HomeMy WebLinkAboutFinance June 4 20021
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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
June 4, 2002
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:
Dan McShane None
Sharon Roy
Also Present:
Barbara Brenner
Laurie Caskey- Schreiber
COMMITTEE DISCUSSION AND RECOMMENDATION TO COUNCIL
1. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
CONTRACT WITH H. B. HANSEN CONSTRUCTION, INC., AS THE
LOWEST RESPONSIVE BIDDER, FOR THE CONSTRUCTION OF THE
BAYVIEW DRIVE RETAINING WALL PROJECT IN THE AMOUNT OF
$48,500 (AB2002 -208)
Dick Prieve, Assistant Director of Administration, stated a Point Roberts
resident had concerns. He spoke with the resident. The resident was in contact
with an ecology block manufacturer, who said that the County could leave the
existing wall in place and modify it. However, the County is in violation of the State
hydraulics permit, a hydraulics State code, and the Shorelines Act. They are
aligning the wall with the existing bulkhead. The County placed the temporary wall
where it is so they could leave it there while they were constructing the new wall
and footing. People got used to the location of the temporary wall, but it was never
designed as anything more than a temporary wall.
Staff is looking for a recommendation to alter the cost share, which is 80 -20.
They would like to hold the contribution amount of $1,846.67 from each of the
three property owners. To do that, they would have to reduce the share to 89 -11.
The County would pick up more of the cost.
Crawford asked the recommendation of the Flood Control Zone District
Advisory Committee ( FCZDAC). Prieve stated the FCZDAC recommendation was to
change the contribution amount. That amount was the original understanding and
intent.
McShane asked the dollar amount the property owners originally agreed to.
Prieve stated that amount is $1,846.67.
Finance and Administrative Services Committee, 6/4/2002, 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.
McShane asked the dollar amount if they stayed at the 80 -20 cost - share.
Prieve stated each property owner would have to contribute $3,411.16.
McShane stated that change is because the first contractor mucked things
up. Prieve stated that is correct. The County had quite a time getting out of that
contract.
Brenner asked if the property owners originally thought they would pay
$1,846.67. Prieve stated they did. The first contractor had some difficulty with the
project.
Brenner asked how to prevent this in the future. She asked who's
responsible that it happened. Prieve stated the County has to take some
responsibility. They did a background check on the fellow. The fellow had built
retaining walls in the past, but not to this magnitude and not on tidelands. The
County had called the contractor's references, and he checked out. County staff
does now check websites for information on complaints against potential
contractors.
Roy moved to recommend approval to the full Council, as presented with the
89 -11 cost share.
Motion carried unanimously.
2. ORDINANCE AMENDING THE 2002 BUDGET, REQUEST #6 (AB2002-
214)
Crawford stated this request is in the amount of $478,000 to purchase the
Olsen Estate property and the Turner /Jaeger property.
McShane moved to recommend approval to the full Council.
Motion carried unanimously.
COUNCIL "CONSENT AGENDA" ITEM
Dewey Desler, Deputy Administrator, asked to withdraw item two on the
Consent Agenda.
The committee agreed.
1. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO AWARD BID #02-
32 TO THE LOWEST RESPONSIVE BIDDER, AGGREGATES WEST, TO
PROVIDE FOR CRUSHED AGGREGATE TO BE DELIVERED AND
Finance and Administrative Services Committee, 6/4/2002, 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.
STOCKPILED AT LUMMI ISLAND, IN THE AMOUNT OF $68,702.08
(AB2002 -217)
McShane stated he would recuse himself from discussion and voting because
he is familiar with this issue.
Roy moved to recommend approval.
Mike Roberts, Assistant County Road Engineer, stated there was initially a
protest from the second - lowest bidder about whether the lowest bidder could
successfully meet the bids. The protest was resolved.
Brenner asked why they are using a company in Lynden, when there is a
quarry at Lummi Island.
Crawford stated the highest bidder, Ace Rock, is the name of the company on
Lummi Island.
Brenner asked if the bid from Aggregates West includes delivery. Roberts
stated it does.
Crawford asked if it is correct that the rock from Lummi Island is preferable
for chip sealing, and if that was taken into account. Roberts stated he is not aware
of that fact. There are standards by which each bidder must meet. Aggregates
West material will be tested to meet those standards.
Brenner stated she is concerned about shipping a bunch of rock to Lummi
Island when there is a quarry out there.
