HomeMy WebLinkAboutFinance June 17 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
June 17, 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:
Sharon Roy
Also Present:
Seth Fleetwood
Laurie Caskey- Schreiber
Dan McShane
Barbara Brenner
Absent:
L. Ward Nelson
COMMITTEE DISCUSSION AND RECOMMENDATION TO COUNCIL
1. ORDINANCE AMENDING THE 2003 WHATCOM COUNTY BUDGET,
SIXTH REQUEST (AB2003 -224)
Dewey Desler, Deputy Administrator, stated this is a modest request from
the Sheriff and Planning Department. The Sheriff's request is an appropriate way
to limit ongoing costs and organize work stations. Most of the money is to outfit
the stations with capital items. There is a modest grant. There are a series of
requests from the Planning and Development Services Department to deal
aggressively with permit activity. The administration recommends approval.
Roy moved to recommend approval to the full Council.
Caskey- Schreiber asked if these are one -time costs and if they are adequate
for the Sheriff stations setup.
Bill Elfo, Sheriff, stated some of the costs would be ongoing. The capital
costs are fixed one -time expenses. As of yesterday, the Slater Road field office
site might not be available. He and the Executive have trimmed the budget back
significantly from what he originally proposed. One of his concerns is that they
need to build redundancy into the computer systems at the stations. That is an
Information Services (IS) Division problem. The IS Division has a huge workload,
and it is sometimes difficult for them to get to work on the Sheriff systems. He
would like to have additional computers so they have back ups rather than wait for
IS to come into the field office.
In future years, he'd like to fully equip every deputy to eliminate the need to
exchange equipment. He originally requested money for spike strips for the
Finance and Administrative Services Committee, 6/17/2003, 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.
deputies. These are the strips the deputies employ to stop dangerous and high-
speed pursuits. Right now, the deputies have to change them out between shifts.
His goal is to get one for every car. His goal is to also get a Breathalyzer for every
car. It's a safety issue. He doesn't want deputies out there without that
equipment. It would make shift transfers easier.
Caskey- Schreiber asked if the administration considered this equipment.
Elfo stated he cut those items out of his request when he was trying to get the
funding under $100,000. The Executive's Office eliminated from the request the
redundancy for the computers.
Desler stated they talked about a different approach to dealing with the
computers. The administration also asked the Sheriff to use furniture and other
capital items that were held in County storage.
Caskey- Schreiber stated she would like to see this program set up right if it
is going to work. She would like to amend this to include funding for the spike
strips.
Roy stated there is quite a bit of in -kind contribution. Elfo stated he
received $5,000 worth of used furniture from the High Intensity Drug Traffic Act
(HIDTA). There was also some stuff in the County's surplus that he was able to
acquire. The donation of the building on Slater Road was significant. The building
was offered up rent -free, with the County only paying for the taxes. However, a
prospective tenant appeared who was willing to pay rent. He doesn't know yet
about the decision for that site.
Roy stated this is one of the most important things for the communities.
This is a high priority in the Law and Justice Plan. The cost for it is considerably
less than what the Law and Justice Council recommended. There's been a lot of
leadership on this. Implementing more community policing without increasing staff
is laudable. She would consider raising this amount by $20,000 to get the spike
strips and Breathalyzers in every car.
Roy moved to add $20,000 to the Sheriff's budget so that every deputy car
is prepared to deal with dangerous driving and prevent chases by having the spike
strips in the car, and have a Breathalyzer in every car.
Crawford stated he is very supportive of these efforts. He's a bit concerned
if they've worked out a compromise to make sure the cost stays as prudent as
possible. He's not inclined to vote for an increase.
Motion to amend failed 1 -1 with Roy in favor.
Fleetwood asked for an actual scenario where, had they had this set up, a
problem would have been avoided. Elfo stated there are numerous instances
where the stations have been effective. When deputies change shifts and have to
Finance and Administrative Services Committee, 6/17/2003, 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.
come to the courthouse, it takes one and a half hours to respond to a call in the
Kendall and Paradise areas.
Roy stated communities are frustrated when calling for help when a deputy
is not in the area. Deputy presence in a community is preventative.
