HomeMy WebLinkAboutFinance November 25 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
November 25, 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:
L. Ward Nelson
Sharon Roy
Also Present:
Dan McShane
Laurie Caskey- Schreiber
Seth Fleetwood
Barbara Brenner
OTHER BUSINESS
Absent:
None
Crawford asked for an update on what's happening with emergency medical
services (EMS). He asked if the County is working with the City of Bellingham on
service in 2004.
Dewey Desler, Deputy Administrator, stated the County is following through
with existing commitments with the City of Bellingham. The County EMS budget for
2004 is $1.3 million. The fund balance is higher than initially anticipated. People
should expect services to continue as they see it today. The Executive's Office is
discussing the next steps and meeting with people interested in EMS, including
those opposed to the levy. Out of that discussion will be recommendations to the
County Council for consideration.
Caskey- Schreiber stated she hopes they allow a transition time to a new
system. Don't end things sooner than later. Draw it out as long as possible to get
people up to speed and for the safety of county residents. Desler stated the
current agreement allows for a three -year termination schedule. If both parties
agree to something more accelerated, it can be organized. The citizens deserve an
adequate transition. There are a series of options. This is an opportunity, not a
crisis.
Nelson asked if there is a transition period other than what they've already
discussed.
a bit.
Caskey- Schreiber stated the Mayor has said he would like to speed things up
Finance and Administrative Services Committee, 11/25/2003, 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 the arrangement. Desler stated that if there is a termination
notice before the end of this year, the contract would end at the end of 2006. If
there is termination notice after the first of this year, the contract would end at the
end of 2007. There was discussion during the campaign about this. If it didn't
pass, the City discussed getting out of it in one year. The major reason for the
three -year period was because the City was concerned the County would withdraw.
This is the City's requirement.
Crawford stated the County has received no notification from the City about
terminating early.
Nelson stated many people are concerned. They have to be careful of
rumored conversations. He's also concerned that the City Council be kept informed
of the concerns raised by everyone.
Crawford stated there is a lot of confusion about the future of EMS since the
levy didn't pass. It would be nice to clarify the three -year contract agreement to
the public. The County Council needs to know if there's an effort to shorten that
contract. Desler stated any change in the agreement would require County Council
approval. The Executive will have discussions and hire a negotiation team that has
worked on this issue already.
COMMITTEE DISCUSSION AND RECOMMENDATION TO COUNCIL
1. ORDINANCE AMENDING THE 2003 WHATCOM COUNTY BUDGET,
TWELFTH REQUEST (AB2003 -363)
Crawford stated this ordinance is fully grant- funded.
Nelson moved to recommend approval to the full Council.
Roy asked if they are the grants for Kendall.
Nelson stated they are.
Roy asked if there is a revision.
Dewey Desler, Deputy Administrator, stated there will be an agreement
later, and there is a revised scope of work (on file).
Fleetwood asked what they are attempting to demonstrate is feasible.
Desler stated the feasibility study is for activities and programs that are viable and
appropriate for the Kendall and Foothills community.
Motion carried unanimously.
Finance and Administrative Services Committee, 11/25/2003, 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.
2. DISCUSSION OF CONTRACT FOR SERVICES BETWEEN WHATCOM
COUNTY AND BURLINGTON ENVIRONMENTAL, INC. TO OPERATE THE
MODERATE RISK WASTE FACILITY AT 3505 AIRPORT DRIVE
(AB2003 -371)
Crawford asked if the Solid Waste Advisory Committee (SWAC) approved this
item.
Jeff Monsen, Public Works Director, stated it did not. However, this item was
approved and recommended by the Solid Waste Executive Committee. This is not a
contract approval request at this moment. He wanted to introduce the item to the
Council to see if there are questions and issues before the last Council meeting of
the year, when this will come forward. If this item is not approved in two weeks,
the operation will shut down the first of January until approved. No action is
needed today.
Crawford asked about compensation. Monsen stated the compensation rates
are what the County would pay the contractor to get rid of these estimated
quantities. The rates apply to materials actually disposed of.
