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HomeMy WebLinkAboutFinance May 20 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 May 20, 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: Barbara Brenner Laurie Caskey- Schreiber Seth Fleetwood SPECIAL PRESENTATION 1. QUARTERLY REPORT FROM THE PUBLIC FACILITIES DISTRICT (AB2003 -044) Dunham Gooding, Public Facilities District President, explained the history and purpose of the district. Recent significant actions include the approval of the interlocal agreement between the County and the City. There is some movement to convince the City and Public Facilities District (PFD) to do things other than or in addition to what they have focused on, which is expansion and renovation of the Mount Baker Theater, Museum, and parking. Proponents suggest that the money should be spent on the Civic Field athletic complex. The PFD received a presentation on it last night. The theater, museum, and athletic facilities are all in disrepair. The library is filled to capacity. The issue is how to pay for all these needs. Fortunately, the Capital Improvement Advisory Committee studied these issues for two years. In addition to prioritizing these needs, they recommended different income sources to pay for them. They were convinced that the income source recommended for the Civic Field complex, which is from the general fund, would be pursued. The operating principles they approved in December still stand. That report was given to the County Council, and is in the Council packet. Their focus is on the theater, the museum, and parking. They never had any intention to build just a parking structure. The state law would not allow that. The Centennial project consortium is a grassroots organization aided by the principal organizations that could potentially be involved in the Centennial project. The library is not PFD eligible. The consortium came up with a detailed report Finance and Administrative Services Committee, 5/20/2003, 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. based on two studies, which the PFD considered. However, that is not a PFD project. It is a recommendation from the Centennial project consortium. The PFD has embraced many elements of it, but is not doing exactly that. The PFD has commissioned a scope of work for expansion of the theater. They have taken a professional, detailed body of information from the consortium, and are now going further with it. The PFD is required to begin construction by the end of the year. To that end, they will decide what level of work to embark upon with the theater so they can satisfy the requirements of the law. They will probably commission a full design project for the theater, even if they don't do the whole thing immediately, so they can get approval for the proposed changes. The PFD held an open house on May 8 at City Hall. The PFD intent is to spend the $13 million to $15 million in a way that it has a larger scale impact so this becomes a point destination and new business will want to locate here. They are hoping to draw an infusion of tourism and capital investment from the private sector. The PFD commissioned a fundraising feasibility study. They have hired a professional national firm that will study the community, regional, and national foundations and sources of revenue to determine the capacity of the projects they can do. He will receive that report in the fall. Recently, the PFD purchased units next to the theater. Crawford stated the open house opened his eyes as to how this piece of the puzzle fits into the bigger vision. The Centennial project is very impressive. He asked how the parking ties into the plans for downtown. If some of those other components don't move forward, he wants to come out of it with more than just a nicer Mount Baker Theater. In the community group's presentation, it was proposed that the County's south parking lot become an office building. In the presentation, parking was proposed for underneath the library. He asked if they are still keeping the parking issue a priority. Gooding stated the State law authorized the creation of parking to serve the facilities that are created by the PFD. The law does not allow the PFD to build parking for private industry, the City of Bellingham employees, or County employees. Those employees could use the parking structure when the patrons of the facilities they create are not using it. Crawford stated that even when the Mount Baker theater has a sell out show, the parkade does not attract a lot of the parking because there is so much street parking. He asked if they would be able to justify a new parking structure over here, which is still a few blocks away from the theater. Gooding stated they don't have a plan for a parking structure at this point. The consortium, which made that proposal, suggested parking under the new library. The PFD doesn't have a plan for a parking garage. They are not allowed to do that anyway. If they are to Finance