HomeMy WebLinkAboutFinance October 8 20021
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
October 8, 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
COUNCIL "CONSENT AGENDA" ITEM
1. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO AWARD BID #02-
75 TO ACROFT COACHWORKS FOR A REPLACEMENT 15- PASSENGER
BUS IN THE AMOUNT OF $53,156.42 (AB2002 -353)
Roy moved to recommend approval.
Brenner asked what kind of bus this is.
Mary Green, Equipment Rent and Revolve (ER &R) Division Manager, stated it
is a 15- passenger bus for the Parks and Recreation Department outdoor program.
It's more like a van. It's not for the jail alternative program.
Carl Prince, Outdoor Coordinator, stated the bus will replace the existing 15-
passenger van used for the outdoor and teen adventure program trips. It is ten
years old. There have been lots of mechanical and structural problems.
Brenner asked at what point they decide to replace vehicles. Green stated a
bus full of teenagers were stuck in Manning Park, British Columbia. The bus had to
be towed back.
Prince stated two of the dual wheels came off one time. There is also a
major problem with the door. During the last year, it has been a maintenance
headache, and they are having a hard time getting replacement parts for it.
Brenner asked if this new bus would be more reliable. Green stated the old
bus never qualified for the lemon law, but it has been a problem since the
beginning. The new bus is from a company that is better known and it will
hopefully be more reliable and easier to get parts.
Finance and Administrative Services Committee, 10/8/2002, 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.
Motion carried unanimously.
2. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO AN
INTERLOCAL AGREEMENT BETWEEN WHATCOM COUNTY AND THE
PORT OF SEATTLE TO TAKE ADVANTAGE OF THE PORT'S OFFICE
PRODUCTS AGREEMENT WITH BOISE OFFICE SOLUTIONS FOR AN
ANNUAL EXPENDITURE OF APPROXIMATELY $225,000 (AB2002 -354)
McShane moved to recommend approval.
Caskey- Schreiber asked if the savings is worth so much that they are willing
to take business outside of the community.
Brad Bennett, Finance Division Manager, stated all the suppliers are going to
take it out of the community. The other option is to go out to bid, receive bids, and
award to the lowest responsive bidder. The downside is that they have to retrain
people on how to use the new suppliers. The County has had past supplier
problems, including accounting problems. Boise Cascade has been working
problem -free for the County. That is why the County is interested in continuing
with Boise Cascade. The prices are very competitive and there won't be a
significant difference if the County did go out to bid.
Dewey Desler, Deputy Administrator, stated the contract doesn't prevent the
County from purchasing locally for those items that it needs to. This is a way for
the County to purchase off an existing competitive bid from another jurisdiction to
take advantage of very good rates.
Caskey- Schreiber stated Western Washington University (WWU) was buying
out of a state corporation, and WWU was getting poor service. WWU opened up
and said they could shop locally. Northwest Computer Supply has provided
superior service. Desler stated the County has spent a lot of money with Northwest
Computer Supplies.
Roy asked if this contract is for one year. She asked if the supplies go to a
centralized place. Bennett stated they do not. The County employees can order
over the internet or telephone. Boise Cascade delivers the order the next business
day at the office. The County doesn't do any central inventory. Boise Cascade also
bills the individual departments, so there is a good accounting trail.
Desler stated this is legal authorization for the County departments to use
the service and pay the bid prices. As soon as the County approves and executes
the agreement, the departments will begin purchasing off the agreement with this
year's money and through 2003. This goes for a year.
Roy stated that when they start reviewing the budget for 2003, they might
want to reduce these costs.
Finance and Administrative Services Committee, 10/8/2002, 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.
Brenner asked why they would go out to bid when an existing company is
doing a good job. She asked why the County doesn't always have to go out to bid.
Bennett stated there are bid requirements. However, if the County can enter into
an interlocal agreement and ride on another entity's bid, the County is satisfying
the bid process through the other jurisdiction's bid process. It saves a lot of County
time and money. It is an option, provided there is a bid out there that another
entity has issued recently, and the supplier is willing to extend that pricing.
Brenner asked if Northwest Computer supplies was able to bid on the Port of
Seattle job. Bennett stated it had the opportunity.
Motion carried unanimously.