McShane asked if the issue that came up was only a permitting issue, and
not an issue of quality. Roberts stated that is correct.
McShane stated he is okay to discuss and vote on the issue. The reason that
Ace Rock bid higher was because of processing. They are not set up to provide
road - servicing aggregate in a very efficient manner. That's probably why their bid
was as high as it was.
Brenner asked if that is correct. Prieve stated the quarry at Lummi Island is
set up for large material, and would probably have to bring in a crusher. The rock
that is coming in will be barged in from Vancouver Island.
Motion carried unanimously.
McShane stated he thought the protest was a quality issue, and he was
contacted about it.
Finance and Administrative Services Committee, 6/4/2002, 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.
2. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO AN
AGREEMENT BETWEEN WHATCOM COUNTY AND FIBER CLOUD TO
PROVIDE BAND WIDTH AND Y2 CABINET FOR WHATCOM COUNTY'S
INTERNET CONNECTION, IN THE CONTRACT AMOUNT OF $28,940
(AB2002 -218)
This item was withdrawn by the administration.
3. 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
(AB2002 -219)
Shirley Forslof, Auditor, stated this is an annual call for bids. The Council
passed a resolution a number of years ago authorizing the Auditor to call for bids
for an official daily newspaper. The Bellingham Herald is the only daily newspaper
in Whatcom County, so it has been deemed the sole source.
She was able to negotiate the same price for this year as last year. Each
year, the cost has been going up. This year, the cost is the same, and the County
gets an additional free newspaper, for a total of 19 newspapers.
McShane moved to recommend approval.
Motion carried unanimously.
4. RESOLUTION ESTABLISHING COUNTY ROAD PROJECT NOS.
998006/998007 AND THE AWARD OF CONTRACT FOR THE LAKE
TERRELL ROAD AND MOUNTAIN VIEW ROAD WETLAND MITIGATION
PROJECT, TO THE LOWEST RESPONSIVE BIDDER, HENIFIN
CONSTRUCTION L.L.C., IN THE AMOUNT OF $137,270.38 (AB2002-
220)
McShane moved to recommend approval.
Roy stated the Council has been reading a lot on the ineffectiveness of
mitigation. She hoped they know what they are doing. She asked if they are going
to be effective. This is a very sensitive area, and this is a lot of money.
Bruce Mills, Assistant Director of Engineering, stated the things they are
doing are based on the best available science. The County hired someone to do a
biological assessment. It's gone through all the agencies, including the Corps of
Engineers, who made recommendations for changes.
Roy asked about the State Department of Ecology (DOE). Mills stated DOE
reviewed it after Corps of Engineers staff reviewed it.
Finance and Administrative Services Committee, 6/4/2002, 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.
Motion carried unanimously.
S. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER IN TO A
GRANT AGREEMENT BETWEEN WHATCOM COUNTY AND THE
WASHINGTON STATE DEPARTMENT OF ECOLOGY FOR THE MARINE
RESOURCES COMMITTEE 2002 ACTION GRANT TO PROVIDE FUNDING
FOR FORAGE FISH, BOTTOM FISH, DATA MANAGEMENT AND
COMMUNITY PARTNERSHIP PROJECTS, IN THE AMOUNT OF $50,000
(AB2002 -221)
Erika Stroebel, Resources Planner, stated this is a grant agreement from the
Northwest Straights Commission, the overriding body for the seven marine
resources committees in Washington State. The $50,000 grant agreement is
between the State Department of Ecology (DOE) and Whatcom County to provide
funds for the local Marine Resources Committee to pursue the four projects they've
identified this year. There is a ten percent administrative support budget that
would provide funding for staff support.
McShane asked if the contractor contested the administrative fees. Stroebel
stated they did not.
Roy moved to recommend approval to the full Council.
Motion carried unanimously.
COMMITTEE DISCUSSION
1. DISCUSSION REGARDING BUDGET AND STRATEGIC PLANNING
ISSUES (AB2002 -169)
Dewey Desler, Deputy Administrator, stated the administration is planning
to make some facilities adjustments to allow the Hearing Examiner to move to
fourth floor of Civic Center, and move the Public Defender's Office staff into the
courthouse. The advantage is that it gets the criminal justice system working
together. Part of the cost would be paid for from the Civic Center building fund,
which includes approximately $750,000 for remodeling. They are still working on
where funding would come from to make adjustments to the second floor of the
courthouse. Funds may come from the public facilities fund.