and Administrative Services Committee, 5/20/2003, 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 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. create these facilities, they will need additional parking. It would be smart to develop parking in a coordinated fashion, so it also serves the needs of the County and the City. He doesn't know at this point where it would be located. The PFD has begun to look at property acquisition. This is a process of education. The area of the south parking lot is the County's block. The County can do whatever it wants with it. That is out of the PFD's realm. However, the PFD will work with the County to try and achieve similar goals and needs. Crawford asked how they know that the County's PFD's dollars aren't squandered on just the theater. Gooding stated they won't know what they can build until they find out what they can gain from the private sector. The PFD will probably get some money from many sources. They don't know yet. Each person on the PFD board is committed to leveraging this money to make something much greater than a $13 million project. If all they do is spend $13 million wisely, it would be a missed opportunity. They intend to do much more than that. Brenner asked what the PFD will do with businesses that are thriving and don't want to move from locations the PFD wants to buy. She asked if the PFD would consider using condemnation. Gooding stated the PFD doesn't have the power to condemn property, but the City Council could do so. In the rare instances where that option is used, governments work very hard to accommodate the needs of the people who are being displaced. Brenner stated she would not like to see that happen. Gooding stated no one is in favor of condemnation, but it is done on occasion when the public good is at stake. He has no plan to buy any particular property. If they do find key property that would have a huge benefit for Whatcom County and the City of Bellingham, the PFD would try to buy it. The PFD would also try to accommodate the needs of the businesses without using condemnation. Those are the ethics with which they work. Brenner asked if the PFD would provide spaces for private businesses so they could relocate into the new facilities. Gooding stated that is totally speculative. Roy asked if the County Council has any control over the PFD. The PFD has a signed interlocal agreement with the City of Bellingham. Gooding stated the interlocal agreement between the County and City spells out the relationship. The County has said that the City needs to oversee the PFD. The PFD can't do much without the City's approval. Oversight is required by the City but not by the County. Crawford stated the County appoints the membership of the PFD Board. Gooding stated the PFD is willing to talk to the County any time. The City and County have gathered a cross - section of people to serve on the PFD Board who Finance and Administrative Services Committee, 5/20/2003, 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. are very accomplished and experienced in the world of business. The PFD is open to the County's suggestions and recommendations. Crawford asked if the County Council could get the downtown presentation. They should schedule it on the agenda. Gooding stated he could also provide tapes of that meeting. Therese Holmes, City of Bellingham Finance Director, stated that under the terms of the interlocal agreement between the City of Bellingham and the County, the City is responsible for accounting for the financial activity of the PFD. The City receives the sales tax rebate from the State for the PFD. The City pays and tracks all related expenses. The City is also responsible for the interim financing, as well as securing long -term financing for the project elements. She is providing the quarterly report for the PFD financial activity, for the first quarter of 2003. The Council packet has an operating statement, which is a summary of the revenue and expenses for the first three months of the year. The revenues received by the PFD consist primarily of the sales tax rebate received from the State. She read the revenue and expenses from the operating statement (on file). If the PFD approves its capital project elements, which it intends to finance from the estimated $13 million to $15 million in total revenues, the City hopes to go out for a general obligation bond in the spring of 2004. That depends on the timing of when those project elements are approved. Interest rates are at a 40 -year low, and they will stay low. This is a good time to finance the projects. The PFD revenues would be pledged to repayment of the bond. COMMITTEE DISCUSSION AND RECOMMENDATION TO COUNCIL 1. ORDINANCE AMENDING THE 2003 WHATCOM COUNTY BUDGET, FIFTH REQUEST (AB2003 -194) Dewey Desler, Deputy Administrator, stated the administration recommends adoption. There are some grant funds and special efforts that have come into play over the past few months on which they need