3. RESOLUTION AUTHORIZING THE SALE OF SURPLUS PROPERTY AND
THE SETTING A DATE FOR PUBLIC HEARING THEREON PURSUANT TO
WCC 1.10 (AB2002 -355)
McShane moved to recommend approval.
Crawford asked where it is.
Brad Bennett, Finance Division Manager, stated the property is at the end of
Lake Whatcom Boulevard.
Brenner asked how old the mobile home is. Bennett stated he's not sure, but
thinks it's about 40 years old.
Brenner stated mobile homes that old are not appropriate to be used
because they are a health hazard. The County should demolish it so someone
doesn't use it illegally. Bennett stated staff was heading down the road to declare
it worthless so the County can destroy it, but the auctioneer said it has some value.
Brenner stated they need to make sure when auctioned that it is not allowed
to be used for human habitation. There are rules that any trailer older than 1976
must go through extensive inspections. It's not right to do that. She would be
happier if the fire marshal determined whether or not it is hazardous or worth
anything.
Roy stated she supported Councilmember Brenner's suggestion to have
someone look at it in terms of public safety.
Dewey Desler, Deputy Administrator, stated the Council could just say that
the trailer should be demolished. The item could be reviewed by the fire marshal,
who would make a recommendation. A third option is to sell the unit. The County
could put conditions on the unit. It will have to follow County code if it is set up in
the county.
Finance and Administrative Services Committee, 10/8/2002, 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.
Roy moved to amend the motion to require that the trailer be evaluated for
health reasons before it is sold. The County has an obligation not to sell something
that is potentially dangerous.
Crawford agreed with the amendment. It makes sense to not knowingly sell
something that is a safety hazard, and make sure the County has taken prudent
steps to ensure it is not a hazard before the County sells it.
McShane stated another option would be to say at the time of sale that the
trailer doesn't meet County codes and there could be substantial costs to getting it
up to code.
Brenner stated there is no 1965 model that meets today's code. Her concern
is that someone will read that caution, and then sell it to someone who won't have
read the caution.
Roy restated the motion to amend to request a safety review before Council
approves the sale. Desler stated the administration would ask the County's building
staff to look at it and make a report to the Council.
Motion to sell the trailer failed 1 -2 with McShane in favor.
Motion to request a County safety review before sale carried 2 -1 with
McShane opposed.
4. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
CONSULTANT AGREEMENT WITH NICHOLLS ENGINEERING FOR
GEOTECHNICAL, HYDRAULIC AND STRUCTURAL ENGINEERING
ASSOCIATED WITH THE DESIGN FOR THE HUTCHINSON CREEK
BRIDGE NO. 157 REPLACEMENT PROJECT, IN THE AMOUNT OF
$38,670 (AB2002 -356)
McShane moved to recommend approval.
Brenner asked where the bridge is located.
Mike Donahue, Engineering Manager - Traffic, stated the bridge is on
Mosquito Lake Road, downstream from the Hutchison Creek campground.
Motion carried unanimously.
5. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO A
PROFESSIONAL SERVICES AGREEMENT AMENDMENT BETWEEN
WHATCOM COUNTY PUBLIC WORKS AND NORTHWEST HYDRAULIC
CONSULTANTS, INC. FOR PHASE II WORK ON THE NOOKSACK RIVER
BANK STABILIZATION PROJECT NEAR RITTER ROAD, IN THE
Finance and Administrative Services Committee, 10/8/2002, 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.
AMENDED AMOUNT OF $93,785.70 FOR A TOTAL AMENDED
CONTRACT AMOUNT OF $134,303.65 (AB2002 -357)
Paula Cooper, River and Flood Division Manager, stated this is the second
phase of a project. There were four alternatives recommended during the first
phase, two structural and two buyouts. The two structural options had an
estimated cost of $400,000 each. One buyout option had an estimated cost of
$300,000, and the other option had an estimated cost of $800,000. The Flood
Control Zone District Advisory Committee (FCZDAC) does not support the buyout
options at this point because it doesn't feel like it is being done in a comprehensive
way in conjunction with the overall levee program and meander limits. The
FCZDAC recommends the pile supported wing dams, which has an estimated cost of
$400,000.
Crawford asked the source of the funds. Cooper stated the funds would
come from the Flood Control Zone District.