Crawford asked if there is a cost to the person disposing of the material or if
County subsidizes the cost. Monsen stated the answer is yes to both. Small
quantity commercial generators pay for the service. Homeowners do not pay for
the service.
Nelson asked if value of any of the shared office and equipment are coming
back to the County. Monsen stated the facilities are owned by the County. The
City owns a forklift and small truck, and there was administrative oversight it did
not bill the County for. Everything else will come from the County.
Nelson asked if it's within the City limits. Monsen stated it is County land
and a County facility. He's not sure if it's in the city limits.
Nelson asked if the City will use it for its own disposal, and asked how they
will deal with their hazardous materials. Monsen stated City has no special use of
this site. The primary users are individuals and small companies.
Nelson stated the City decided not to contribute dollars. The County is
taking over the processing for the entire county. Monsen stated the City originally
developed a disposal facility for city residents. That was at the time the County
was getting into comprehensive solid waste management. Collection of money for
solid waste funds is mostly from City of Bellingham residents.
Nelson asked how the new request for proposals (RFP) makes changes for
the citizens of Bellingham. Monsen stated there is no change for Bellingham
citizens. Now, Bellingham is simply a county contractor. This site operates
Finance and Administrative Services Committee, 11/25/2003, 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.
independent of any other activities. It's unlikely anyone inside the city of
Bellingham would go to the facilities outside the City of Bellingham.
Nelson asked about the increase. Monsen stated City of Bellingham
historically did not charge back administrative costs. The majority of the increase
is recognizing the increasing use of the facility. The estimated annual cost of
$229,000 is probably an understatement of the actual cost. The use has increased
beyond that estimate.
Addendum: DISCUSSION REGARDING OPTIONS RELATED TO THE THREE
RESOLUTIONS SCHEDULED FOR PUBLIC HEARING THIS EVENING ON
MODIFYING AND EXTENDING THE CURRENT WCFCZD FUNDING
MECHANISM AND LEVELS FOR VARIOUS SUBZONES (AB2003 -365,
AB2003 -366, AB2003 -367)
Paula Cooper, River and Flood Division Manager, reviewed the discussion
held during the Water Resources work session. Representatives of the three
subzone advisory committees the countywide advisory committee met yesterday
and created a new option six, which addresses the Council's concern about open
space.
Crawford moved to recommend approval of option six to the full Council.
Caskey- Schreiber asked if there will be a movement for unimproved
agricultural land that is not designated as open space to get that reduced tax
classification. Cooper stated the owner can always try to have their land
designated as open space, or modify the classification for 2005. All the
representatives are in favor of option six.
Crawford asked if they worked with the Assessor. Cooper stated the
Assessor provides a list of all the parcels in the subzones. They compared that with
the geographic information system (GIS) information to create the roll. They
provide the tax roll to the Treasurer, who sends out the bills.
Monsen stated he began talking to the Assessor and Treasurer during the
middle of the summer.
Roy stated option six seems to have a reduction for most of the zones. She
asked if everyone is okay with that, and if people can do what they need to do.
Cooper stated they are, and they can.
Motion carried unanimously.
Monsen stated staff will include new language and the new funding option in
an amended resolution before the evening meeting.
Finance and Administrative Services Committee, 11/25/2003, 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.
COUNCIL "CONSENT AGENDA" ITEM
8. RESOLUTION APPROVING A SALARY SCHEDULE AND POLICIES FOR
UNREPRESENTED WHATCOM COUNTY EMPLOYEES FOR THE YEAR
2004 (AB2003 -368)
Dewey Desler, Deputy Administrator, submitted a substitute version of the
resolution that incorporates discussions with County councilmembers and elected
officials. He described the changes in the substitute version.
Crawford asked if the increases for the elected officials are based on the
same percentage increase for all unrepresented employees. Desler stated the
increase is three percent for elected officials. Other employees would receive a two
percent cost of living adjustment (COLA) and a one percent step increase.
