committee, 2/11/2003, Page 5 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 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. Nelson stated there is a $50,000 commitment to the Community Access Network for a part -time staff person and another facilitator. Crawford suggested that Councilmember Nelson withdraw his motion so the committee can consider the budget items separately. Nelson withdrew his motion. Crawford moved to recommend approval to the full Council of the request for funding for the Law and Justice Council Coordinator in the amount of $38,000. Motion carried 2 -1 with Roy opposed. Rose stated that by voting against this without sending any other message, the Law and Justice Council might lose the entire funding of the City of Bellingham as well. He asked the Council to recommend another funding amount. Crawford stated that the committee recommendation is for approval. If the approval fails, then another amount can be negotiated. Roy stated one of her concerns is that she has told people she would support this, given the County's administrative support. She asked if the administration is willing to give a statement in light of hearing the Council's concerns. Desler stated the Executive made the request by initialing the item and sending it to the Council. Brenner asked where they are going to cut money if the Council approves this. They are getting into their reserve funding now. Nelson moved to recommend approval of the jail inmate crew funding. Crawford asked how many are on a crew. Wendy Jones, Chief of Corrections, stated between five and eight are on a crew. This is a crew that will work with the Nooksack Salmon Enhancement Agency. The money has already been allocated. It would be for a work crew supervisor. Crawford asked if Dr. Roll approved. Dr. Bruce Roll, Water Resources Division Manager, stated this is a great value and is very cost - effective. McShane stated not doing the work might jeopardize some State and federal grant funding. Maintaining the levee is also very important. If it is certified, the Finance and Administrative Services Committee, 2/11/2003, Page 6 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 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. Army Corps of Engineers will contribute an amount to any repair that is necessary if the dike breaks. Motion carried unanimously. 3. REQUEST AUTHORIZATION TO RENEW THE COUNTY'S 2003/2004 PROPERTY INSURANCE POLICY (AB2003 -081) Nelson moved to recommend approval. Dewey Desler, Deputy Administrator, stated the recommendation is to approve the County's boiler and machinery insurance policies for 2003. The County has used The Unity Group as its agent for many years. Crawford stated the increase is 21.22 percent. He asked if this is reflective of increases occurring on property insurance. Barry Hanson, The Unity Group, stated it is. The property and casualty industry was in a 14 -year price decline that started at the end of 1999. Many events have occurred to lead to major increases. The stock market is a primary driver. The average increase across the industry was 30 percent. Desler stated administration is looking at various options. This company is by far the best. Crawford asked if terrorism insurance is mandated. Desler stated it was excluded in the past, and they are seeking to include it again. Congress passed some laws that make it more affordable. Crawford asked about the coverage level of $51 million. He asked the estimated values of the facilities. The collective assets are spread out around the county. Desler stated this facility, not including its contents or the jail, is valued at $32 million. This location, the jail, and the contents of both buildings are valued close to $50 million. Nelson asked if the County could bond for a certain portion to be used for insurance. Desler stated they would still pay a bonding amount of 3.5 percent. They haven't looked at it as a way to replace or reduce insurance. Motion carried unanimously. COUNCIL "CONSENT AGENDA" ITEM 1. RESOLUTION CANCELING UNCOLLECTABLE PERSONAL PROPERTY TAXES (AB2003 -082) Finance and Administrative Services Committee, 2/11/2003, 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 44 45 46 47 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. Nelson moved to recommend approval. Motion carried unanimously. 2. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A PROFESSIONAL SERVICES CONTRACT BETWEEN THE WHATCOM COUNTY HEALTH DEPARTMENT AND DOMESTIC VIOLENCE & SEXUAL ASSAULT SERVICES TO SUPPORT THE COMMISSION AGAINST DOMESTIC VIOLENCE IN THE AMOUNT OF $37,500 (AB2003 -083) Roy moved to recommend approval to the full Council. Nelson asked the services the County receives from the Commission. Terry Hinz, Assistant Director, stated the Commission has an executive director and clerical support. It is a joint commission between the City of Bellingham and County Council. Roy stated she would like to have a presentation about the Domestic Violence Commission, especially near budget time. Dewey Desler, Deputy Administrator, stated the amount requested in the item should be $82,000. The County's portion is $37,500. Motion carried unanimously. 3. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A CONTRACT AMENDMENT BETWEEN WHATCOM COUNTY PUBLIC WORKS WATER RESOURCES DIVISION AND THE BUILDING INDUSTRY ASSOCIATION OF WHATCOM COUNTY FOR CONTINUING LAND DEVELOPMENT CAUCUS SUPPORT IN THE WRIA 1 WATERSHED PROJECT IN THE AMOUNT OF $10,000 (AB2003 -084) Nelson moved to recommend approval. Dr. Bruce Roll, Water Resources Division Manager, stated this is part of the 2003 budget. The guidelines are the same as the Council identified in 2001. Caskey- Schreiber asked if all the caucuses would each ask for $10,000 more in 2003. Roll stated that depending on the caucus, he extended the contracts that were completely spent. He's asking each caucus to use its 2002 carryover funds before asking for more from the Council. The agriculture, diking and drainage, non - municipal water supply, water district, land development, environmental, and fisheries caucuses have support. The private well owner caucus is also entitled. As they become more mobilized this year, he anticipates a request from that caucus. This is approved on an annual basis. There is a line item in his budget for this funding already, assuming that all who could make a request would do so. Finance and Administrative Services Committee, 