McShane stated meander limits have not been set. He's having trouble with
the logic of not having meander limits, and then building structures that will affect
meander limits. They might need to finish the meander limits. This project has
cost a lot more than this over the years. He's looking at what the public benefit
would be. Cooper stated the biggest public benefit would be to keep the levee,
which is being threatened. If erosion continues to erode the levee, then the entire
diking district three would flood much more frequently.
The price of consulting is getting more and more expensive. The permitting
requirements and the Endangered Species Act are so much more work that they
have to do. The cost of designing and permitting these things is two to fourfold of
what it was four years ago. The FCZDAC approved this as a high priority in 1997 or
1998. The FCZDAC is committed to get to an end on this.
McShane stated he preferred to save the money and speed along the
modeling so the Council can make a more reasoned decision on where to build
these levees.
Roy stated she agreed with Councilmember McShane.
Crawford moved to recommend approval.
Brenner stated it would be helpful to have the diking district representatives
give an opinion before the Council decides on this issue. Cooper stated she could
call the representatives to ask them to attend the evening County Council meeting,
or the councilmembers can do a field trip soon.
Roy stated the people in the diking district have a vested interest and are
already predisposed toward a solution to the problem. One doesn't join a diking
Finance and Administrative Services Committee, 10/8/2002, 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.
district to do a meander study. Cooper stated that is correct. The concept of
acquisition may be limited by a lack of voluntary participants, also.
Roy stated the Council needs to hear opinions of others besides the diking
district. Cooper stated she could invite the consultant, also.
Crawford stated it is premature to invite the diking district folks tonight.
(Clerk's Note: End of tape one, side A.)
Crawford stated the councilmembers are not prepared to make a decision
until they get input from the various parties.
Crawford withdrew his motion.
McShane stated they should recommend not going forward with the contract.
Councilmembers are indicating that they want to have some follow- through on this.
He doesn't have a problem with that. There is a broad view that every property
owner in the county is paying the flood fee. He questions whether the Council
wants to spend public dollars on something that is a fairly small project. It makes
perfect sense from the perspective of diking district three. He questions whether it
makes sense for the community as a whole. The intent has always been to have in
place a flood mitigation program, which means they need to establish meander
limits along the river. There are permitting and financial issues with that.
Brenner stated it's going to take the County years to get the meander limits
done. There are some things that can't wait. This is one of those things that is
eating away a fairly substantial amount of land yearly. The County owes it to the
people in the area. A bunch of prime farmland will wash away if it gets very bad.
She wanted to hear from the consultant. The diking district members do have a
vested interest, but they also have a lot of knowledge.
Crawford moved to recommend that the full Council wait on this contract
until it has an opportunity to get more information from the diking district,
consultant, and others during a field trip.
Caskey- Schreiber asked who would set the meander limits. Cooper stated
the River and Flood Division staff would look at meander limits from a technical
standpoint, and work with the County Council and Planning Division to implement
the meander limits in the future. They need to get the modeling work done before
getting into setting the meander limits.
Motion carried unanimously.
6. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO AN
AGREEMENT BETWEEN WHATCOM COUNTY AND GEOENGINEERS, INC.
TO CONDUCT A COMPREHENSIVE CONSTRUCTION AGGREGATE STUDY
Finance and Administrative Services Committee, 10/8/2002, 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.
TO DOCUMENT THE SHORT AND LONG RANGE AVAILABILITY AND
LOCATION OF QUALITY MINERAL RESOURCES, IN THE AMOUNT OF
$40,000 (AB2002 -358)
McShane moved to recommend approval.
Caskey- Schreiber stated she hoped this study takes into consideration how
much material is exported and include that factor in the calculation when assessing
the county's needs.
McShane stated this would tell them where the deposits are that they
consider protecting. That can be taken into consideration when the Council
designates mineral resource lands (MRL's). This is just to say where the gravel is.
It doesn't determine what the county's needs are. Those are policy decisions that
are up to the Council.
Brenner stated she disagreed. The point of doing this is to make the
assumption of how much resource the county is going to have. The Council cannot
limit how material much will be exported. There isn't a public interest in doing this
for the private industry. She will not support it.
McShane stated one example is Lummi Island. There is a tremendous rock
resource on Lummi Island. There are not many odds that the Lummi Island
resource will benefit all of Whatcom County. It will likely be exported. When the
County Council determines its MRLs, the Council can decide not to protect the
Lummi Island resource because it's not part of the County's supply. It will be
easier to make those decisions if the councilmembers understand where the
resources are. The County can control what will be exported by deciding where to
establish the MRLs.