to move. Sam Ryan, Building and Codes Division Manager, stated the request for temporary extra help is for an additional plans examiner to meet their commitment in the building permits process. Currently, it takes four to five weeks to get an appointment. That is not acceptable. Brenner stated she would not support the request for the retroactive wage increase for the elected officials, other than the Treasurer, Auditor, and Assessor. Dave McEachran, Prosecuting Attorney, stated the grant would pay for one half -time position for the child support enforcement section. They had budget problems with the appeals. They are starting to get fined by the court because they are late on appeals. He is asking for expanding a .4 position to a full -time Finance and Administrative Services Committee, 5/20/2003, 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 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. employee in that area. He submitted charts showing the comparisons of responses filed (on file). The chart indicates that the caseload of appeals is very high. One goal was to reduce the caseload, but it continues to increase. He's absorbed the 25 percent caseload increase, but they can't handle it on the appellate side. The County's caseload is still the highest of any Prosecutor's Office in the State. Roy stated she supports this request. They tend to hear about caseloads going up, but they don't hear as much about caseloads going down and reducing staffing. They might need to shift staffing from juvenile. McEachran stated they've already done that. There are a smaller number of juveniles. The adult side is increasing dramatically. When his budget was retracted last year, he thought they could get away with one position in the appellate side, and contract some cases. That can't be done. It didn't work. Shirley Forlsof, Auditor, stated she is requesting a clerk III full -time position to the end of the year. Recordings have increased 154 percent from 2000. Funding is from the Auditor's operations and maintenance (O &M) fund, not the general fund. The O &M fund is where revenues go when a customer pays for a recorded document. Barbara Cory, Treasurer, stated she and the Assessor had concerns about the real property database. It is old. The Council suggested the administration, Assessor, and Treasurer talk about the issue, which they did. They have identified four specific items that are a high priority, which is today's request. There are still more issues that she will need to discuss with the administration. This request will maintain the system and use it into the future. A system like this costs about $1.5 million to purchase. Brenner asked if this request will address the issue brought up last year about the Treasurer paying for technology services that it doesn't use. Cory stated that is a different issue. They have not resolved with the administration an issue regarding the maintenance of this system. (Clerk's Note: End of tape one, side A.) Brenner asked if the Assessor's Office would also use this equipment. Cory stated the Assessor and Treasurer would share the database. Most of the savings from this will mostly impact the Treasurer's Office. There is also a savings to the Assessor's Office, which generates the work. Keith Willnauer, Assessor, stated that the system is a joint system and this is a joint proposal by the Treasurer and the Assessor. Many of the automated benefits accrue to the Treasurer's Office, but that is a function of the shared apparatus. In either case, supporting it gives the taxpayers a better functioning system. It solves an issue of redundancy. Finance and Administrative Services Committee, 5/20/2003, 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. Crawford stated he was concerned about CompuTech and moving into a system that will limit the County's flexibility to try anything else. Willnauer stated that is a generic concern in the software industry. In a feasibility study, they'd find that this is a good technology, and CompuTech continues to be a bargain. He sees what other officers are expending for these same kinds of capabilities. Caskey- Schreiber asked if the County could charge fees. Willnauer stated that the County is not allowed to do so for public records information. Desler stated they need to move forward to sustain a system that they have been using for 20 years, so they can keep it for many years. The Treasurer and Auditor are concerned about getting the most effective capacity they can out of the system, with the least cost. The Medic One program will pay for a portion of the cost of the software updates, which is needed in advance of the November 4 election. Crawford stated he is concerned about having a vendor that would develop specific applications at the County's expense, and then sell that application to someone else. They need to be aware if that is happening. If the County pays for something, it should own it. Brenner stated she would like the Assessor's