Crawford asked the difference between the Slater Road site and the other
proposed sites. Elfo stated the Slater Road station would be much larger. It
included a room for deputy briefings and meetings. The sergeant wanted to have
weekly meetings with the deputies. There would be additional computer stations
there for the deputies to write reports. Included is the cost of utilities and tax bill
for the building. He is looking at an alternate location at the Smith Road and Guide
Meridian locations.
Crawford asked if they should hold off on that expenditure until they know
the status of the Slater Road property. Elfo stated holding off is what caused them
to potentially lose the Slater Road property in the first place.
Crawford asked if they are putting the $32,000 toward anything if the Slater
Road building doesn't work. Elfo stated he wanted to find a substitute location.
Caskey- Schreiber stated there are also two other undetermined locations in
Lynden and Kendall. They can't move on those locations until they have money for
it. Elfo stated they have something worked out now with Lynden and Kendall. It is
key to have a central field office. Having one central location would solve logistical
and administrative issues.
Crawford asked if the administration could move a budget item forward in a
two -week period if they need to move on something. Desler stated they could, but
the administration recommends moving forward now. It is designated primarily for
capital items. When the Sheriff finds an available station, all this equipment can fit
into the location. If there are other costs associated with a new central location,
they can cross that bridge when they come to it.
Crawford stated they have a site - specific proposal in the Council's packet.
He was hesitant approving an item that was specific to a location when the Council
can quickly respond to another location. Desler stated the administration is more
interested in the larger policy issue of moving forward with the satellite stations.
How much equipment is purchased is really the charge of the department
managers. If there needs to be modifications, they can deal with it within the
administration's authority. If additional money is necessary, they can deal with it
through a budget transfer or come back and talk to the Council about additional
needed resources.
Roy stated today they are endorsing a completely different delivery system
that is much more responsive to the community. Whether or not they buy one
paper shredder or two is not relevant. They are finally moving on this
Finance and Administrative Services Committee, 6/17/2003, 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.
recommendation. It will overall bring more service to members of the community.
The deputies spend a lot of time driving back and forth to Bellingham.
Another issue is that the Sheriff's Office is the most understaffed in the
State, in terms of recommended staffing ratios per 10,000 people. The County is
not adding more staff, and this is a way to increase services without adding
staffing. This is a concept the Council is endorsing. She would not support pulling
this request out to wait and see about the building.
Crawford asked for an update on Planning and Development Services issues.
Roy asked if this is enough money to make a dent in the problem.
Sam Ryan, Building and Land Use Division Manager, stated they've already
made a dent in the problem. She has hired a temporary phone person, shifted
internal staff, hired a temporary extra plans examiner, and worked one half -day on
Saturday. She's opened up another line on Tuesdays and Thursdays that results in
18 more appointments per week. They are working this Saturday. The seven to
eight week appointment time has been reduced to four weeks. The Council's
support has made a big difference already.
Caskey- Schreiber asked if there is a way that the Planning Department can
build a reserve to address issues of workload without having to come through the
Council. Desler stated there is not a system to build reserves by department. An
effective administration will monitor activity and make appropriate adjustments.
Caskey- Schreiber stated that a little bit of reserve would allow the managers
to allow someone to work a little overtime. Desler stated there is a budget for
overtime, but the load on the department is larger than that flexibility will allow.
About 90 percent of the cost is covered by fee revenue at this point.
Motion to approve carried unanimously.
COUNCIL "CONSENT AGENDA" ITEM
1. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO AWARD BID
#03 -42 TO THE LOWEST RESPONSIVE BIDDER, SOTO & SONS
CONSTRUCTION, FOR THE CONSTRUCTION OF THE SAAR CREEK
SEDIMENT TRAP, IN THE AMOUNT OF $413,275 (AB2003 -230)
Roy moved to recommend approval to the full Council.
Motion carried unanimously,
2. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO AWARD BID
#03 -43 TO THE LOWEST RESPONSIVE BIDDER, PUGLIA
Finance and Administrative Services Committee, 6/17/2003, 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.
ENGINEE RING/ FAIRHAVEN SHIPYARD, FOR THE ANNUAL DRYDOCK,
REPAIRS, AND MAINTENANCE OF THE WHATCOM CHIEF FERRY, IN
THE AMOUNT OF $116,475 (AB2003 -231)
Crawford asked if the County had someone who did this more regularly.