Councilmember salaries were set earlier by a different resolution.
Roy asked about the adjustments for comparable counties, and when they
would be made.
Crawford stated the elected officials, other than County Council and
Executive, asked to tie their salaries to a State elected officials index and that their
salaries be increased eight percent the first year. Through this proposal, the
administration recommends a three percent increase for elected officials in addition
to a review for realignment period during the first quarter of each year. Today,
they're not saying yes or no on that eight percent salary increase. They will
approve the three percent increase now, and review for realignment the first
quarter of 2004. Desler stated the administration heard the councilmembers
indicate that they wanted an equitable increase to the other unrepresented
employees, and a process for realignment where there were problems with low
parity salaries.
Fleetwood asked how the 4.3 percent increase was decided upon for the
realignment process. Desler stated it represents the range movement that exists
and is described in section 4.3.
Fleetwood stated they agreed to de- politicize the process. If they include
language "not to exceed," they are going to debate this every year.
Crawford stated he disagreed. The Council considers the unrepresented
resolution each year. There will be an opportunity for realignment review during
the first quarter of each year. It will be as politicized as anything else they do for
all the unrepresented employees. Desler stated the consistency of the realignment
process is related to the language in section 4.3, which has been in effect for some
time.
Finance and Administrative Services Committee, 11/25/2003, 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.
Nelson asked if there's a reason they do this on an annual basis, compared
to union contracts that are only done every two or three years. Desler stated the
Council has traditionally reviewed and adjusted wage rates annually.
Crawford stated those contracts with the unions don't all come due during
the same year. They've had concerns about providing similar benefit packages as
the Council reviews the unrepresented resolution. If all the contracts came through
the same cycle, then the Council could do the unrepresented resolution on the
same cycle, but they don't.
yea r.
Desler stated consideration is also done through the budget process each
(Clerk's Note: End of tape one, side A.)
Roy asked how an elected official requests realignment consideration. Desler
stated that language is described in section seven.
Roy asked if the benefits are calculated in terms of comparable counties.
Her interpretation of the legal interpretation is that they can't calculate benefits
with any accuracy. It's not an issue that's been folded into the unrepresented
package. Desler stated they have not folded benefits into the calculation.
Crawford stated they also have comparable -sized counties in another part of
the state that have very different cost -of- living scales.
Caskey- Schreiber stated a citizen was upset that this eight percent increase
would come down when they don't have money to run EMS. She asked if the
budget for 2004 includes funding for some kind of salary adjustments. Desler
stated the administration budgeted for a two percent increase of elected official
salaries in the budget for 2004.
Caskey- Schreiber stated she wants to make sure there are funds set aside
for the increases so they don't take away from something else. Desler stated he
doesn't anticipate any reduction in services as a result of this proposal.
Caskey- Schreiber asked if the most an elected official would get would be
seven percent, given the realignment plus the COLA. Desler stated the most the
increase would be is 7.3 percent. They will look at each elected official individually
and on an annual basis.
Crawford asked if the 4.3 percent is added to the raise they already got.
Desler stated it is.
Crawford asked if it is based on the old or new salary level. Desler stated it
is based on the new salary amount.
Finance and Administrative Services Committee, 11/25/2003, 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.
Crawford stated the elected official has to be below ten percent to get the
realignment. Desler stated that's correct. They have to be at least 10.1 percent or
more of the index.
Caskey- Schreiber stated the COLA increase may bump the salary up to make
the elected official ineligible for the realignment. The 4.3 percent, in addition to the
three percent COLA, is the maximum increase. There is some flexibility in the
realignment procedures for negotiation on the percentage increase. She asked why
the administration is removing paternity leave as an option. Desler stated there
are changes in the Family Care Act. Male employees are not limited to two days of
paternity leave. Male employees can take five to seven days of leave, or longer if
there are health complications. The administration wanted to make the resolution
consistent with the changes in the Family Care Act.
Caskey- Schreiber asked how employees find out about this option. Desler
stated there will be presentations and a bulletin for all affected employees.