There is a broad economic development component of that fund. A
presentation will be made to the Council on June 18 about where the County is
with its economic development plan that involves the community partnership of
the Port of Bellingham, the cities, the Economic Development Council (EDC), the
County, the Public Utility District (PUD), and other groups. They will discuss
accepting the plan on July 16, 2002. The Comprehensive Plan will need to be
Finance and Administrative Services Committee, 6/4/2002, 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.
amended to include the economic development component. Those two elements
create the vehicle they can use to pay for some of these public facilities projects
out of the rural sales tax fund. The administration will propose a summary budget
on July 16, which includes a supplemental budget that makes cuts and adds
revenue for 2002. It will lay out an adequate vehicle for funding some of the
capital facilities issues that they need to move forward with. It takes them out of
the general fund. They will begin some of the key capital facilities projects that
need to get underway during the construction season. It will protect capital assets
while protecting the general fund from erosion.
He submitted a summary (on file) of the Council's budgeting exercises done
during the May 21 budget meeting. This summary would be discussed more in
detail at a special meeting with the councilmembers on June 18. He read the list
of issues that were identified as either high- or low- priority. These exercises got
them thinking about what they are trying to do in this community. When it comes
time to make decisions during a time of declining resources, the administration
feels uncomfortable being alone on many of these issues. They want to develop a
consensus with the managers, department heads, and councilmembers.
Crawford suggested that the administration begin the June 18 meeting with
a similar exercise, with a little explanation and notice of how the exercise would be
conducted.
Desler stated he developed some 2003 budget assumptions (on file), and
asked for councilmember concurrence with the assumptions. The administration is
going to begin with the 2002 base budget, adjust it down by one percent, and add
in the labor and employment costs. The goal is to reduce specific general fund
expenditures by $1 million. They would use the fund balance for short -term and
one -time expenses.
In terms of increasing revenue, the administration will encourage
departmental proposals to maximize revenue through increased fees whenever
possible. The administration is specifically asking certain departments to recover
more of their costs with fees.
Regarding animal control and ambulance transport, the administration will
continue to transfer grant revenue to cover direct administrative costs, and to
transfer contract revenues to cover administrative costs. The administration will
also seek to transfer interest income to the general fund.
Crawford asked where they are at in the process of the emergency medical
service (EMS) transport strategic planning. Desler stated there is one more key
meeting. There seems to be consensus to take the County out of the general fund
contributions to EMS, and consider a levy that would go to the people for EMS
services. There will be presentations to the County Council related to that plan in
July. Most jurisdictions use this type of levy.
Finance and Administrative Services Committee, 6/4/2002, 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.
(Clerk's Note: End of tape one, side A.)
Crawford stated the quality of care here is one of the best in the state and
nation. They have to be careful not to compromise that quality of care. Desler
stated a levy has to be approved by both the County and City councils.
Caskey- Schreiber asked if the EMS service providers are in favor of a levy.
Desler stated they are interested in securing their funding for the future. They also
understand the situation that the local jurisdictions are in. The levy requirement is
$.50 per $1,000 of assessment. A full tax increase would be about $75 per year for
a home assessed at $150,000. That would generate $6.1 million revenue.
Caskey- Schreiber asked the lowest tax levy they could go to keep the service
functioning as it is today. Desler stated that taking the County and City general
fund amounts out of the budget would require a levy of $.25 per $1,000 assessed
value.
Crawford stated his only other concerns with the assumptions were with the
labor issues, which he would bring up during executive session.
McShane stated they should keep an increase of taxes on the table, so they
have the opportunity to think about it. If it's not on the table, they won't get any
discussion or debate about it.
Crawford suggested an assumption that they keep it open as an option for
review.
McShane suggested that the assumption be that they evaluate other
methods of increasing revenue.
OTHER BUSINESS
Desler stated the administration is still involved in negotiating the animal
control contract. The administration hopes to have it before the committee at its
next meeting.
ADJOURN
The meeting adjourned at 1:03 p.m.
Jill Nixon, Minutes Transcription
Finance and Administrative Services Committee, 6/4/2002, Page 7
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.
1 ATTEST: WHATCOM COUNTY COUNCIL
2 WHATCOM COUNTY, WASHINGTON
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7 Dana Brown - Davis, Council Clerk Sam Crawford, Committee Chair
Finance and Administrative Services Committee, 6/4/2002, Page 8