and Treasurer's costs for software and maintenance to reflect exactly what they are using, rather than the formula used by everyone. They are being charged for services that they don't use. Desler stated the administration is working on that. Desler stated that the risk pool has reevaluated its loss and revenue. They determined that the County could pay all of what it owes at once, or over a number of years. The administration recommends that the County pay the balance all at once. It proposes to use a fund balance in the administrative services fund. Crawford asked how the risk pool calculates its credits and charges. Desler stated there is a matrix that indicates each county's share of credits and charges. The County's share is from 1988 to the current year. Crawford asked if the County pays more by using the risk pool. Desler stated that could happen. They are protected by the volume that exists with all counties. If there were one tremendous single event, everyone would share. Ultimately, the group would start to assess higher costs to Whatcom County, so that over many years or decades, the County would have to pay for that experience. That is what has happened. Crawford asked how often the County has to pay a charge over $100,000. Desler stated he would find that information. Crawford stated they get to deal with this every time the Council is presented with issues in executive session. In a way, they are making those Finance and Administrative Services Committee, 5/20/2003, 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. decisions all the time. Desler stated that is correct, so they don't see the full impact of the resulting costs. This doesn't occur that often. The County tries to budget for the annual projections. The risk pool determined that the County needed a retro- assessment because of losses that were occurring in the amount of $587,000 for the period of 1993 to 1998. The risk pool also indicated that the County had a credit from the period 1988 to 1993, in the amount of $300,000. Carol MacDonald, Mt. Baker Foothills Chamber of Commerce, stated residents and business people in Glacier support the facility. John Cooper said to her that the people in Glacier should pay for the facility. She did not agree. People start out in the morning from Bellingham. By the time they arrive in Glacier, they need to use the facilities. This is a public health hazard. It has nothing to do with the business people in Glacier. Signage will be very important to educate people about the restroom. Crawford asked if the County could fund the operation of the facility that is normally operated by the Forest Service, since the facility is not open all the time. Desler stated he's been told that the reason is because they are the federal government. MacDonald stated people have tried to talk with the federal government about it. The people living in the area never know when it will be open. It depends on their funds. It has been impossible to negotiate with the federal government about co- funding the year -round operation of the facility. She doesn't see an alternative. Fleetwood asked where the facility would be. MacDonald stated it is between Graham's restaurant and the Post Office. Lou Piotrowski, Mt. Baker Highway, stated the Forest Service facility closes at 4:00 p.m., which is the same time the ski area closes. The ranger said the only way it's been able to be open is through volunteers. Roy asked about the ongoing maintenance. Desler stated the County would seek regular donations to maintain this from people in the area. Ultimately, it is a County government facility. Roy stated vandalism is a concern. MacDonald stated the port -o -potty has been in place for five or six years, and it has never been vandalized. Crawford asked when it would be constructed. Desler stated it could be done in two months. Desler stated the County was requested to assist the efforts of the Point Roberts community to develop the first health care clinic. The clinic will hire three Finance and Administrative Services Committee, 5/20/2003, 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 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. people through the Interfaith Coalition to staff the clinic. It has economic and community health benefits. The community needs about $25,000 to finish the building. The administration recommends contributing funds from the rural sales tax for that purpose. Brian Canfield, Point Roberts Wellness Clinic President, stated there have never been medical facilities in Point Roberts. A unique team has been put together. It is a model that is recognized in Olympia, and is for small communities. He asked for the Council's support. Roy moved to recommend approval to the full Council. Motion carried unanimously. 