Nelson asked why they are requiring that sick and vacation be used in one
hour increments, versus half hour increments, while they accrue in fractions.
Wendy Wefer - Clinton, Human Resources Associate Manager, stated a
number of court cases found they should not deduct less than one hour for Fair
Labor Standards Act (FLSA) exempt employees. If a FLSA exempt person needed
to take less than a one -hour increment, the time away would just be waived. FLSA
exempt staff do not record their time away if gone less than an hour. The
Prosecuting Attorney's Office agrees with the change.
Dan Gibson, Senior Civil Prosecuting Attorney, stated the general principal is
that, in order to maintain exempt status under FLSA and to avoid payment of
overtime, employers have to be careful not to track time minute -by- minute. One
hour is the smallest increment an employer can track time.
Nelson moved to recommend approval of the substitute version of the
ordinance.
Caskey- Schreiber asked if the councilmember salary increase reflects the
increase in the Executive's salary. Desler stated it is not. The 2001 resolution that
governs councilmember salaries is in effect.
Caskey- Schreiber stated the Whatcom County Council is the lowest paid
council in the state.
Motion carried unanimously.
1. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO APPROVE THE
PURCHASE OF TEN POLICE PURSUIT VEHICLES USING THE
Finance and Administrative Services Committee, 11/25/2003, Page 7
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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.
WASHINGTON STATE CONTRACT, FROM FRONTIER FORD FOR A
TOTAL PURCHASE PRICE OF $226,347.83 (AB2003 -372)
Nelson moved to recommend approval to the full Council.
Caskey- Schreiber asked if they weren't able to purchase locally, in spite of
the sales tax benefits.
Mary Green, ER &R Division Manager, stated she looks at local prices versus
the State contract whenever they purchase anything. The State contract is very
competitive. She did not go out for local bidding on this.
Brenner asked if they can do both. Green stated everyone, including local
providers, have the opportunity to bid in the State bid process.
Motion carried unanimously.
2. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO APPROVE THE
AWARD OF BID #03 -75, THE ANNUAL LIST OF INDIVIDUALS AND
COMPANIES INTERESTED IN RENTING THEIR EQUIPMENT TO THE
COUNTY, IN AN AMOUNT THAT MAY EXCEED $35,000 WITH A SINGLE
VENDOR (AB2003 -373)
Nelson moved to recommend approval to the full Council.
Motion carried unanimously.
3. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
CONTRACT BETWEEN WHATCOM COUNTY AND EXIGENT COMPUTER
GROUP, INC. FOR UPGRADE OF AUDITOR'S RECORDING
APPLICATION ENVIRONMENT, IN THE AMOUNT OF $65,200 (AB2003-
374)
Nelson moved to recommend approval to the full Council.
Motion carried unanimously.
4. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
CONTRACT BETWEEN WHATCOM COUNTY AND STEWART & KING
PARTNERSHIP, IN CONJUNCTION WITH PAUL SCHISSLER
ASSOCIATES, IN THE AMOUNT OF UP TO $40,000 FOR PHASE I —
FEASIBILITY STUDY FOR KENDALL COMMUNITY RESOURCE CENTER,
WITH UP TO AN ADDITIONAL $34,000 FOR PHASE II, IF THE
PROJECT IS DEEMED FEASIBLE, FOR A TOTAL CONTRACT AMOUNT OF
$74,000 (AB2003 -375)
Nelson moved to recommend approval.
Finance and Administrative Services Committee, 11/25/2003, Page 8
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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 stated this is fully funded from grants. There is an amended scope
of work (on file).
Nelson stated his motion includes the new scope of work.
Roy asked what happens if there is no phase II due to there not being any
money left over from phase I. Desler stated they prefer not to dip into the phase
II money for phase I without adjusting the contract. The administration is trying
to break up complicated projects into phases and renegotiate the phases as they
make progress. They don't want to try and predict everything that will happen. If
it's not feasible, there's no sense in spending phase II funds. This process allows
both parties to regroup between the phases. They're dealing with two other
government agencies, so they'd have to negotiate some things with those folks as
well.