2/11/2003, Page 8 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 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 would like to see some of the public information and education (PIE) materials that the caucuses are publishing. She thought they were far enough along to start winding down this funding. Roll stated a draft of the plan would be ready by the second quarter of 2003. Then the plan will go out for public input and then come back to Council for formal adoption at the end of 2003. Nelson stated the stakeholders are responsible for the final water resource inventory area (WRIA) project. He would not want to impose his will on the stakeholders. The intent is to get from the stakeholders' impressions of this project. Don't use this as an opportunity to put political pressure on the stakeholders. Caskey- Schreiber stated she was only asking what they are getting here, and thought that this was winding down toward the end. She asked when it ends. She is not sending a political message. Roll stated they are getting into some very tough questions right now. They are dealing with water rights and instream flows for the entire WRIA. That task is to translate all the science into WRIA -wide process. The next year or two is when the caucuses need most to be engaged in this process. Many of the issues relating to water policy are very complex. These groups will decide what the plan ultimately becomes. He hoped to close the County's role with this draft role. The County will have a new role for implementation. The Planning Unit and Joint Board know that this is a first draft of a plan. Subsequent plans will be developed in two to four years. Brenner stated she hasn't seen anything coming from the private well owners. That will be the hardest group to organize because it is the most diverse. It behooves the County to make sure they are notified. The small cities are saying they are not happy with WRIA because they are not being represented. Roll stated the County helped sponsor a forum for private well owners and there have been mailers to those people. It's been difficult commandeering a representative for that group. Brenner stated she would like the County to take on representation of the private well owners. Caskey- Schreiber asked how many years they would support the caucuses. Roll stated that is up to the Council. Crawford asked that the issue of private well owner representation be scheduled for a Water Resources work session. Motion carried unanimously. 4. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A CONSULTANT AGREEMENT BETWEEN WHATCOM COUNTY PUBLIC Finance and Administrative Services Committee, 2/11/2003, Page 9 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 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. WORKS ENGINEERING AND KPFF CONSULTING ENGINEERS FOR PHASE I DESIGN TO REPLACE COUNTY BRIDGE NO. 115, CRP NO. 900902 IN THE AMOUNT OF $138,900 (AB2003 -085) Nelson moved to recommend approval to the full Council. Nelson asked if there was any geo- technical data. Jim Karcher, Engineering Manager - Design /Construction, stated there was some in data 1999, when they had a large sandstone block in the canyon slip. They did a preliminary scope to see if the bridge was in danger. They forwarded that analysis to KPFF Consulting Engineers. They need more analysis to soundly site the bridge location. Because the sandstone is slipping, it is dangerous underneath the bridge. There are problems out there. They need to assess the problems with fault mapping. The location is on Lake Whatcom Boulevard, two miles north of the Cain Lake Road. The bridge was load -rated in the spring of 2000. It is structurally deficient. They forwarded information to the State Department of Transportation, which agreed to replace the bridge. It is a federally funded project, with an 80 -20 split. Crawford asked where the funding would come from. Dewey Desler, Deputy Administrator, stated the funding source is from the road fund. McShane asked if debris impact would be addressed. Karcher stated he would like to put that in phase II of the debris flow analysis. They are trying to keep costs down. A hydraulic analysis is fairly pricey, and they didn't think they need it. When they come up with the correct size and location, then they can evaluate a debris flow analysis, which is extensive. It is an item they are actively pursuing internally. McShane stated Flood Division has two contracts on alluvial fan analysis for debris flow events. Their approach is more in line with road design. This might be something they can do. Motion carried unanimously. OTHER ITEMS Roy stated the administration requested more specific direction in the form of a motion of what the Council wants to discuss regarding advisory committee funding. This is going to be an ongoing item for discussion as they approach the budget process. The Council is asked to indicate the kind of information it really wants. She suggested a list of all boards and commissions, the authority under Finance and Administrative Services Committee, 2/11/2003, Page 10 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 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. which they are created, and the cost to support and maintain the boards and commissions. Crawford stated he agreed on getting information on the cost of support. If they took all the items in number three of the request from Council (on file) and removed the mission, summary of work, and bylaws, it is all simple responses that could be put into a matrix. He suggested handing out this document as a citizen guide to boards and commissions. (Clerk's Note: End of tape one, side B.) Crawford stated it would be good to know the actual number of meetings each has held. Nelson stated he would also like to know the cost share source. Some have a cost share from other sources. Know if the committees have any expiration date. Roy moved to request an inventory from the administration of the county - supported boards and commissions pursuant to her list of requested items, deleting the mission, summary of work products, and bylaws in number three. Motion carried unanimously. Desler stated the administration is in the process of crafting an end -of -year financial report. He would like 15 to 20 minutes to present the report to the committee. ADJOURN The meeting adjourned at 1:43 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, 2/11/2003, Page 11