2. REQUEST FOR AUTHORIZATION TO ENTER INTO A LAND ACQUISITION — PURCHASE AND SALE AGREEMENT (AB2003 -211) Jeff Monsen, Public Works Director, stated this is consistent with the discussion they've had previously. It is the formal public action to complete the acquisition. Brenner stated she was told this land would be used for parking and the Public Works Department. The documentation in the Council packet says they have not determined the development of the site. She is not interested in buying more land for no reason. Monsen stated the primary issue is completion of the master facilities plan, to make sure they know the long -term needs. The area needs to be rezoned. Those were examples of what the property could be used for. Those are the more likely uses, but he doesn't know the result of the master facilities plan. Roy moved to recommend approval to the full Council. She asked if there is a timely reason to buy the property. Monsen stated that the intended closing date is early- to mid -June. The County has indicated to the property owner that it is a willing buyer. Roy stated she gets the feeling that they've determined what this might be used for. She's concerned that, when they talk about where to locate public facilities, the administration will say this is the location something needs to go because the County has the land there. Dewey Desler, Deputy Administrator, stated the County has been at that location for more than 20 years. He anticipates they will be there for another 20 years. The County had an opportunity to buy eight and a half acres immediately adjacent to the County property. The Executive and Mr. Monsen agreed that it would be appropriate to seek the Council's approval to purchase the property at a fair price, for the long term use of the Public Works Department. There are many other pressures occurring out there, including issues with the Sheriff and other Finance and Administrative Services Committee, 5/20/2003, 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. County government operations. No decision has been made on building a consolidated services building at that location. Roy stated she is concerned about buying property before they approve the plan, and being forced to approve the plan because they own the property. Desler stated that won't be the case. Monsen stated that part of the reason for acquisition is because they've always looked to the developed area around the Northwest Annex, or the fields to the west of the Central Shop compound. In this case, the acquisition being proposed is a road fund expenditure. Clearly, there is a legal constraint that it can only be for a road purpose, not a general facility. Roy stated that reassures her. Brenner stated the road fund could be used for anything. That area is a great recreational area. She is concerned about making a major change at that location. She wanted reassurance that this is partially the County's commitment to the recreational fields at that location. Monsen stated he's not suggesting that this acquisition will build parking for the soccer complex. A road fund expenditure cannot be made to build parking for the soccer complex. He has said in the past that, as the development for road purposes occurs there, the space available could be used on the weekends. It is State law that they can only use road fund money for parking spaces for Public Works facilities. Motion carried unanimously. COUNCIL "CONSENT AGENDA" ITEM 1. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A GRANT AGREEMENT BETWEEN WHATCOM COUNTY AND WHATCOM COUNTY FIRE DISTRICT #5 AS MATCHING FUNDING FOR THE COMPLETION OF THE POINT ROBERTS WELLNESS CLINIC, IN THE AMOUNT OF $25,000. APPROVAL IS CONTINGENT UPON PASSAGE OF SUPPLEMENTAL BUDGET REQUEST #5 (AB2003 -199) Roy moved to recommend approval to the full Council. Dewey Desler, Deputy Administrator, stated there is a recommendation for a modest change on Council packet page five of the contract. He submitted a substitute contract (on file). (Clerk's Note: End of tape one, side B.) Motion carried unanimously. Finance and Administrative Services Committee, 5/20/2003, 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 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. 2. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A CONTRACT FOR ANIMAL CONTROL SERVICES WITH SSP- PREFERRED ANIMAL CARE FOR THE TERM OF JULY 1, 2003 TO JUNE 30, 2006, IN THE AMOUNT OF $994,630 (AB2003 -200) Dewey Desler, Deputy Administrator, stated the contract starts out at $325,000, and goes up each year by two percent. It is a three -year contract for animal control services. The County received one proposal. The administration worked with the Animal Control Advisory Committee. He tried to incorporate many issues and concerns of both the Rustands and the Animal Control Advisory Committee. Several things were added to the contract. Bonnie Snyder, Animal Control Advisory Committee Member, stated the committee supports the contract. Most of the recommended improvements were added to the contract, including the requirements of an outside run and a volunteer program. The committee recommends improving the language about the County's right