Motion carried unanimously.
S. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
CONTRACT ADDENDUM BETWEEN WHATCOM COUNTY AND RICH
ULLSMITH, DDS FOR JAIL DENTAL SERVICES, INCREASING THE
HOURLY WAGE TO $120 WITH ANY TIME OVER ONE HOUR BILLED AT
$60 PER HALF -HOUR, FOR A MAXIMUM EXPENDITURE OF $17,000
(AB2003 -376)
Roy moved to recommend approval to the full Council.
Nelson asked if the administration has had discussion with other providers
for dental services. Desler stated it has.
Motion carried unanimously.
6. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO AN
AGREEMENT BETWEEN WHATCOM COUNTY AND COMPU -TECH, INC.
TO PROVIDE FOR THE DEVELOPMENT AND SUPPORT OF AS /400
BASED APPLICATIONS AND PROGRAMS OF THE
TREASURER /ASSESSOR SYSTEM IN THE AMOUNT OF $83,200
(AB2003 -377)
Nelson moved to recommend approval to the full Council.
Brenner asked if this will get them where they need to be.
Steve Oliver, Chief deputy Treasurer, stated this is one of a number of
projects they've been working on with the Executive's Office. They are moving
forward with those projects. Some funds have been made available to address
those projects.
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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.
Motion carried unanimously.
7. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO AN
AGREEMENT BETWEEN WHATCOM COUNTY AND SUDDEN VALLEY
COMMUNITY ASSOCIATION, CITY OF BELLINGHAM, AND WATER
DISTRICT NO. 10 TO PURCHASE A RESTRICTIVE COVENANT ON 83
SUDDEN VALLEY TAX TITLE LOTS, IN AN AMOUNT OF
APPROXIMATELY $18,210 (AB2003 -378)
Nelson moved to recommend approval to the full Council.
Erika Stroebel, Resources Planner, submitted revisions (on file). The
revisions are minor. They added clarification of language in the text of the
agreement and further budgetary detail to exhibit A. There are minor adjustments
to the budget. They clarified that the Sudden Valley Community Association would
submit an application for the 73 tax title lots as a bundle of lots. There is also a
timeline by which Whatcom County and the City of Bellingham would purchase the
restrictive covenants. In Exhibit A, three columns were added to provide detail
referred to in the agreement.
Nelson amended his motion to approve the request with the revisions.
Caskey- Schreiber asked if these 73 lots will be owned by four jurisdictions.
Stroebel stated they would be owned by the Sudden Valley Community Association.
Whatcom County is contributing money toward the purchase of the restrictive
covenant that renders these lots un- developable.
Caskey- Schreiber asked what the Sudden Valley Community Association
intends to do with the lots. Stroebel stated they will be used as open space.
Crawford asked if covenants still exist if Sudden Valley becomes a city.
Stroebel stated they would.
Motion carried unanimously.
9. RESOLUTION SETTING THE HEARING OF NOTICE TO DECLARE
PROPERTY SURPLUS (AB2003 -379)
Nelson moved to recommend approval to the full Council.
Motion carried unanimously.
10. RESOLUTION ORDERING THE CANCELLATION OF WARRANTS MORE
THAN A YEAR OLD (AB2003 -380)
Roy moved to recommend approval to the full Council.
Finance and Administrative Services Committee, 11/25/2003, Page 10
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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.
Motion carried unanimously.
ADDENDUM - COMMITTEE DISCUSSION
1. DISCUSSION REGARDING WRIA 1 WATERSHED MANAGEMENT PLAN
ELEMENT 5 IMPLEMENTATION (AB2003 -025)
This item was withdrawn from the agenda.
OTHER BUSINESS
Crawford asked the administration to do whatever it can to move forward
with information on EMS that gets out to the public so there's assurance of
continuation of service and clarity in where they are going.
ADJOURN
The meeting adjourned at 12:15 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, 11/25/2003, Page 11