Mary Green, Equipment Rental and Revolve (ER &R) Division Manager, stated
they did. She is going to continue to have bidders meet at the ferry to go over
every single question. This bidder was at that meeting. She had problems a
couple of years ago with Bellingham Bay Shipyard. These bidders are clear about
what needs to be done.
Roy moved to recommend approval to the full Council.
Motion carried unanimously.
3. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO APPROVE THE
PURCHASE OF ADDITIONAL PERMITTING SOFTWARE LICENSES FOR
PLANNING AND DEVELOPMENT SERVICES FROM THE SOLE SOURCE
SUPPLIER, ACCELA, IN THE AMOUNT OF $38,086.40 (AB2003 -232)
Crawford asked for comments on this supplier being a sole source supplier.
Dewey Desler, Deputy Administrator, stated the County made commitments
years ago where it continually has to deal with the same supplier. In the software
industry, there are not multiple suppliers for some of the software. He is sure they
are getting something that is reasonable. The most important thing is that it is
software that works well. This is in the 2003 budget.
Roy moved to recommend approval to the full Council.
Motion carried unanimously.
4. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
CONTRACT AGREEMENT BETWEEN WHATCOM COUNTY AND THE
DEPARTMENT OF SOCIAL AND HEALTH SERVICES FOR
DEVELOPMENTAL DISABILITY PROGRAMS IN WHATCOM COUNTY,
INCLUDING EMPLOYMENT, COMMUNITY ACCESS, AND CHILD
DEVELOPMENT SERVICES, FOR THE TERM OF JULY 1, 2001,
THROUGH JUNE 30, 2003, IN THE AMOUNT OF $3,209,953 (AB2003-
233)
Andy Byrne, Human Services Manager, stated this is the way the State
Department of Social and Health Services (DSHS) does things. The County has a
contract with DSHS for these services. Because of State legislative action a year
ago, DSHS has to handle a different group of clients differently. It resulted in
more clients receiving more services, and the County receiving more
Finance and Administrative Services Committee, 6/17/2003, 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
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.
administration money. Some of that money for services doesn't flow through the
County now, but directly to clients and payees. The base contract terms have
changed a little bit. For whatever reason, the State decided to replace it with a
new contract.
Roy moved to recommend approval to the full Council.
Brenner asked if the money is just moved around, and they are doing the
same services even though the way it is funded is slightly different. Byrne stated
that is correct. The State is able to save some money by paying clients separately.
Roy asked if that group of people is getting more control over their own
program. Byrne stated it is not the objective, but a side effect. The objective is to
save the State money.
Caskey- Schreiber asked if these people are less accountable to the County
and more accountable to the State. Byrne stated that for the vast majority of the
contract, funds come to the County for contracts with private providers. The
County has direct control of quality of services. These funds don't come to the
County. They'll go to the clients, who contract only with the people the County
approves. The County then gets extra dollars from the State to provide quality
assurance. The accountability is just as much, but goes in a different direction.
Motion carried unanimously,
S. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
GRANT AGREEMENT BETWEEN WHATCOM COUNTY PUBLIC WORKS
DEPARTMENT AND THE DEPARTMENT OF ECOLOGY FOR
COUNTYWIDE LITTER PICKUP AND ADOPT -A- ROAD /TRAIL
PROGRAMS, FOR THE TERM OF JULY 1, 2003, THROUGH JUNE 30,
2005, IN THE AMOUNT OF $63,800 (AB2003 -234)
Roy moved to recommend approval to the full Council.
Motion carried unanimously,
OTHER BUSINESS
Brenner stated she understood that the County couldn't give preference to
local vendors.
Dewey Desler, Deputy Administrator, stated the County could take into
consideration the benefit that the sales tax would provide. The law clearly requires
the County to accept the low bid. That supports the people who pay the taxes that
buy these services.
Finance and Administrative Services Committee, 6/17/2003, 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
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.
(Clerk's Note: End of tape one, side A.)
Brenner stated she would like the Council to consider writing a letter to
State representatives to review and change the law. There will be cases where
they can benefit by keeping that money local.
Roy stated in theory it sounds good. She agreed with Mr. Desler. The
taxpayers are footing the bill. If taxpayers were paying more for the project, one
segment of the community would not benefit. She suggested Councilmember
Brenner write a letter and bring it to the Council.
ADJOURN
The meeting adjourned at 11:53 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, 6/17/2003, Page 7