to inspect the quality of the facility. An independent, qualified, and objective review of the quality of care is for the benefit of the facility and taxpayers. The independent entity should work in conjunction with the facility in a positive manner. The committee had no complaints with the past contract. The nature of the complaints about SSP was regarding whether or not the terms of the contract were carried out. That's why the committee recommends independent oversight. The committee will work on a recommendation for how the oversight will occur. Fleetwood asked if the terms of the oversight would be established after the contract is entered into. Snyder stated the contract says there will be oversight, including unannounced visits. She's hoping the independent oversight entity will write a report for the County Executive and Advisory Committee. Depending on the status of the report, the committee would work with SSP to maintain or improve the quality. Fleetwood stated there is a potential dispute down the road because there are no specifics on what that oversight will be. Snyder stated the contractor agreed to abide by the Human Society of the United States' guidelines. The oversight person would be qualified to determine whether those guidelines are being met. Roy moved to recommend approval to the full Council. She asked if a shorter contract was discussed. She asked what happens if there is non- compliance. Three years seems to be an extended period of time. Desler stated the service has been in effect for six years already. The committee recommended that the contract be for two years. The administration said a three -year contract would be more appropriate. The provider submitted a proposal for five years. During negotiations, they settled on three years. Caskey- Schreiber complimented the efforts of the advisory committee. Motion carried unanimously. Finance and Administrative Services Committee, 5/20/2003, 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 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. 3. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A CONTRACT RENEWAL FOR GOOSEBERRY POINT SECURITY WITH SECURITY - SPECIALIST PLUS, INC.; CONTRACT TO BE EXTENDED FROM JULY 31, 2003, THROUGH JULY 31, 2004, IN THE AMOUNT OF $55,692, FOR A TOTAL AMENDED CONTRACT AMOUNT OF $160,832 (AB2003 -201) Mary Green, Equipment Rental and Revolve Division Manager, stated this is a renewal of an existing contract for full -time security. She added to the contract the second security guard they put on during the two -week dry -dock period. The security is from 7:00 p.m. to 5:00 a.m., seven days per week. Brenner stated she's heard that the security makes a great difference. Roy moved to recommend approval to the full Council. Motion carried unanimously. 4. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A RENTAL AGREEMENT BETWEEN WHATCOM COUNTY PARKS AND RECREATION AND ANNA BETH LEE FOR REAL PROPERTY SITUATED ON THE MAPLE FALLS TO GLACIER TRAIL, GLACIER, WASHINGTON FOR A TERM OF TWENTY (20) YEARS BEGINNING JANUARY 1, 2003, TO DECEMBER 31, 2023 (AB2003 -202) Dewey Desler, Deputy Administrator, stated a couple of homes are located on County Parks Department property acquired for the Maple Falls to Glacier trail. It is very unusual. These homes have residents. The County has had a lease arrangement for the placement of their house on this property. This continues that arrangement for another 20 years. The County Property Management Committee has reviewed and recommends approval. Roy moved to recommend approval of Consent Agenda items four and five to the full Council. Crawford asked the status of the trail. Desler stated the trail property is quite wide. Any trail that is constructed would avoid the location of these homes. Lynn Givler, Parks Operation Supervisor, stated the trail does not exist right now. The land was owned by the railroad. The homes were put there for railroad employees to live in. When the County acquired the property, it got the buildings with it. Motion carried unanimously. Finance and Administrative Services Committee, 5/20/2003, Page 11 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. S. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A RENTAL AGREEMENT BETWEEN WHATCOM COUNTY AND LOU PIOTROWSKI FOR REAL PROPERTY SITUATED ON THE MAPLE FALLS TO GLACIER TRAIL, GLACIER, WASHINGTON FOR A TERM OF TWENTY (20) YEARS BEGINNING JANUARY 1, 2002, TO DECEMBER 31, 2022 (AB2003 -203) (Clerk's Note: See Consent Agenda item four for discussion and approval.) 6. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A LEASE AGREEMENT BETWEEN WHATCOM COUNTY PARKS & RECREATION AND KAREN L. MURPHY FOR THE OPERATION OF A PUBLIC EQUESTRIAN FACILITY AT SUNSET FARM FOR A TERM OF THREE (3) YEARS BEGINNING MAY 22, 2003, AND ENDING MAY 21, 2006 (AB2003 -204) Lynn Givler, Parks Operation Supervisor, stated this is a facility the County has had for some time. The County rents the home to someone who has been helping out with volunteer groups and maintenance. However, the County was not having the place very active. The County doesn't have the funding to operate an equestrian facility. The County issued a request for proposals (RFP), received five proposals, and selected this person. Roy moved to recommend approval to the full Council. Motion carried unanimously. 7. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO AN AMENDMENT TO CONTRACT FOR SERVICES AGREEMENT FOR CLERICAL AND MEETING SUMMARIES SUPPORT FOR WRIA RELATED MEETINGS BETWEEN ANVIL CORPORATION AND WHATCOM COUNTY WATER RESOURCES IN THE AMOUNT OF $42,450, FOR A TOTAL AMENDED CONTRACT IN THE AMOUNT OF $204,070 (AB2003 -205) Roy moved to recommend approval. Brenner stated the Council said it would have a budget it would stick to. There have been several amendments now. Bruce Roll, Water Resources Division Manager, stated the management plan was supposed to be finalized and adopted in June. It is more likely going to extend to the end of the year. He did not have contract capacity to run the services out to the end of the year. Caskey- Schreiber asked how many meetings they are talking about. Roll stated they have seven or eight meetings a week. There are eight technical teams, the staff team, the Joint Board, and frequent workshops. Early on, he didn't have Finance and Administrative Services Committee, 5/20/2003, Page 12 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. enough staff. It's a pretty good contract. They are charging a flat rate of $20 per hour including copying. He can't provide the service with his staff that cheaply. He explained the clerical work that will be done. Brenner stated her concern is that the Council has been hearing from more than one caucus that too much is happening. They need to slow down. She doesn't know if they should have more meetings, or stop and allow the caucus members to catch up. She is not comfortable with adopting the plan at this point. They need to stop and reevaluate where they are, rather than keep pushing forward. Roll stated they are reevaluating the timeline right now. The timeline has been extended into the later part of the year. They are talking with the caucuses next week. He encouraged all caucuses with issues to bring them forward. Roy stated moving it forward to the full Council doesn't mean she doesn't have reservations. Voting against the item implies that she doesn't want this to happen. However, she wants to hear what the Council has to say. Crawford stated the committee could move this forward to the Council with no recommendation. Roy agreed. Crawford stated he supports the request to bring closure to the process. Brenner stated she is concerned that they keep putting more money into it because they want closure. She doesn't want closure. She wants a product that works. There has been a lot of pressure on caucuses with concerns to not rock the boat. (Clerk's Note: The motion was not voted on.) S. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A CONTRACT AMENDMENT WITH RESOLUTION SERVICES, LLC, TO PROVIDE FACILITATION SERVICES FOR PLANNING UNIT AND STAKEHOLDER INVOLVEMENT, STAFF TEAM, AND GENERAL PROJECT COORDINATION TO THE WRIA 1 WATERSHED MANAGEMENT PROJECT FOR JULY 1, 2003, THROUGH DECEMBER 31, 2003, IN THE AMOUNT OF $34,750, FOR A TOTAL AMENDED CONTRACT IN THE AMOUNT OF $179,150 (AB2003 -206) Roy stated she does not want to make a recommendation to the full Council about this item. Bruce Roll, Water Resources Division Manager, stated the Planning Unit agreed to work through this process by consensus. That means that, of the 18 caucus members, they all have to agree. It is a monumental feat considering the diversity of interests that are at the table. Their ability to move quickly and far is Finance and Administrative Services Committee, 5/20/2003, Page 13 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. tied to having professional facilitators. This has been a vital piece and will continue to be. Roy stated these people may be needed more now than ever. Crawford stated he doesn't disagree. However, he wants to be consistent with the Council. The staff support and facilitators go hand in hand. This item will go forward to the full Council without a recommendation. Roy agreed. Brenner stated she is concerned that the facilitators protect the ability of the caucuses to feel that they can disagree if they have to. She's concerned about the pressure she's getting from several caucuses. Crawford stated the Council will probably not want to continue funding these services in 2004. 9. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A MITIGATION GRANT AGREEMENT BETWEEN WHATCOM COUNTY AND WASHINGTON STATE MILITARY DEPARTMENT TO PROVIDE STATE AND FEDERAL FUNDING ASSOCIATED WITH THE CANYON CREEK ALLUVIAL FAN ACQUISITION PROJECT, IN THE AMOUNT OF $999,100 (AB2003 -207) Roy moved to recommend approval to the full Council. Paul Cooper, River and Flood Division Manager, stated she also requested additional pre- authorization of the implementation contract. Crawford asked if the Flood Control Zone District Advisory Committee has reviewed and approves this. Cooper stated the advisory committee hasn't seen the grant agreement. It doesn't get into those details. They started this off with the recommendation to go forward with a buyout program. Crawford stated he hasn't heard any opposition to the buyout. Brenner asked if they are going to try and move some of the buildings. Cooper stated they leave it up to the contractor. Motion carried unanimously. Roy moved to recommend approval to the full Council for authorization to the Executive to execute purchase agreements and construction contracts for project implementation in accordance with the grant budget, as long as each individual transaction is within 25% of the amount budgeted and the total expenditures do not exceed the total project amount of $999,100. Finance and Administrative Services Committee, 5/20/2003, Page 14 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. Motion carried unanimously. 10. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO AN AGREEMENT BETWEEN WHATCOM COUNTY AND WHATCOM LAND TRUST DEFINING THE TERMS OF THE PARTNERSHIP DEVELOPED TO IMPLEMENT THE CANYON CREEK ALLUVIAL FAN ACQUISITION PROJECT, AND PROVIDING FOR THE TRANSFER OF $400,000 OF GRANT AND COUNTY FUNDS TOWARDS ACQUISITION OF THE LOGS RESORT (AB2003 -207A) Roy moved to recommend approval to the full Council. Motion carried unanimously. 11. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A CONTRACT FOR SERVICES AGREEMENT BETWEEN WHATCOM COUNTY AND JESSICA PAIGE, DBA PAIGE CONSULTING, FOR PRIVATE WELL OWNERS CAUCUS SUPPORT FOR THE WRIA 1 WATERSHED MANAGEMENT PROJECT, IN THE AMOUNT OF $4,000 (AB2003 -208) Roy moved to recommend approval to the full Council. Bruce Roll, Water Resources Division Manager, stated it has been a struggle throughout the water resource inventory area (WRIA) process to get a representative of the private well owners. He's pleased they have a good person to work with them. Brenner stated this doesn't do anything. She hasn't heard of anyone doing anything. Roll stated there has been public outreach. The struggle is getting a consistent person who can devote the energy to the private well owners. This person will do outreach to the list of private well owners. Brenner stated she wants to be reassured that live bodies are a part of the so- called constituency, and lots of them will be part of the process. Roll stated that is what this service is intended to do. Brenner stated the way this contract is written doesn't do that. The charge of the person is to contract every member on the list, not to just post notices. That should be in the language of the contract. She would rather do that the right way, even if it costs more money. She doesn't like the way this is written. She wants more substance. Roll stated the Council approved a clear set of guidelines for the expenses allowed for caucus support. If they want to, the Council can modify those guidelines. He discussed the background of the caucus support and explained the guidelines. To clarify the contract, he would have to meet and negotiate with the contractor. Finance and Administrative Services Committee, 5/20/2003, Page 15 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. (Clerk's Note: End of tape two, side A.) Roy stated this should move forward to the full Council for discussion. She asked if recruitment is an allowable expense. Roll stated this contractor just had a public meeting. The struggle is getting that constituency to understand the relationship of their exempt wells to what is being drawn out in the plan. The plan hasn't identified how they are going to manage those exempt wells. The plan doesn't identify the issues and needs of this group. Motion carried unanimously. 12. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A BID AWARD WITH THE BELLINGHAM HERALD TO BE DESIGNATED AS WHATCOM COUNTY'S OFFICIAL NEWSPAPER AND AUTHORIZE THE EXECUTIVE TO SIGN THE CONTRACT WITH THE BELLINGHAM HERALD (AB2003 -209) Roy moved to recommend approval to the full Council. Motion carried unanimously. 13. RESOLUTION AMENDING WHATCOM COUNTY VANTAGECARE RETIREMENT HEALTH SAVINGS (RHS) PLAN TO PROVIDE TO BARGAINING UNIT EMPLOYEES WHEN SPECIFIED IN WHATCOM COUNTY COLLECTIVE BARGAINING AGREEMENTS, AND REVISE EXISTING NON - HEALTH DISTRIBUTION FEATURES OF THE RHS PLAN IN ACCORDANCE WITH GUIDANCE ICMA -RC HAS RECEIVED FROM THE INTERNAL REVENUE SERVICE (AB2003 -210) This item was withdrawn. OTHER BUSINESS There was no other business. ADJOURN The meeting adjourned at 1:30 p.m. Jill Nixon, Minutes Transcription ATTEST: WHATCOM COUNTY COUNCIL Finance and Administrative Services Committee, 5/20/2003, Page 16 1 2 3 4 5 6 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, WASHINGTON Dana Brown - Davis, Council Clerk Sam Crawford, Committee Chair Finance and Administrative Services Committee, 5/20/2003, Page 17