Brenner stated the County already has a good general idea where the
resources are. There is nowhere in Whatcom County where the rock is not suitable
to take it out of Whatcom County. The reason the resource will be taken from the
county is because the county is close enough to the border. Don't fine tune stuff
when the Council doesn't have control over where the resource will go.
Roy stated the County has requirements to identify a 50 -year supply. She
asked if the staff has enough information if the County doesn't do this study.
Matt Aamot, Senior Planner, stated he didn't think so. The DNR study
indicated that there is a ten to 20 year supply, not a 50 -year supply.
Roy stated the logic on this is troublesome. The reclamation plan aspect of
this is also troublesome. She's not sure the language in task two, item 2(c), is
strong enough. She asked if anyone would follow through with determining
whether the reclamation plan was done. Aamot stated the intent of this plan is not
to follow up on reclamation. The intent is to identify how much gravel there is and
Finance and Administrative Services Committee, 10/8/2002, 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
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.
where the gravel is. In doing that task, the consultant will review a variety of
information sources, and that is one of them.
Roy asked if this is the appropriate venue to talk about reclamation plans.
Aamot stated it is not. The Surface Mining Advisory Committee has broached that
topic.
Brenner stated there are experts who believe the County has done an
adequate survey of what mineral is available for 50 years. The County is going
beyond the minimum of what it is required to do.
McShane stated people are worried about reclamation plans, impacts to
neighbors, and the industry. The reason for the worries is because they have
juxtaposed the resource lands with residential housing. It's a good idea to find out
where these lands are so they don't do that again. They don't want to make that
same mistake again and again. If they do, someone will apply for an MRL, and in
the meantime houses will be built around the MRL area. They will end up with the
impacts that the County is trying to avoid. All the reclamation issues and how
mines are permitted and tracked should be explored but are unrelated to this study.
This study will go a long way to resolving the problems. He trusts the DNR report
because he read it thoroughly, and it is very accurate.
Brenner stated that as time and technology changes, there will be different
minerals they will want to use in the future. It is a moving target. They've never
protected future residences by establishing MRLs. In fact, they have placed all the
impacts on the neighboring properties, not on the owners of the MRLs. That is not
going to change just by identifying MRLs. This report is something that is an asset
to the industry, and the County and public have little control over how and where it
is used.
Motion carried unanimously.
7. REQUEST AUTHORIZATION FOR THE EXECUTIVE TO ENTER INTO AN
INTERLOCAL AGREEMENT BETWEEN WHATCOM COUNTY AND LUMMI
VOCATIONAL REHABILITATION PROGRAM FOR SUPPORTED
EMPLOYMENT AND COMMUNITY INVOLVEMENT SERVICES FOR
INDIVIDUALS WITH DEVELOPMENTAL DISABILITIES (AB2002 -359)
Roy moved to recommend approval.
Motion carried unanimously.
OTHER BUSINESS
Finance and Administrative Services Committee, 10/8/2002, 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
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 what is happening with the lunchroom on the second floor of
the courthouse. The employees are saying it should be open. He asked why it is
closed.
Dewey Desler, Deputy Administrator, stated a year ago, the County lost a
contractor who provided good service but couldn't make much money. The next
contractor deteriorated to a point where it was not even paying rent or providing
good service. By mutual agreement, the administration ended that effort. The
administration decided to install vending machines instead. The administration is
having a difficult time trying to find people willing to take on a limited operation in
the courthouse. The choices may be to go back out for a bid, but the
administration may find that the County would have to subsidize the operation.
That is not something the administration is interested in doing. He's asked local
businesses and delis if they would be willing to expand their operations to the
courthouse, and he has been turned down. The rent is pretty low. The
administration acquired a refrigerator for the courts to store snacks for the jury
pool. The jail's refrigerator gave out, so it is using the one that was in the kitchen.
The administration would have to buy a new refrigerator if it reopened the cafe.
Compared to many other things the administration is trying to keep going, this is
not a high priority.
Brenner stated success depends on whom they have in there. A deli is
doable. There are people in the proximity who use the service. She would like to
try one more time to see if someone is willing to provide the service.
ADJOURN
The meeting adjourned at 1:15 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, 10/8/2002, Page 9